Quick Ordering by SKU and from Excel: The Features Wholesalers Use Most

Features that are actually used

SKU entry

A field where you can paste SKUs and quantities line by line, for example by copying them from a spreadsheet. The system finds the products, displays prices and stock levels, and highlights any lines with unmatched products.

Excel upload

The dealer uploads their file, the system maps the columns, finds the products, and displays the summary. It is important to support files in the client's format rather than only your template: the requirement to "fill out our form" significantly reduces portal adoption.

Repeat order

A single button copies a previous order into the cart with updated prices and stock levels. For distributors who make regular purchases, this is often the most used feature.

Templates and favorites

Saved lists for regular purchases: "Weekly", "For a project", "Seasonal". The dealer opens the template, adjusts quantities, and submits the order.

Substitutes and replacements

If an item is out of stock, the system suggests a substitute instead of simply displaying "Out of stock". Substitution rules can be set in the accounting system or on the portal by a manager.

Details that make the difference

Order multiples and packaging

If a product is sold in boxes of 12, the system warns when the quantity is not a multiple of 12 and suggests rounding it. Without this, a manager will have to manually adjust every third order.

Units of measurement

A client writes "meters", while 1C tracks inventory in 100-meter coils. You need a unit conversion table and a clear display showing how many meters that will be in total.

Stock levels and replenishment dates

When inventory is insufficient, the system shows what is available now, at which warehouse, and when replenishment is expected. The dealer can split the order into "now" and "upon arrival".

Order summary before submission

Total amount, credit limit, and warnings about pack multiples and stock levels, all on one screen. The dealer sees issues before submitting, rather than after a call from the manager.

Speed

Searching and validating 50 lines should take seconds. If the portal queries 1C for every single line and waits for a response, working with it will be impossible. Prices and stock levels must be stored on the portal side and synchronized in advance.

How to make matching reliable

The main technical challenge of quick ordering is correctly understanding which product the client intended. Sources for matching:

1. Your SKU.
2. Manufacturer SKU.
3. Barcode.
4. Product name, accounting for typos and abbreviations.
5. Matching history for this specific client.

Low-confidence matches must not be accepted automatically. It is better to show two or three options than to silently add the wrong product.

Mobile workflow

SKU entry and repeat orders must work smoothly on mobile: orders are often placed from a warehouse or a job site. Excel upload is mostly used on a desktop, but it should not break on mobile either.

Integration with accounting

Quick ordering only works with up-to-date data:

• the catalog, prices, and stock levels from 1C or MoySklad are updated regularly;
• the order is sent to the accounting system immediately upon submission, with inventory reserved;
• the manager sees the order in the accounting system or Bitrix24 without manual entry.

Frequently asked questions

Do you need a single Excel template for all dealers?

It is better to support client files as they are, with column mapping configured during the first upload. The settings are saved for future uploads.

How do you handle typos in SKUs?

Show options and remember the client's choice.

Can an order be uploaded from a PDF or a photo?

It is technically possible using text recognition, but accuracy must be verified on your clients' actual documents. It is best to start with Excel and SKU entry.

Does this work for a catalog with tens of thousands of items?

Yes, if search is built on a dedicated index rather than direct queries to the accounting system.