How do you automatically distribute stock with distribution profiles in Easyflor?

What are distribution profiles?

Distribution profiles are "recipes" with which Easyflor automatically distributes your stock among your customers. You create different profiles for different types of customers (for example small, medium and large stores), and each customer automatically receives a portion of the stock based on their profile. Large customers get more, small customers get less.

Why use distribution profiles?

• Save time: You don't have to manually calculate how much each customer gets
• Fair distribution: Everyone gets their fair share based on their size
• Automatic: Easyflor does the calculations for you
• No errors: The system forgets no one and always calculates correctly
• Flexible: Per product type you can distribute differently
• Fast: With one click everything is distributed
• Clear: You immediately see who gets what

When do you use distribution profiles?

Examples:

• You have 100 customers and want to quickly distribute your daily stock
• You have different types of customers: small florists, large garden centers, supermarkets
• You want large customers to automatically get more than small customers
• You have customers with different assortments
• You want to distribute consistently and fairly without recalculating every day

---

How do distribution profiles work? (The concept)

The basics: Distribution keys

A distribution key is a number that indicates how much a customer gets compared to others.

For example:

• Distribution key 1 = Base amount
• Distribution key 2 = 2× as much as the base
• Distribution key 3 = 3× as much as the base
• Distribution key 0.5 = Half of the base

Calculation example:

Situation: You have 10,000 roses to distribute among:

• 10 large stores (distribution key 3)
• 30 medium stores (distribution key 2)
• 40 small stores (distribution key 1)

Step 1: Calculate total distribution keys 10×3 + 30×2 + 40×1 = 130 distribution keys

Step 2: Calculate roses per key 10,000 ÷ 130 = ~76 roses per key (rounded to 70)

Step 3: Calculate per store

• Large store: 70 × 3 = 210 roses
• Medium store: 70 × 2 = 140 roses
• Small store: 70 × 1 = 70 roses

---

Part 1: Creating distribution profiles

Step 1: Go to distribution profiles

1. Click on the "Admin" tile
2. Click on "System"
3. Click on "Configuration"
4. Click on "General"
5. Click on "Distribution profiles"

Step 2: Create a new profile

1. Click on "+New"
2. Give the profile a clear name

• Examples: "Small business", "Medium business", "Large business"

Step 3: Click on the created profile

• Select the profile you just created

Step 4: Go to filters

1. Click on "Filters"
2. This is where you set what the profile does

Step 5: Fill in the distribution keys

You can set distribution keys at different levels:

• Per article type (e.g., all roses)
• Per article (e.g., red roses specifically)
• Per article group (e.g., all flowers)

Example for "Small business":

1. Click "+New"
2. Choose a filter (e.g., Article type = Roses)
3. Distribution key: 1
4. Click "Save"

Repeat for all profiles

• Create a separate profile for each customer type
• Fill in the correct distribution keys for each profile

---

Part 2: Linking distribution profiles to customers

Step 1: Go to debtors

1. Click on "Organization"
2. Click on "General"
3. Click on "Debtors"
4. Select a customer (debtor)

Step 2: Go to distribution profiles

1. Click on "General"
2. Click on "Distribution profiles"

Step 3: Link a profile

1. Click on "+New"
2. You now see the list of previously created profiles
3. Click on the profile that fits this customer

Step 4: Choose the order day

• Choose the order day for which this profile should apply
• Example: Monday, or All days

Step 5: Apply

• Click "Apply"
• The profile is now linked to this customer!

Repeat for all customers

• Go to each customer
• Link the correct profile

---

Part 3: Using distribution profiles

Step 1: Go to profile distribution

1. Click on "Distribution"
2. Click on "General"
3. Click on "Profile distribution"

Step 2: Choose what to distribute

• Select the stock you want to distribute

Step 3: Start the distribution

• Click the button to distribute
• Easyflor now automatically calculates who gets what based on the profiles

Step 4: Check the result

• You now see an overview of who gets how much
• Large customers get more
• Small customers get less
• Everything is automatically calculated!

Step 5: Confirm or adjust

• Correct? Confirm the distribution
• Not quite right? Adjust manually
• The automatic distribution is a proposal, you can always change it

---

Practical example: Complete setup

Situation:

You are a wholesaler with three types of customers:

• 10 large garden centers (want a lot of everything)
• 30 medium-sized florists (standard assortment)
• 40 small shops (small assortment)

Step 1: Create three profiles

Profile 1: "Large garden center"

1. Admin → Configuration → Distribution profiles → +New
2. Name: "Large garden center"
3. Click on the profile → Filters → +New
4. For all articles: Distribution key 3
5. Save

Profile 2: "Medium-sized florist"

1. Admin → Configuration → Distribution profiles → +New
2. Name: "Medium-sized florist"
3. Click on the profile → Filters → +New
4. For all articles: Distribution key 2
5. Save

Profile 3: "Small shop"

1. Admin → Configuration → Distribution profiles → +New
2. Name: "Small shop"
3. Click on the profile → Filters → +New
4. For all articles: Distribution key 1
5. Save

Step 2: Link profiles to customers

For each large garden center (10 customers):

1. Organization → Debtors → Select customer
2. General → Distribution profiles → +New
3. Select: "Large garden center"
4. Order day: All days
5. Apply

For each medium-sized florist (30 customers):

• The same, but select: "Medium-sized florist"

For each small shop (40 customers):

• The same, but select: "Small shop"

Step 3: Use the distribution

You receive 10,000 roses:

1. Distribution → General → Profile distribution
2. Select the 10,000 roses
3. Click distribute

Result:

Each large garden center receives: 210 roses
Each medium-sized florist receives: 140 roses
Each small shop receives: 70 roses

Total distributed: 9,100 roses
Remaining: 900 roses (distribute manually)

---

Important tips

Tip 1: Start simple

• Start with 2-3 profiles (small, medium, large)
• Don't make it too complicated at first
• Add more details later when you understand the system

Tip 2: Test first with one product type

• Test for example only with roses
• See if the distribution is correct
• Does it work? Then add other products

Tip 3: Discuss with your customers

• Tell customers you're going to distribute automatically
• Ask if they're satisfied with their share
• Adjust distribution keys as needed

Tip 4: Check regularly

• Check after each automatic distribution if it's correct
• Have customers grown? Adjust their profile
• Have customers shrunk? Adjust their profile

Tip 5: Use round numbers

• Distribution key 1, 2, 3 are easier than 1.37 or 2.84
• Keep it simple and clear
• Only use decimal numbers if really necessary

Tip 6: Reserve some for manual distribution

• There is always something left over that is not neatly divisible
• This is normal and not a problem
• Use this for special customers or emergencies

Tip 7: Document your choices

• Write down why you chose which distribution key
• For example: "Large customers get 3 because they have 3× the revenue"
• That way you can explain it later if someone asks

---

Common mistakes

Mistake 1: Too complicated profiles

• You create 20 different profiles with decimal numbers
• Result: Unclear and hard to manage
• Solution: Start with 3 simple profiles (small, medium, large)

Mistake 2: Forgetting to link

• You create profiles but don't link them to customers
• Result: Automatic distribution doesn't work
• Solution: Link the profile per customer

Mistake 3: Wrong distribution key

• You accidentally give a small store distribution key 10
• Result: That store gets way too much
• Solution: Always check the distribution keys after setting

Mistake 4: Not testing

• You set everything up and use it directly for real stock
• Result: If there's an error, it's too late
• Solution: Test first with a small batch

Mistake 5: All customers the same profile

• You give everyone distribution key 1
• Result: Everyone gets the same, while large customers need more
• Solution: Create different profiles for different customers

Mistake 6: Profiles not updated

• You set it once and never adjust it again
• Result: Customers grow or shrink, but their profile stays the same
• Solution: Evaluate each quarter whether the profiles still match

---

Visual overview of the process

STEP 1: Create profiles
    ↓
Admin → Configuration → Distribution profiles
Create: Small (key 1), Medium (key 2), Large (key 3)
    ↓
STEP 2: Set filters per profile
    ↓
Per profile determine: which distribution key for which product
    ↓
STEP 3: Link profiles to customers
    ↓
Organization → Debtors → [Customer] → Distribution profiles
Link correct profile to each customer
    ↓
STEP 4: Distribute automatically
    ↓
Distribution → Profile distribution
Select stock → Click distribute
    ↓
RESULT: Automatic fair distribution!
Large customers get more, small customers less

---

Summary

Distribution profiles in Easyflor provide automatic distribution of your stock among customers based on pre-set rules. The system works with distribution keys, where a number indicates how much a customer gets compared to others: distribution key 1 is the base amount, distribution key 2 is twice as much, distribution key 3 is three times as much, and so on.

To use this system, you first create different profiles for different types of customers via Admin, System, Configuration, General and Distribution profiles. Then click on the created profile, go to Filters and set the distribution keys per article type, article or article group.

After creating, you need to link the profiles to customers by going to Organization, General, Debtors, selecting a customer, going to General and Distribution profiles, clicking "+New", selecting the correct profile and choosing the order day.

Using the distribution profiles is done via Distribution, General and Profile distribution where you select the stock you want to distribute and click the distribute button. Easyflor then automatically calculates who gets how much based on the set profiles and distribution keys. Start simple with 2-3 profiles, test first with a small batch and evaluate regularly whether the distribution keys still match the reality of your customers.