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FOOD AND BEVERAGE

Cases, singles, promotions and per-customer prices. Every order right the first time.

Food and beverage orders arrive by email and WhatsApp, in cases from one customer and singles from the next, with promotions and customer-specific prices on top. Weeva resolves the units, applies the right list and posts the order to your ERP.

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Illustrative example: a fictional purchase order from Dobsonville Family Superette, matched to the catalogue.

What does order automation look like for food and beverage?

Order automation for a food and beverage supplier reads orders from email, WhatsApp and spreadsheets, works out whether each customer means cases or singles for every SKU, applies that customer's price list and promotions, flags prices that differ from the list, and creates the sales order in the ERP with the original document attached.

How do orders arrive in food and beverage?

Case and single confusion, promotions and per-customer pricing on every order.

  • PDF purchase orders
  • Excel order sheets
  • WhatsApp messages
  • Inline email

One order, start to finish.

Ridgeback Foods is a fictional food and beverage distributor in Johannesburg supplying independent retailers and forecourt stores.

  1. 01 · Ridgeback Foods

    An order arrives as a PDF.

    Dobsonville Family Superette emails a five-line PDF at 07:41 in its own codes, with cola in singles and lemon-lime in cases.

    Illustrative example: a fictional purchase order from Dobsonville Family Superette, as it arrived.
  2. 02 · Ridgeback Foods

    Weeva resolves units and prices.

    The 12 singles become one case, because this customer orders that line in singles. Every line is priced from the retailer's own list, and the oil match waits for one confirmation.

    Illustrative example: a fictional purchase order from Dobsonville Family Superette, matched to the catalogue.
  3. 03 · Ridgeback Foods

    The sales order lands in Sage 200 Evolution.

    Thandeka Mokoena confirms the oil at 08:26 and the order syncs with the PDF attached. The audit log shows the unit conversion and who approved it.

    Illustrative example: an audit log of fictional users showing who changed what, and the value before and after.

Receiving in food and beverage.

Cold-chain deliveries need checking fast, and expiry dates matter. Short deliveries and substitutions from suppliers are easy to miss when the delivery note is captured hours after the goods are in the cold room.

Products and features for food and beverage.

  • Sales Order Automation

    Customer orders in any format, posted to your ERP as clean sales orders.

  • Goods Receiving Automation

    Delivery notes photographed at the bay, matched to the PO, posted as a GRV.

  • WhatsApp Ordering

    Orders read straight out of WhatsApp, with amendments, duplicates and merging handled.Feature of Sales Order Automation

Read the guideWhat is sales order automation, and how is it different from OCR?

Integrations common in food and beverage.

Common questions in food and beverage.

How does Weeva know whether a customer means cases or singles?

It learns each customer's convention per SKU. Your catalogue defines the pack, and Weeva remembers whether this customer orders that product in cases or in singles, then converts the ordered quantity to the shipped quantity. Both quantities stay on the order, and a quantity that does not fit the pack is flagged.

Can it apply promotional and customer-specific prices?

Each customer's prices are applied from their own price list, including orders that arrive with no prices. A printed price that differs from the list is flagged for your team to accept or correct, never overwritten, so a promotion the customer expected is caught before the invoice rather than after it.

What about expiry dates on inbound stock?

With Goods Receiving Automation, batch and expiry dates printed on a supplier's delivery note are read with the line they belong to and written to the GRV where your ERP has fields for them. Short-dated stock is visible at the bay rather than discovered on the shelf.

Our customers use their own product codes. Is that a problem?

No. A 13-step matching algorithm, combining deterministic and statistical methods with frontier LLMs and reasoning models, matches each line to your exact product code. Match Memory learns how each customer has ordered before: the first time a person confirms that a customer's code means your SKU, the mapping is kept for that customer and applied automatically afterwards.

See Weeva on your own orders.

Bring three of your own customer orders and we'll process them live.

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