How to Automate Accolent ERP

Accolent ERP carries the lot number as well as the order

Accolent ERP is the cloud system ADS Solutions builds for wholesale distributors, and one of the trades it is sold into is medical and dental supply. The companies running it ship gloves, burs, impression material, first aid kits and laboratory equipment to dental practices, clinics, hospitals and care homes, along with the occasional operatory chair.

That mix makes the account structure odd before anything else does. A dental group is eleven ship-to addresses hanging off one national bill-to, each office ordering for itself and none of them paying. A hospital orders at a contract price nobody at the counter set. So the thing being recorded is never just an order. It is a lot number, a serial number, a contract price and a ship-to, and all four have to agree.

Inside sales lives in it all day. So does the warehouse, on a handheld, scanning a barcode into a bin. The rep sees it from a parking lot between two practices.

The notices that matter arrive as email and PDF

What Accolent does not receive is most of what a distributor in this trade has to react to.

A manufacturer issues a recall or a field safety notice, and it lands as a PDF attached to an email, with lot numbers in a table. Somebody has to work out whether any of those lots left your warehouse, to whom, and when. An item goes on allocation and the news comes the same way. A buying group sends the quarter's contract price file, and every line has to be set against what Accolent currently charges before anything is loaded.

Then the smaller running jobs. A handpiece went out for repair three weeks ago and the practice wants a date. A quote for an intraoral scanner has sat untouched since the demo. A consignment cabinet in a clinic has to be counted before it can be billed.

Accolent ERP

Recalled lots matched to ship-tos A manufacturer's notice read the day it appears and checked against what actually left the warehouse, so the call list exists before the phone rings.

Backorders with the maker's own date Each open line checked on the supplier's dealer portal, so the date inside sales gives a practice is the one the manufacturer is holding to.

Contract prices before they are loaded This quarter's buying group file compared line by line against current pricing, with only the items that moved put in front of a person.

Lot control answers where a box went, not where the next one is

Accolent covers more of this than a distributor of that size usually expects, and it is worth using fully before buying anything else.

Lot-Controlled Products and Serialized Products sit in the inventory module, so tracing which practice received which lot of a suture, or which serial number is on a scaler, is a lookup rather than an afternoon. Low Stock Alerts and Inventory Replenishment propose what to buy back. Back Order Processing keeps unfilled lines attached to the original order instead of losing them. Special Orders and Drop Ships handle equipment that never touches your warehouse. Vendor Price Updates loads a supplier's new file, and EDI carries orders and acknowledgements to the manufacturers large enough to run it. Around those sit a wireless WMS with barcode scanning, eCommerce for practices that reorder themselves, and Bid Management for tenders.

Every one of them works on what is already inside Accolent, or on what a trading partner agreed in advance to transmit. The recall notice, the allocation email and the repair vendor's status page were never going to arrive that way.

Every open backorder can have the maker's own date on it

Change who does the opening, and the checking stops waiting for a quiet hour.

A manufacturer's recall page read each morning and its lot numbers matched against what Accolent shows as shipped, so a response opens with practices, dates and quantities rather than a search. Every open backorder checked on the maker's own dealer portal, so the date inside sales gives a practice on Tuesday is the manufacturer's date and not a hopeful one. This quarter's contract price file compared line by line against current pricing, with only the items that moved put in front of a person.

Then the ones that never reach the top of anyone's list. The repair vendor's status page read against open repair orders, so a practice hears about its handpiece before it calls. Lots inside ninety days of expiry set against the accounts that order those items often enough to take them. Open equipment quotes ranked by value, oldest untouched first. A manufacturer's promotion page checked before a quote goes out on a chair.

The matching is mechanical and the stakes are not

Working out whether a recalled lot reached a practice is comparing two lists. Deciding what to tell that practice is not, and neither is the notice that goes out under your name.

WebRun is an AI agent that works a real Chrome browser, signed in as you. It opens Accolent ERP the way your inside sales team does, opens the manufacturer's site or the repair vendor's portal beside it, and comes back with lot numbers, ship-to names and dates already attached.

Gathering and comparing run unattended, on your schedule, in your own private environment. It stops short of changing a record, committing a purchase or reaching a practice. That work is prepared and handed to a person.

Each workflow below names the sites it opens and what it brings back.