ERP, eCommerce and IT for US distributors and retailers

Challenges we see

Distributors, wholesalers and retailers of every size are being asked to sell through more channels with tighter margins. The recurring problems:

• Inventory you cannot trust. Stock levels differ between the warehouse system, the stores and the online shop, so orders are oversold or stock sits unused.
• Omnichannel without integration. Point of sale, eCommerce, marketplaces, EDI with retail partners and accounting run separately, with staff re-keying orders and adjustments.
• Import costs hidden in the margin. Freight, duty, brokerage and currency swings are not allocated to products, so true margins are unclear.
• Batch, expiry and returns tracking. Regulated or perishable products need lot and expiry tracking, and returns and credit notes pile up without clear processes.
• Replenishment by guesswork. Reorders depend on someone noticing low stock rather than on rules and sales history.
• Card data and store networks. Every store has payment terminals, Wi-Fi and back-office PCs that need to be secured and supported.

How Promatics helps

Maximizing cloud technology is essential for omnichannel, but it is far from easy. We approach it from both sides:

• ERP. Prometheus ERP or another platform selected through our ERP implementation service becomes the single source of truth for items, stock, purchasing, sales and accounting.
• eCommerce. Our eCommerce development team builds and connects B2B ordering portals and consumer storefronts that read live stock and pricing.
• Integration. Business system integration links POS, eCommerce, marketplaces, EDI partners, shipping carriers and accounting so orders and inventory flow without re-keying.
• Reporting. Data analytics turns sales, margin and stock data into dashboards for buyers, store managers and finance.

For day-to-day technology, our managed IT services provide a fully remote, 24/7 help desk for managed-service clients with response targets set in the service agreement, system design and networking for stores and warehouses, software license management, hardware procurement and inventory for POS and warehouse devices, cabling and phone systems, on-site systems maintenance where your agreement includes it, and a layered cybersecurity stack aligned with recognized frameworks such as the NIST Cybersecurity Framework. A virtual CIO runs strategic assessments, gap analysis and project management, and we coordinate directly with your POS, carrier and telecom vendors.

Prometheus for distribution and retail

The distribution and retail edition of Prometheus ERP is built for multi-location selling and supply:

• Inventory control and multi-store management.
• Batched items, returns and credit notes managed easily.
• Landed cost vouchers, taxes and charges, and multi-currency accounting.
• Automated stock replenishment, auto-reorders and material requisitions.

It can be deployed on-premises or in the cloud, including US cloud regions, and extended to neighboring systems across your business.

US regulatory and operating context

• Sales and use tax. There is no federal sales tax. States and many localities set their own rates, product taxability and exemption rules, and online sellers may owe tax in states where they have economic nexus. Systems must calculate tax correctly by destination and product, handle resale and exemption certificates, and keep records state tax agencies can audit.
• Importing. Importers deal with U.S. Customs and Border Protection (CBP) duties, tariff classification and entry filing, so landed costs, tariff classifications and broker data need to flow into the ERP. See CBP.
• Product traceability. Food, drugs, medical devices and other regulated goods may require lot tracking and recall readiness under FDA and other federal rules, which depends on accurate batch and expiry records.
• Card payments and privacy. Accepting cards means meeting PCI DSS, and customer data is governed by the FTC Act and state privacy laws such as California's CCPA/CPRA and the Texas Data Privacy and Security Act. Promotional emails must follow the CAN-SPAM Act, and marketing calls and texts need consent under the TCPA.
• Accessibility. Online stores are frequent targets of ADA website claims, so aim for WCAG 2.2 AA in storefronts and checkout.

This is general information, not legal or tax advice. Confirm your obligations with your accountant, customs broker and legal advisers.