Capability template for sales
Wholesale order check
When a retailer's purchase order arrives, the account owner gets every line set beside the approved quote and the stock plan: products, case packs, prices, delivery locations and dates, with each exception listed. People decide; nothing is confirmed to the buyer.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
A purchase order from a retail buyer stops being something you skim and hope is right. Every line is compared, in the same order every time, with the quote you approved and the stock you planned: is this a product on the quote, in the case pack you quoted, at the price you quoted, going to a location on the account, on a date operations can meet, from stock that exists?
What does not match is listed once, with the two figures side by side and the person who decides. Lines that match say so. The account owner and operations then settle the order's terms and the delivery promise from one page instead of from a thread of forwarded emails, and the buyer hears nothing until they have.
Who starts the work, and when
The account owner, or the sales coordinator who handles the account, starts it the day a purchase order arrives against an earlier quote. It runs again if the buyer sends a changed order.
The account owner decides what to accept, change or query, together with operations on stock and delivery dates. A person tells the buyer. The AI assistant tells the buyer nothing and changes no order record.
What they supply
- The buyer's purchase order, with its lines and any notes or terms the buyer added.
- The approved quote the order refers to, with its date and how long it stands.
- The stock plan: what is available for each product and the earliest date it can arrive.
- Your account terms, as written: the delivery locations on the account, payment terms and any minimum order value.
What comes out
One page in a fixed order:
- Order at a glance: lines, cases, units and value, and what the lines on the quote come to at the order's prices and at the quote's.
- Line comparison: one entry per purchase order line, showing product, case pack, price, location, date and stock against your records, and a result.
- Stock by product, totalled across lines, because two lines can draw on the same stock.
- Exceptions: each mismatch with both figures, the line, the question and the role that decides.
- Terms the buyer asked for, quoted as written, set beside what your quote and account terms say.
- What could not be checked, and a blank decision line for the account owner and for operations.
A good page lets the account owner see in a minute what the buyer would be getting if the order were accepted as sent.
An invented example
Illustrative example with invented data. The brand, the retailer, the products, the prices, the stock and every date below are invented. The brand, called the Brand here, makes granola and snack bars. Retailer A is a fictional retail chain. The Brand's account owner runs the check and, with operations, decides. People are referred to by role.
The inputs come first, in full, so the template can be run on them. The check follows.
The inputs
1. Settings (typed by the account owner)
Today: Tuesday 10 November 2026
Currency: US dollars
Account: Retailer A
Runs the check: the account owner
Decides: the account owner, with operations
Purchase order: RA-77410, dated 2026-11-09
Quote: Q-2026-118, dated 2026-10-20, valid until 2026-11-20
2. The purchase order lines
po_line,sku,description,cases,units_per_case,price_per_unit,ship_to,delivery_date
1,GR-350,Maple granola 350 g,40,12,4.10,Retailer A DC North,2026-12-01
2,GR-350,Maple granola 350 g,20,12,4.10,Retailer A DC South,2026-12-01
3,GR-700,Maple granola 700 g,25,6,7.40,Retailer A DC North,2026-12-01
4,BR-250,Seed bar box 250 g,30,8,5.50,Retailer A DC North,2026-11-24
5,GR-350V,Vanilla granola 350 g,15,12,4.25,Retailer A DC South,2026-12-01
6,GR-350,Maple granola 350 g,10,12,4.10,Retailer A Store 14,2026-12-01
Terms and notes the buyer added to the order:
Payment terms requested: Net 60
Other terms requested: Free delivery to all locations. Unsold stock may be returned within 90 days.
Buyer note: If GR-700 cannot ship by 1 December, send GR-350V instead at the same price.
3. The approved quote
sku,description,units_per_case,price_per_unit
GR-350,Maple granola 350 g,12,4.10
GR-700,Maple granola 700 g,6,7.60
BR-250,Seed bar box 250 g,6,5.50
4. The stock plan (from operations)
sku,available_units,earliest_delivery_date
GR-350,840,2026-11-30
GR-700,150,2026-12-03
BR-250,200,2026-11-20
5. Account terms
delivery_locations: Retailer A DC North; Retailer A DC South
payment_terms: Net 30
minimum_order_value: 2500.00
The check
WHOLESALE ORDER CHECK: RA-77410
For: the account owner, with operations. Account Retailer A. Purchase order dated 2026-11-09 against quote Q-2026-118 (dated 2026-10-20, valid until 2026-11-20). Prepared 2026-11-10.
Inputs: purchase order 6 lines, quote 3 lines, stock plan 3 products, account terms supplied. Currency US dollars.
Order at a glance: 6 lines, 140 cases, 1,410 units, 6,639.00 at the order's prices. Lines on the quote (5): 5,874.00 at the order's prices, 5,904.00 at the quote's prices, difference -30.00. Lines not on the quote (1): 765.00. Quote still valid on the order date. Minimum order value 2,500.00; the order's 6,639.00 is larger (compared on the whole order only).
Line comparison
Line 1, GR-350 Maple granola 350 g: 40 cases of 12 (quote 12), 480 units. Price 4.10 (quote 4.10). To Retailer A DC North (on account). Date 2026-12-01 (earliest 2026-11-30). Result: matches.
Line 2, GR-350 Maple granola 350 g: 20 cases of 12 (quote 12), 240 units. Price 4.10 (quote 4.10). To Retailer A DC South (on account). Date 2026-12-01 (earliest 2026-11-30). Result: matches.
Line 3, GR-700 Maple granola 700 g: 25 cases of 6 (quote 6), 150 units. Price 7.40 (quote 7.60). To Retailer A DC North (on account). Date 2026-12-01 (earliest 2026-12-03). Result: exceptions 1, 2, 11.
Line 4, BR-250 Seed bar box 250 g: 30 cases of 8 (quote 6), 240 units. Price 5.50 (quote 5.50). To Retailer A DC North (on account). Date 2026-11-24 (earliest 2026-11-20). Result: exceptions 3, 7.
Line 5, GR-350V Vanilla granola 350 g: 15 cases of 12, 180 units. Price 4.25. To Retailer A DC South (on account). Date 2026-12-01. Not on the quote; not in the stock plan. Result: exceptions 4, 5, 11.
Line 6, GR-350 Maple granola 350 g: 10 cases of 12 (quote 12), 120 units. Price 4.10 (quote 4.10). To Retailer A Store 14 (not on account). Date 2026-12-01 (earliest 2026-11-30). Result: exception 6.
Stock by product
GR-350: lines 1, 2, 6 ask for 840 units; 840 available (short 0). Earliest 2026-11-30.
GR-700: line 3 asks for 150 units; 150 available (short 0). Earliest 2026-12-03.
BR-250: line 4 asks for 240 units; 200 available (short 40). Earliest 2026-11-20.
GR-350V: no row in the stock plan.
Exceptions: 11
1. Line 3, GR-700, price. The order says 7.40 a unit; the quote says 7.60. That is 0.20 a unit below the quote, -30.00 over 150 units. Question: does the account owner accept the order's price? Decides: account owner.
2. Line 3, GR-700, date. The order asks for 2026-12-01; the stock plan's earliest is 2026-12-03, 2 days later. Question: can operations meet 2026-12-01? Decides: operations.
3. Line 4, BR-250, case pack. The order says 8 units a case; the quote says 6. At 30 cases the order is 240 units; at the quote's pack it would be 180 units. Question: which pack does the order mean? Decides: account owner.
4. Line 5, GR-350V, not on the quote. The order has 180 units at 4.25, 765.00; the quote has no such sku. Question: is this product to be supplied to this buyer at this price? Decides: account owner.
5. Line 5, GR-350V, not in the stock plan. The order asks for 180 units by 2026-12-01; the stock plan has no row for this sku. Question: what stock and earliest date does operations have for it? Decides: operations.
6. Line 6, GR-350, delivery location. The order ships to "Retailer A Store 14"; the account's locations are "Retailer A DC North" and "Retailer A DC South". Question: is delivery to this location agreed? Decides: account owner.
7. BR-250, stock shortfall (line 4). Lines asking for BR-250 total 240 units; 200 are available, short 40. Question: what quantity can operations supply to this order? Decides: operations, with the account owner (it depends on exception 3).
8. Order, payment terms. The order asks for "Net 60"; the account terms say "Net 30". The words differ. Question: does the account owner accept the buyer's payment term? Decides: account owner.
9. Order, other terms: "Free delivery to all locations." Not in the quote or the account terms. Question: is this term agreed? Decides: account owner.
10. Order, other terms: "Unsold stock may be returned within 90 days." Not in the quote or the account terms. Question: is this term agreed? Decides: account owner.
11. Order, substitution note, linked to exceptions 1, 2, 4 and 5. The buyer wrote: "If GR-700 cannot ship by 1 December, send GR-350V instead at the same price." GR-700 has an earliest date of 2026-12-03 (exception 2). GR-350V is not on the quote and not in the stock plan. Nothing is applied. Question: is any substitution accepted, and on what terms? Decides: account owner, with operations.
Terms the buyer asked for
Payment terms: Net 60 (account terms: Net 30). See exception 8.
Other terms: "Free delivery to all locations."; "Unsold stock may be returned within 90 days." (not in the quote or account terms). See exceptions 9 and 10.
Notes and substitutions: "If GR-700 cannot ship by 1 December, send GR-350V instead at the same price." See exception 11.
Not checked
The meaning of "Net 60", "free delivery" and the 90-day return term is not interpreted. "At the same price" in the substitution note does not say which price (the order's 7.40, the quote's 7.60 or the 4.25 on line 5); it is quoted, not read. Whether "Retailer A Store 14" relates to either delivery location is not decided. The account terms do not say how the minimum order value is measured; the whole order is compared only.
Decision, account owner: Accept / Change / Query each of exceptions 1, 3, 4, 6, 7, 8, 9, 10, 11: ________
Decision, operations: stock and dates for exceptions 2, 5, 7, 11: ________
Nothing has been confirmed to the buyer, and no record has been changed. The account owner tells the buyer once the decisions are made.
Where it fits
- Sales: the step between a buyer's order and your answer to it.
- Supply chain and inventory: operations sees the stock and date questions before a delivery is promised.
- Consumer brands: wholesale orders from retailers arrive against a quote and a range that keeps changing.
- Ecommerce and retail: brands that sell through stockists and marketplaces receive orders in many shapes.
- Manufacturing: makers who sell cases and pallets to trade buyers check the same things.
- Growth & scaling: more accounts and bigger orders than one person can check by eye.
- Established businesses: long-running accounts where quotes, case packs and locations have drifted.
It sits beside Discount request review, which handles a request for a lower price before an order exists, Sales proposal preparation, which produces the quote this check compares against, and Unshipped order review, which follows orders that are accepted but not yet shipped.
What has to change for your company
- Say what counts as your quote, and keep its product list, case packs and prices in the columns the template expects.
- Write your account terms down so the check has something to compare to: delivery locations, payment terms, any minimum order value.
- Agree the stock plan's shape: the available units and the earliest delivery date for each product, and who produces it.
- Name the people: who runs the check, who decides with operations, who tells the buyer and who records the order.
- Your platform. The instructions are written to be pasted into ChatGPT, Claude, Copilot or Gemini. They work from files you supply and need no connection to your order or accounting systems.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example on 10 November 2026 in Claude, in two runs; the record of both is published with it. The instructions, the output format and the example were revised between the runs, and the second run, made by the assistant that revised them, is the one the published example shows. It has not yet been tested in a client environment, and it has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on past purchase orders your account owners remember well, plus hard cases written in advance: a case pack that differs from the quote, a location not on the account, two lines drawing on the same stock, a quote past its date, a term the buyer added. The account owner checks every figure against the order and the quote before anyone relies on the page. Pilot acceptance-test preparation builds that test set, and What we test before we call an AI workflow ready shows the record.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
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