Rodzon Marketing Corporation
AI-Assisted Sales Orders System
Automated email intake, sales order parsing, dashboard monitoring, approval workflow, cheque reference tracking, and SAP export preparation.
MVP shell builtMailbox intake readySAP format pending
Direct Mailbox Intake
rmcsalesorders@whsu.net
IMAP/SMTP local setup
Uses direct mailbox access through IMAP/SMTP. No paid Google or Microsoft API authorization is required.
Parsed Email Dashboard
All Parsed Sales Order Emails
Incoming email monitor:standing byMailbox needs checkinbox -last run -last success -monitor heartbeat -last parsed 0last acknowledged 0auto-reply onUI refreshed -
ReceivedSenderSubject / OutletTypeStatusItemsAttachmentsPhoto StampAck
Process Plan
Email Intake Workflow
- Agent sends sales order email to rmcsalesorders@outlook.com.
- Polling service checks inbox every few minutes.
- Parser identifies sender as agent, subject as outlet code or new outlet, and body as SKU + quantity lines.
- Attachments are stored locally as outlet or cheque references.
- System records order or new outlet request in local database.
- Sender receives acknowledgement reply after successful intake.
- Sales Assistant reviews exceptions and generates SAP-ready upload once format is defined.
- Dashboards update for supervisors, managers, and management.
Octo Build Board
Implementation Status
Local app shellBuilt
100%
Email parser rulesDrafted
75%
Database schemaDrafted
70%
Gmail pollingNot connected
10%
SAP exportWaiting for final format
15%
Master data uploadsPlanned
35%
Sales Assistant Surface
Order Review Queue
OrderOutletAgentStatusAttachments
Supervisor / Manager / Management
Role-Based Dashboards
Sales Agent
Email onlySubmit orders, collections, outlet images, cheque references, and new outlet requests.
Sales Supervisor
Territory dashboardMonitor assigned agents, route progress, area saturation, volume, and new outlets.
Sales Manager
All territories with filtersCompare territories, agents, products, market reach, and sales volume.
Top Management
Executive overviewReview consolidated sales performance and operational efficiency indicators.
Sales Assistant
Order review and SAP exportValidate parsed orders, correct exceptions, approve transactions, and generate SAP upload file.
Credit & Collection
Cheque acknowledgementAcknowledge receipt and verification of cheque attachments.
Admin / Back Office
Master dataUpload and maintain agents, outlets, products, territories, terms, and duplicate guardrails.
Approval / Terms / Status
Outlet Rules
- Outlet code format: 2 digit territory + 2 digit city/province + 2 digit municipality + first 5 outlet-name characters + 3 digit sequence + 2 digit category.
- New outlets start as COD.
- New outlets must be approved before transactions.
- Inactive means no activity for more than 3 months.
- Unpaid due means collection date passed with no posted collection.
- Outlets with unpaid due may only order under COD payment.
Local Files Read
Source File Analysis
AI Assisted sales - Process Plan.txt
Process plan / 4.7 KBDefines Gmail sales order intake, outlet approval, dashboard roles, cheque attachment handling, and SAP export placeholder.
EXECUTIVE PROPOSAL.docx
Proposal / 360 KBFrames the project as a practical modernization of manual Viber/call/email sales order workflows.
Cost analysis.xlsx
Cost model / 12 KBCompares current sales assistant staffing against an AI-assisted setup and development cost.
RMC EMPLOYEE DATA SALES & FINANCE.xlsx
Employee source / 63 KBEmployee master data source. Treat as private PII and import only through local guarded upload.
SA PROCESS FLOW.xlsx
Process flow / 11 KBMaps BSR, Sales Assistant, and warehouse handoff flow for current ordering process.
Execution Path