The file arrives
Each week the wholesale partner emails a sales file covering the whole Northern Ireland estate. The dashboard collects it automatically — and anyone can upload one by hand to re-run a week.
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The Bare Pantry Food Company
Automating replenishment orders for nearly 100 shops in Northern Ireland
Every week, The Bare Pantry Food Company receives a sales file covering its Northern Ireland shops. A dedicated ordering dashboard now collects that file, turns it into the right order for every shop on its own cycle, and takes each order through packing and dispatch — with nothing reaching the ordering system that hasn't gone to the shop.
~100
Northern Ireland shops
Weekly
Sales file, collected automatically
1–4 wks
Ordering cycle per shop
81
Orders in the first week
At a Glance
The project in brief
Industry
Food & Beverage / Wholesale distribution
Scope
Nearly 100 shops in Northern Ireland, supplied through a wholesale partner
Challenge
Turning a weekly sales file into the right replenishment order for every shop, each on its own cycle
Solution
A dedicated ordering dashboard — import, match, build, pack and dispatch in one place
Key Results
Weekly file collected automaticallyOrders built for every shopNothing orders on a guessShortfalls carried forwardLive since October 2026
The Challenge
One sales file, nearly 100 shops, every one on its own schedule
Bare Pantry's Northern Ireland shops are supplied through a wholesale partner, which sends a sales file for the whole estate every week. Each shop's order is built from what it sold — but shops order on different cycles, the partner's product codes are its own, and new shops and products appear without warning.
Bare Pantry wanted that work to run on its own system: the file collected automatically, every order built the same way every week, and the Northern Ireland packing team working from one clear queue — separate from the telesales operation in the Republic.
How It Works
From a sales file to a dispatched order
Import, match, build, pack and dispatch — each step on its own page, in the order the team works them.
Orders build themselves
Every shop's sales are matched to Bare Pantry's own products and turned into a replenishment order on that shop's cycle — weekly, or every two, three or four weeks, with the weeks between rolled in.
Pack, dispatch, done
Orders go to the Northern Ireland packing team's Order Status page, then to Dispatch, split into driver deliveries and DPD, with dockets and labels ticked off before anything leaves.
The Dashboard
Built so the right order goes out every week
The dashboard runs alongside the telesales system on the same platform, at no extra platform cost to Bare Pantry — with its own login, its own pages and its own packing queue.
Nothing orders on a guess
An unrecognised product code, a shop with no ordering cycle or a shop missing from the file holds the week on the Notifications page until someone answers it. Every answer is remembered, so the same question is never asked twice.
Shortfalls carried forward
If a product can't be supplied, it's cut on Order Status before dispatch — and the packs the shop is owed are added to its next order automatically.
Built for the packing room
Priority, picker, picked and packed ticks, box counts and shelf labels to send — the packing team sees exactly what to pick and what's done, on one table.
Aussie Bob orders too
Some Northern Ireland shops order through Aussie Bob, the AI ordering agent, instead. The team chooses, shop by shop, where each one's orders come from — and Bob's orders join the same packing queue.
An import history
Every file collected, with its rows, the orders it built and anything it couldn't match — so "what happened to that shop last week?" has an answer in seconds.
Overview reporting
Orders, packs and value by week, the packs still owed to shops, and each shop's latest order — the before and after on one page.
Control
What the shop gets is what the system holds
As on the telesales side, the dashboard is the only way a Northern Ireland order reaches Bare Pantry's ordering platform and, from there, their ERP and accounting system. Stock shortfalls are cut before an order is sent, not corrected afterwards, and an order only moves on once the ordering system has accepted it.
So there are no invoices to edit after the fact, and no gap between what the shop received and what the system says it received.
Bare Pantry's telesales shops order through an AI agent — read the Aussie Bob case study.
Related services
Services used in this project
Building orders from spreadsheets every week?
If your orders start life as a sales file, they can build themselves — and reach your team ready to pack.