Features of the Centoro ecosystem

A platform designed for serving wholesale customers. Verified and logged-in customers can make purchases.

A platform designed for retail customer service. Anyone can shop without having to log in. A single, shared admin panel for managing both wholesale and retail sales.

The platform is accessible only after logging in. A user who is not logged in cannot see anything other than the login section

A platform in the form of a product catalogue, accessible to everyone, with hidden prices. Orders can only be placed once you have logged in.

A platform where anyone can place orders, including customers who are not logged in. Wholesale customers have access to their personalised offer once they have been verified.

Applications for access from new customers (who do not have a customer file in the system). New customers are permitted to apply. A new customer completes a registration form, providing their company details (including registration details, contact details and acceptance of consents). The application is registered in the admin panel. The administrator receives a notification regarding the new customer’s access request. The administrator verifies the customer themselves and adds them manually to the system. Without the administrator’s approval, the customer does not have access to the platform.

Retrieving data from the Central Statistical Office (GUS). When completing the new customer registration form, the customer has the option to automatically retrieve company details from the GUS database once they have entered their tax identification number (NIP) (this applies only to companies registered in Poland).

Once a customer’s file has been created in CStore, the administrator manually sends a welcome email containing the login details from the CStore control panel (the email is generated by CStore), or CStore sends the welcome email to the customer automatically (to be determined during the implementation phase). The customer cannot change their details themselves; they may complete a form requesting a change of details, which is emailed to the administrator and recorded in the ‘Requests’ section of the administration panel.

The customer can submit a new delivery address, which must then be approved by the administrator (without approval, the address cannot be used when placing an order).

All customers can add new delivery addresses without the need for verification by an administrator.

Customers marked with the ‘dropshipping’ flag can add new delivery addresses themselves; these are available immediately when placing an order (no prior verification by an administrator is required).

Employee accounts. Once a client or administrator has logged into the client account, they can create employee accounts linked to the main account. Each sub-account has its own email address, password and the employee’s first name and surname. Permission levels: view or no access to financial information (statements, invoices and balances). When an order is placed from a given employee account, the system records that the order was placed by a specific person. Employees can view all orders across the entire company.

Staff accounts – extended permissions. The platform allows you to define additional permission levels for staff accounts linked to the client’s main account. The administrator (main account) can specify which employee accounts are authorised to place orders requiring approval or those that go directly to fulfilment. For orders requiring approval, the main account has the option to approve the order in full, amend it or reject it. In addition, it is possible to specify whether staff accounts can view only their own orders or the orders of all company staff, and whether they can see their own invoices, none, or all. The administrator can also define which accounts have the authorisation to manage other staff accounts.

Cost Centres (CC). The system allows you to create and manage cost centres (CC) both in the admin panel and on the client side. Users with the ‘manage CC’ permission are authorised to create CCs. Created CCPs can be assigned to a client’s accounts or sub-accounts (staff accounts). If a single CCP is assigned to a sub-account, it is automatically added to every order and cannot be changed. If several CCPs are assigned, the user selects the appropriate CCP when placing an order. A monthly or quarterly spending limit can be defined for each CCP. Depending on the permissions set, an employee may place orders independently (within the limit), be required to have all orders approved by their line manager, or require approval only if the available limit is exceeded. The system sends an email notification to the main account regarding the need to approve the order. Information about the MPK is provided in the comments field for the order.

Distributor accounts. A distributor account can create accounts for its customers with a specified percentage mark-up applied to the entire price list (a single mark-up across the entire product range). When an end customer logs in via such an account, the mark-up is applied to the distributor’s prices and they see only those prices with the mark-up included. The distributor’s account can view all orders from all their customers, showing the price at which the customer purchased the items and the price applicable to the distributor, together with the specified mark-up amount (how much they earned on a given transaction). The end customer can only view their own orders. Every order placed by a customer requires approval from the distributor; without approval, the order is not processed, or orders are automatically accepted by the distributor from selected, verified customers. The distributor receives an email notification when a new order is placed. The customer receives a notification once the order has been approved and sent for fulfilment.

Multi-company functionality. This allows customer accounts to be grouped together, so that, once logged in, the user can switch between accounts assigned to different companies (with separate tax identification numbers) without needing separate login details. Customer groups are defined and managed at the CStore platform level by the administrator.

Polish language version.

Several language versions. The platform supports multiple language versions. Translations are entered directly by the Client.

We would like to import products in a single batch using a CSV (Excel) or XML file provided by the Customer, either prepared by the Customer themselves or generated by their current online shop.

We add products manually via the admin panel.

All customers can see all the products.

Restricted visibility of products based on price lists. Customers can only see those products for which a price list has been assigned. A customer who does not have a general price list or an individual price assigned to a particular product will not be able to see that product after logging in.

Restricted visibility of products by category. By default, customers can view all products from the selected product range categories that are available to everyone. For other categories, the administrator specifies which product groups (categories) are to be visible to a particular customer. Once logged in, a customer can only view their own products. Other customers cannot see these products.

Recently Purchased. Dynamic generation of the ‘Recently Purchased’ tab based on the customer’s order history for the last 3, 6, 12 and 24 months. The ‘Recently Purchased’ section will automatically display the products the customer has ordered, showing how many products were purchased during the selected time period, as well as the current price and availability of each product. Results can be filtered by category, brand, search term (e.g. product code or name) and availability. Selected products can be added to the basket for re-ordering. The list of all products, or just selected items, can be exported to a CSV file.

Importing products into the basket from a file. Customers can import products into the basket from a CSV or XLSX (Excel) file, or by pasting a text list in the format (EAN or product code; quantity). The system automatically recognises the structure of the uploaded file, displays a preview and allows the customer to specify the columns containing the EAN code or product index and the quantity ordered. Once the data has been mapped, the products are imported into the basket. Import schemes are saved for each user, which enables the system to automatically detect the fields when re-importing a file with the same structure. If there is a problem processing the file, the system displays an error message and provides the administrator with a report on the unprocessed files.

An advanced product search engine. The platform uses the Typesense search engine, which ensures fast and accurate product searches in real time. The search engine supports typo tolerance, meaning that users receive the correct results even if they make spelling mistakes. It is possible to define synonyms, which allow different terms to be treated as equivalent, e.g. ‘laptop’ and ‘notebook’. The system automatically ranks results based on the relevance of the text match, the number of fields in which a match occurred, the length of the match, and additional attributes such as popularity, price or date added. The built-in autocomplete feature displays suggestions as you type your query, enabling you to find a product quickly. The search engine also supports dynamic sorting of results, including by relevance and price.

Custom product codes for customers. The system allows individual product codes to be assigned to a specific customer, which they can use when searching on the platform. These codes can be entered manually by the administrator or imported by the customer from a CSV file with the following structure: (EAN code; customer’s product index). On the product page, the customer can see both the product code used by the system and their own individual code.

Mobile EAN code scanner. In the mobile version of the platform, users can easily scan product EAN codes using the camera on their mobile device. Once the code has been scanned, the product is automatically searched for on the platform, and the customer can view it and add it to their order.

Product bundles / packages. At the CStore level, we define a product bundle consisting of 1 unit of product A, 3 units of product B and 5 units of product C, and specify a single final price regardless of the quantity the customer orders. CStore dynamically calculates the availability of the bundle based on the individual products it contains. On the product page, the customer can see which products make up the bundle, the prices of the individual products, and the price of the bundle. Once the customer has placed an order, the bundle is broken down into individual products in the admin panel, and the price of these products is calculated in proportion to the discount that applied to the bundle. The order is marked to indicate that the products were broken down into separate items from a specific bundle.

Related products. We link products at the CStore platform level. On the product detail page, we show customers that this product is available with similar features or in several variants, e.g. different colours, sizes, etc.

Complementary / related products. The administrator can link complementary products themselves via CStore, by selecting a product group (at the lowest level) and assigning a specific product (one or more products) to it. On the product page, the customer sees a ‘Complementary Products’ section; for example, for a mobile phone, we recommend a case.

Alternative products. When you access the product details page for an item that is currently unavailable (e.g. due to a temporary stock shortage), the platform displays alternative products available for sale. The links between products are defined at the CStore platform level.

We sell whilst stocks last. We show the customer how many items we have in stock, either as exact numbers or in ranges such as 10–20, 21–50, 50+, etc. These ranges can be set in the admin panel.

Stock buffers. The system allows you to configure stock buffers, which may cover the entire product range, selected product groups or individual products. A defined buffer automatically reduces the quantity of stock available for sale on the CStore platform.

We allow sales to go below stock levels. We show the customer the expected availability of the product if they order more than is currently in stock; for example, the product will be available in 5–7 days.

Splitting orders according to availability. When placing an order, we allow customers to order products available from our local warehouse as well as products available from an external warehouse (on request). When placing an order, we ask the customer whether they wish to have the order fulfilled in full (which involves a longer fulfilment time) or split into two orders, depending on product availability: products available at the local warehouse are dispatched immediately, whilst products from the external warehouse are dispatched in a separate order (which involves double delivery charges or verification of minimum logistics requirements for two separate shipments). If the order is split into two, two separate orders appear in CStore according to product availability.

Splitting orders by product group. The customer places a single order on the platform. On the CStore side, the orders are split by product group.

Product availability notification. Customers can sign up for availability notifications when a product is out of stock. The admin panel allows you to view which customers have signed up, when they did so, and for which products. When a product becomes available, the customer receives an automatic email notification.

Scheduled deliveries. The platform displays information on scheduled deliveries, broken down by date and quantity (including reservations). The product page shows the nearest delivery dates along with available quantities. Customers can place orders for products from a scheduled delivery. If a particular product is available both in stock and as part of a future delivery, the customer places a separate order, specifying the particular delivery from which it is to be fulfilled (it is not possible to combine items from different deliveries in a single order).

Retrieving the product database from external suppliers. We integrate with external product suppliers in order to supplement the information on our sales platform with details of availability from an external warehouse (held by the external supplier). Customers can see on the platform how much of the product we have available locally, as well as the availability of the product in the supplier’s external warehouse.

We sell products in a single unit, without the customer being able to choose the type of packaging. Each product can only have one unit. Each product has a separate record in the selected unit.

Several sales units for the same product. We assign packaging units within the platform as the base sales unit (e.g. piece, linear metre or kg) and auxiliary units (e.g. bulk pack). For each product, we can optionally set auxiliary units – for example, a bulk pack – and specify how many products fit into a bulk pack for that particular product. On the product details page, the customer can select the unit in which they wish to place their order.

Sales in multiple currencies.

The basic price lists, on the basis of which further discounts are calculated.

We set percentage discounts for a specific customer on selected product groups / top-level categories.

The contract price set for a particular customer for a specific product. The customer purchases the product at that price, regardless of any discounts.

Depending on the bulk packaging, the customer is entitled to a % discount on the products. The discount percentage set in CStore is the same for all customers.

Depending on the order value, the customer is entitled to a % discount on products. We set the discount percentage in CStore for specific customer groups (different customer groups have different discount percentages).

Depending on the quantity of the same product ordered, the customer is entitled to a % discount on the products. The discount percentage set in CStore is the same for all customers.

Promotional offer: buy X units of a given product and get an extra one for 0.01 PLN or 1 PLN.

Minimum selling price. The option to specify a price list setting a minimum selling price, below which the customer cannot obtain a lower price, regardless of any discounts applied.

Purchase targets for customers. A sales manager for a selected customer segment or a specific customer can set a purchase target; once this target is exceeded, the customer receives an additional discount on all completed orders (invoices issued) during a given period. The discount is settled with the customer manually, outside the platform. Targets can be set on a monthly and/or quarterly basis for a specified purchase value within a specific product group. It is also possible to plan targets for future periods. On the platform, the customer can see the target set for the coming period, the current progress towards that target, and the product group to which the target applies. The sales manager can generate a report for a selected period covering all or selected customers, showing sales figures and details of the discount applied.

Customer rankings. The administrator can create and manage multiple customer rankings, specifying the reporting period, e.g. a month, a quarter, a year or any other specified time period. A customer may belong to one or more rankings. The system automatically calculates customers’ turnover for a given period and generates a ranking list. Upon logging into the platform, a customer can see their position in the ranking and anonymous data for the customers immediately above and below them (only the turnover level is shown). The administrator defines the ranking description, e.g. information about rewards and/or rules.

Overview of trading terms. The customer has access to a page showing their individual trading terms, including payment terms, applicable discounts for specific product categories and contract prices assigned to their account based on the defined price list.

All customers have the same minimum order value, above which delivery is free. We inform the customer how much more they need to spend to qualify for free delivery. The delivery cost for orders below the minimum order value is calculated based on the country of delivery, the weight and size of the parcel, or is set as a fixed cost, regardless of these parameters.

Each customer has their own minimum order value, above which delivery is free of charge. We let the customer know how much more they need to spend to qualify for free delivery. The delivery charge for orders below the minimum order value is calculated based on the country of delivery, the weight and size of the parcel, or set as a fixed charge, regardless of these parameters.

For customers registered in Poland, the delivery cost is calculated automatically on the platform. Overseas customers are informed that the delivery cost is determined on a case-by-case basis outside the platform.

Logistics minimum for different product groups. For different product groups, it is possible to define an individual logistics minimum for a specific customer or for all customers, above which delivery of products from that group is free of charge. In the case of an order comprising several product groups, the customer must meet the minimum for each group separately. If the minimum value is not reached in any group, the delivery charges assigned to that group will be applied.

Sales of bulky items, for which – regardless of the minimum order quantity – the customer always pays the delivery charges set by the platform for that specific product.

We provide the customer with the consignment note number.

Calculation of costs and pallet utilisation. The platform informs the customer of the current percentage of pallet space utilised and the number of pallets being ordered. The calculation is based on the set value for a given product, i.e. how many units of that product fit onto a pallet (e.g. a specific product fits into 20 packages per pallet, which means that 1 package = 5 per cent of pallet space utilised). The system counts the various products in the order and, on this basis, calculates the quantity and pallet utilisation rate. Setting pallet dispatch costs and displaying transport costs to customers.

We offer customers the option of dispatching their own consignment note. When placing an order, the customer uploads the consignment note label and provides the consignment note number. The administrator receives a notification along with the label, which they must use to dispatch the parcel. We do not charge customers any additional fees for dispatching parcels via their own courier.

Driver notification. For collections by customers using their own transport, the customer can specify the date and a time slot for the collection (selected from the calendar in accordance with the warehouse’s opening hours, but not earlier than the agreed time required to prepare the order). Customers can specify the person who will be collecting the order (full name, telephone number) and add any comments. A collection notification is sent once the order has been placed.

Pallet return system. Customers can request a pallet collection via a form on the platform, which contains the required fields to be completed. Based on the request, the system records it at platform level and sends an email notification to the specified address. Customers have access to a list of all requests for pallet collection.

Selected customers may purchase on credit. Each customer may have a different payment term.

Customers have the option of paying in advance by bank transfer.

Customers can pay in advance via an online payment system (integrated with przelewy24.pl).

Customers have the option of paying on delivery.

Expected order fulfilment date. When placing an order, the customer selects a delivery date from the calendar from amongst the days allocated to them in the schedule (e.g. Tuesdays and Fridays). The system suggests the earliest possible delivery date, taking into account the time the order was placed and the minimum time required to process it, for example 24 hours. This means that the order must be placed sufficiently in advance to allow it to be dispatched on the selected delivery date. The selected date is indicative and is included in the order notes.

Customer-specified order number. The customer can enter their own number (an external number) when placing an order; this is then recorded in the order notes and displayed in the list of orders in the customer’s order history.

Automatic order suggestions. The module tracks the customer’s purchase history and suggests that they reorder specific products when it predicts that stocks are running low. The system presents the shopping basket to the customer for approval. The customer can finalise the entire shopping basket and/or edit it. The frequency of suggestions is set at platform level or calculated based on the average time interval between past orders. It is possible to set up an email notification for the customer informing them of a suggested shopping basket.

CStore AI Orders. AI-powered recognition and processing of orders received via email. - The module enables the automatic processing of orders received from customers via email, as well as documents and attachments in PDF, XLS, XLSX, DOC, DOCX and CSV formats. - The system analyses the content of the message and attachments (the operator also has the option to import documents manually), recognises products, quantities and units of sale, identifies the customer based on the sender’s email address or domain, and maps the recognised items to product records available in the system based on indices and EAN codes. - When creating a draft order, the system takes into account the customer’s individual commercial terms, including assigned price lists. The operator receives a ready-made draft order along with information on the confidence level of recognition for individual items, the option to verify and correct the data, and to approve the document. Once approved, the order is automatically created on the CStore platform. - The module records the history of processed messages and documents, including details of the approving user and any changes made prior to order finalisation. - The mechanism utilises AI models provided by OpenAI (ChatGPT). The costs of using the AI models (tokens) are borne by the Ordering Party in accordance with actual usage. - As part of the module’s configuration, the AI mechanism is optimised based on sample orders provided by the Ordering Party. It is recommended that a minimum of 150 historical emails and/or documents containing orders be provided.

The order history on the platform consists solely of orders placed via the B2B platform. Customers can view their orders and reorder them.

The order history on the platform is intended to include all orders placed via all channels, including those placed outside the B2B platform. Customers can view their orders and reorder them. We inform customers of any changes to the order status.

Tracking changes to orders. The customer places an order on the platform. If changes are made to the order (e.g. adjustments to quantities or the removal of items), the platform automatically retrieves the updated data and displays the differences between the original version and the final version. Both the customer and the administrator can view the changes, and the administrator can generate a report for a selected period containing all modified orders. The system automatically sends the customer a notification regarding changes to the order fulfilment. When placing a subsequent order, the platform suggests adding any missing products from previous orders, provided they are already in stock.

We make the payment details for invoices available and present them to the customer in the form of a list showing the invoices, issue dates, payment dates, invoice amounts and the outstanding balance.

We make VAT invoices available as PDF files and allow customers to download them once they have logged in.

We make VAT correction invoices available and allow customers to download them once they have logged in.

Payment reminders. The system sends the customer email reminders about an upcoming payment due date and, in the event of a payment being overdue, notifications after, for example, 7 or 14 days (configurable values) to both the customer and the sales representative. Each reminder contains details of the current unpaid invoice and a list of other outstanding invoices.

We are presenting the customer’s purchase limit.

We present the settlement balance.

Soft debt collection. If payment limits or deadlines are exceeded, the customer will be shown a request to settle the payment – ‘Dear customer, you have overdue payments; your order will be subject to further verification by the accounts department.’

Order block in the event of overdue payments. Where invoices are overdue by more than a specified number of days, the system will not accept orders and will display a message stating that the payment must be settled. The customer receives an email notification regarding the order block. Once the outstanding amount has been paid, the system automatically lifts the block and sends an email confirming that the ability to place orders has been restored.

Sales representatives’ accounts. A sales representative should be able to log in to their account. A sales representative may log in to a customer’s account and place an order on their behalf (the system records which sales representative created the order and includes this information in the order notes). Once logged in, the customer sees, at the top of the platform, a photo, first name, surname, telephone number and email address of the account manager / sales representative responsible for the account.

The customer has access to information about the two people responsible for their account: a sales representative and an account manager. The platform displays the contact details for both individuals.

Extended permissions for the sales organisation. The system allows access levels to the customer database to be defined according to the user’s role. A sales representative can only view their own customers; a manager can view customers assigned to selected sales representatives; whilst a director has access to all customers in the system.

Shopping lists. A customer (or sales representative) can create multiple shopping lists within a single account. These shopping lists can then be edited, used multiple times or deleted. A shopping list can be converted into an order.

Quotations by sales representatives. A sales representative can prepare a quotation on the CStore platform for a specific customer, with individual prices and quantities specified by the sales representative. The quotation is sent by email via CStore to the customer and is visible once the customer logs into their account. The quotation features a ‘finalise order’ button (on the PDF), which redirects the user to the platform to finalise the order.

Quotations for customers outside the platform. A sales representative can prepare a quotation within the CStore platform for a customer who is not in the current customer database. The quotation may include individual prices and quantities specified by the sales representative. The completed quotation can be emailed to the customer as a PDF file or downloaded directly by the sales representative. If the customer accepts the quotation, the order is processed outside the platform.

Quotations from customers. A client can prepare a quotation for their customer via the CStore platform. As part of the quotation, the client selects products from the CStore sales platform’s range, can add their own additional items (any text, such as a description of the service provided), modify quantities and prices, enter their customer’s details, and set the quotation’s expiry date. The quotation can then be downloaded as a PDF and sent to the end customer. When our client wishes to accept the quotation, they can do so via the platform by converting the quotation into an order and quickly finalising the purchase of the products listed on the platform at prices that take into account their individual discounts.

Sales representative dashboard. Upon logging into the platform, the sales representative can view key information: sales for the current month (with the option to view sales for previous months), a list of recent customer orders, and the ability to filter orders by time period or by a specific customer. The ability to view inactive customers (customers who have not placed any orders in the last X days), and the ability to compare customers who have recently stopped buying (we compare a selected period, e.g. the previous quarter with the current one, and identify customers who are inactive or have low purchasing activity). A mechanism for sending regular email reports to the sales representative on a specific day of each month, containing information on customers whose turnover has fallen by more than a specified percentage compared with the previous period.

Abandoned shopping baskets. Sales staff can view customers’ shopping baskets (product contents, last modification date, total value of the basket). A sales representative may contact the customer directly to expedite the completion of the order, or the system may, based on automatic rules (e.g. after X days of inactivity on the shopping basket), send an automatic email notification stating that the shopping basket is awaiting completion. A sales representative can view shopping trolleys in bulk using a filter option, e.g. to display customers whose shopping trolley value exceeds X and whose last activity took place at least 7 days ago.

Analysis of customer behaviour. A mechanism that records customer behaviour on the platform, such as: logging in, browsing a particular category or product, adding products to the basket, viewing a text page, and placing an order. The recorded events provide a complete history (which user performed which actions). Sales staff can view a specific customer’s behaviour as well as search for customers who have or have not performed a particular action. For example, a list of customers who have viewed a specific product or a product from a particular product group; customers who have not logged in to the platform in the last X days.

Basic graphic design. The Client is responsible for adding their own logo, promotional banners and text content.

Customisation of the template involving 16 hours of design work. Scope of work: uploading the logo and banners, changing colours, adding additional content to the platform, and making minor changes to the homepage.

Implementation of the custom graphic design provided (a hand-drawn design supplied by the Client following prior consultation with CStore). Scope of the graphic design implementation: design of the home page, product list, product page, text page and contact page.

Exporting a product sheet to a PDF file. The customer can export a product sheet to a PDF file. The PDF template will be drawn up and approved in consultation with the client.

Loyalty scheme. The scheme is available exclusively via the platform and is restricted to selected customers. The administrator decides which customers are to have access to the scheme. Customers receive a specific number of points for their purchases. The product page shows how many points the customer will receive for their purchase. The customer can also view a summary of their points (i.e. their current balance, as well as a history of points earned and deducted). We are introducing a fixed conversion rate, e.g. 1 PLN = 1 point. Points are credited when the order status changes to ‘fulfilled’ or ‘dispatched’. Points are only credited for orders placed via the platform. In addition, a system to encourage specific behaviours, e.g. ‘Place an order by 12:00 and receive an extra 50 points’; ‘Order a specific product (or products from a specific top-level category) and receive three times the standard number of points’; A rewards catalogue, where customers can view a selection of products in a restricted pool (available only to those participating in the loyalty programme); within this catalogue, the number of points required to redeem each product is clearly stated. Once the points threshold for a given product is reached, the product is dispatched free of charge. It is not possible to pay using both points and money at the same time.

Complaints. Once logged in, the customer can submit a complaint by completing a form on CStore and filling in additional fields (the fields will be agreed with the Licensee). The form is sent by email to the customer and to a specified email address belonging to the administrator (the designated person within the company responsible for handling complaints). On the CStore side, it is possible to manually change the status of a complaint and add a comment to it. The customer cannot add further comments to a complaint they have already submitted. After logging into their account, the customer can view a list of complaints they have submitted and the status of their resolution.

Complaints relating to sales documents. When completing the form, the customer selects the specific invoice to which the complaint relates (from a list of documents not older than a specified number of days). Once the document has been selected, the system displays a list of products along with the quantities included in it. The customer selects the products covered by the complaint and the quantities to which the complaint relates (not exceeding those on the original invoice). Once the form has been submitted, the complaint is registered in the system and forwarded by email.

Surveys. The option to conduct periodic surveys for customers. The administrator defines the range of questions and answers, both in multiple-choice format (A, B, C, etc.) and as open-ended questions (where the customer can type in their own answer). We define the time period during which the survey is available to customers after they have logged in. Upon logging in, a message appears asking the customer to complete the survey; the customer may choose to complete it or ignore it. The administrator can export the survey results to a CSV file.

Integration with the chosen newsletter system (to be determined during the implementation phase).

We will make our product range available in XML format to customers who operate online shops with product catalogues, stock availability and retail prices. The customers we select will have access to their own individual file, which they can import into their shop.

Automatic order processing via REST API. Making available to selected customers a mechanism for processing orders via REST API, whereby, for example, an external online shop will be able to place an order automatically via our API, without having to log in to the customer portal.

Display of messages to customers. The platform enables specific text and/or visual messages to be displayed to customers at a set time (from / to date and time). The message appears after the customer logs in or, if they are already logged in, when they switch between tabs. The customer must confirm that they have read the message in order to continue using the platform. The message is displayed once to each customer and remains visible until it is marked as read.

An internal messaging system within the client platform. A mechanism enabling the administrator or sales representatives to send messages to clients, which are accessible once they have logged into the platform. Messages can include text and, optionally, an attachment such as a PDF file. Clients can reply to these messages and also attach files. Upon receiving a message on the platform, the customer also receives an email notification that a message has arrived. The sales representative or administrator also receives a notification when a new message arrives. It is possible to send messages to one, several or all customers (e.g. regarding a current time-limited promotion, documents for signing, a questionnaire to complete, etc.).

A mobile sales app with AI support for sales representatives. - The app is available on Android and iOS phones and tablets. - A view of tasks to be completed on a specific day, with the option to mark them as completed and add a comment regarding their completion. - Reporting of incoming and outgoing calls, including their duration, and automatic assignment to the customer’s account in the CRM module (with the option to view contact history). - After a call has ended, a sales representative can add a voice note, which is automatically transcribed into text and assigned to the customer’s account in the CRM module. - GPS location reporting – the system records the location where a task was carried out (e.g. a customer visit). The manager can view maps showing the locations and the status of tasks carried out by sales representatives.

Taking orders offline. The mobile app enables sales staff to place orders on behalf of customers without an active internet connection. The order is saved locally within the app and automatically transmitted once the network connection is restored. In offline mode, sales staff have access to a list of products, including names, product codes, stock levels and thumbnails of main and additional images. Functions are also available for browsing products by category, searching and sorting by selected criteria.

Synchronisation of phone and tablet. Sales representatives can use the mobile app simultaneously on their phone and tablet whilst logged into the same account. When a call from a customer is answered on the phone, a notification automatically appears on the tablet (provided it has an active internet connection), asking whether to create an order for the caller. Once confirmed, the user is redirected to the order-taking module. A similar function is available in the web version – if a sales representative is logged into the admin panel or CRM, the system displays a pop-up window offering the option to accept an order on behalf of the customer, automatically logging the sales representative into the calling customer’s account and enabling them to begin the order placement process.

Customer and relationship history management. Sales representatives have access to a list of customers assigned to their account, with visual indicators of their purchasing activity. Customers who have placed an order within the last 30 days are marked in green, those with orders placed between 31 and 60 days ago are marked in yellow, and the rest are marked in red. The range of time periods is configurable within the system. Upon selecting a customer, the sales representative gains access to their file, which contains contact details, order history for the last three months and a list of invoices along with their payment status.

Purchasing templates for customers. Each customer may have one purchasing template defined, within which the lowest-level product categories are assigned (without specifying sales targets). Based on the pattern assigned to the customer, a sales representative can generate a report showing the quantity and value of invoices issued across individual product groups. By default, the list is sorted by the groups with the lowest sales volume, which are displayed at the top of the list. The report is available both on the online platform and in the mobile app.

Preparing quotations for customers. The system enables sales representatives to prepare quotations based on the products available in the system. Quotations can be saved in PDF format and sent to the customer by email. Sales representatives and administrators have access to a list of all generated quotations. Each quotation can be converted into an order, which is saved on the platform. If the quotation relates to a customer in the platform’s database, the order is automatically accepted. For customers outside the platform, an order accepted on the basis of a quotation is entered outside the mobile app.

Sales representative rankings. The system enables the creation and management of multiple sales rankings for selected geographical areas, covering a single country, several countries or the whole world. Each ranking is based on a specific objective, such as the number of new customers acquired, sales value or the number of activities completed (e.g. setting up promotional stands). Sales representatives who achieve the best results in a given period are placed highest in the ranking. Rankings can run simultaneously, and a single sales representative can participate in several of them at the same time. Each ranking has a title, a description and the option to specify a prize or the rules of the competition. Sales representatives have access to a list of the rankings in which they are participating, including start and end dates, their current position, and the results of other participants – both those ahead of them and those behind them. Additionally, they can view archived rankings from the last 12 months, which allows them to analyse results and track progress over time.

CStore AISFAScan. Recognition of product lists from photographs using AI. - The sales representative takes a photograph of a product list or a document containing products. Before analysis, it is possible to crop the photograph to a selected area. - The system analyses the image, recognises the products and quantities, and then maps the detected items to product records based on EAN codes or indices. - Once the analysis is complete, the application automatically generates a list of items for an order or quotation. The user can verify and correct the recognised data before approval. - Products not recognised in the product database are displayed on a separate list requiring verification. - The system utilises AI models provided by OpenAI (ChatGPT). The costs of using the AI models (tokens) are borne by the Ordering Party in accordance with actual usage.

CRM Panel. Once logged into the platform, sales representatives and administrators have access to a module for managing relationships with existing and potential customers, covering the following areas: - A dashboard summarising key information (with the option to personalise the data displayed) - A sales funnel showing sales opportunities, sales stages, customers and transaction values. - A map displaying a list of current and potential customers, with the option to filter by selected customer criteria. A sales representative can view a client’s location and use a filter to choose whether to display only current clients or also potential clients who are not yet in the system; potential clients are highlighted in a different colour to current ones; there is a filter by date of last activity, e.g. clients who have not been visited within the last X days. The filter results are displayed as a map and a list of clients. - Ability to view information at the individual client level – details of recent orders, payment status, company registered office address (a client may have multiple addresses; one of these should be marked as the company’s registered office address), contact details (first name, surname, telephone number, email – option to define multiple contact persons (a module independent of the sub-account module) along with a note specifying their role within the team (free-text field) – Task planning (tasks will be of one of the following types: meeting, submitting an initial quote (for a new customer), phone call, note) at the level of a specific business partner (set the date, task name and type); the ability to view all tasks at the level of a specific client, as well as at the level of the list of all clients assigned to a specific sales representative, and to filter by task type (the administrator can view all sales representatives and all tasks). Tasks can be marked as completed, or we can edit or delete them. - A questionnaire to be completed by the sales representative after the first meeting. The questionnaire is defined by the administrator; after the meeting, the questionnaire must be completed (but only if the client has not already completed it; the questionnaire helps us to gather or build a broader description of the company in question). - The ability to add a potential contact (a new contact who is not yet a customer and does not appear in the system); at the potential contacts level, it is also possible to add them to a map and define tasks; The ability to report on the number of quotations submitted to potential customers within a specified period; an overview of a specific sales representative and their tasks within a specified period; The ability to view inactive customers (customers who are in the system) who have not placed any orders within X days.

Email synchronisation. A mechanism enabling sales representatives to send and receive emails via the CStore dashboard. Correspondence is assigned to a specific customer in the ‘CRM’ module. A tracking pixel that monitors when a customer opens an email (the system reports the time at which a specific customer opened the email. Each opening is reported in the CStore panel). Emails are sent via the Client’s domain and server (communication via IMAP and SMTP).

Calendar synchronisation. Tasks scheduled on the CStore platform within the ‘CRM’ module are automatically synchronised with the merchant’s account in Microsoft Outlook Calendar or Google Calendar.

Scheduling recurring tasks for sales representatives. The sales manager can use the CRM module to schedule recurring tasks – which are repeated at specified intervals – for specific sales representatives and for a specific customer segment (e.g. recurring tasks every two weeks for a selected sales representative to visit a customer from a given segment). The ability to define tasks for entire customer segments, which are automatically assigned to sales representatives responsible for working with that customer. Sales representatives can view their assigned tasks and, once completed, mark them as completed. The manager can view a list of tasks to be completed, a list of tasks completed on time, a list of tasks completed after the deadline, and a list of uncompleted tasks.

Sales targets for sales representatives. The system allows sales targets to be set for individual sales representatives or groups of sales representatives over specific time periods, such as a month, a quarter or a year. Within a single target, sub-targets may be set which must be met for the main target to be considered achieved. Sub-targets may be quantitative or qualitative in nature. Quantitative sub-targets relate to specific product groups or selected products (SKUs) and are based on the total turnover from final invoices retrieved from the system, taking into account the invoice issue date regardless of its payment status. Qualitative sub-targets are based on defined tasks which the sales representative must complete a specified number of times, with each task for a given customer counted only once in a given period, regardless of how many times it is completed. Sales reporting takes into account the turnover generated from customers assigned to a particular sales representative.

Calculation of sales bonuses. The system enables the automatic calculation of sales bonuses based on the extent to which sales targets have been met. A bonus may be awarded for achieving a specified level of turnover, margin or the completion of a defined number of sales tasks. In the case of value-based targets, the calculation is based on data retrieved from the system, such as total turnover or margin (information on the margin must be provided). The system allows for the definition of multiple bonus thresholds, upon exceeding which different commission rates or one-off bonus amounts are applied. The bonus amount is calculated automatically depending on the extent to which the target has been met. Sales staff can view the current progress towards their targets, the projected bonus amount and historical data in their dashboard, whilst managers have access to a summary view of their team’s performance, including progress towards targets and the amounts of bonuses accrued.

Planning the tasks to be carried out during a sales representative’s field visit. The sales manager can define one or more survey/task templates to be carried out during a sales representative’s field visit. The visit template specifies the tasks to be completed (a list of tasks set by the manager and the sales representative’s response, categorised as: completed / not completed / comments / attachments such as photos). Managers assign a specific visit scenario to particular customer segments and sales representatives. During the visit, the sales representative carries out and reports on the completion of individual tasks. The system records the start and end times of the visit. The manager can view completed questionnaires and filter results by a specific customer, sales representative or time period. Both the sales representative and the manager can view the questionnaires and the duration of the visit. Questionnaires are linked to the customer’s account on CRM. If no visit has been scheduled, the sales representative can record the visit and the completed questionnaire themselves.

CStore AI Routes. AI-supported planning of optimal sales representative routes. The manager can plan the frequency of visits to a specific customer or customer segment (e.g. a customer visited weekly / every two weeks / monthly / quarterly, etc.). Each customer has a defined location where the visit takes place (a specific address), as well as optional exceptions to the visit schedule (e.g. a visit may take place on a specific day or days of the week at specific times). At the CStore platform level, it is possible to define sales representatives’ working days and hours, the average visit duration, and the departure point location. For a selected period, a manager can schedule visits for designated sales representatives, with the system presenting the optimal travel route broken down by day. The manager can manually reorder the visits. The sales representative can view their scheduled visits in advance. The sales representative marks visits as completed and can also add an unplanned visit. The manager can view a report of completed visits.

CStore AI RFQ. AI-powered recognition and preparation of quotations from emails. - The module enables the automatic processing of requests for quotations received from customers via email, as well as documents and attachments in PDF, XLS, XLSX, DOC, DOCX and CSV formats. - The system analyses the content of messages and attachments (sales representatives also have the option to import documents manually), recognises products, quantities and units of sale, identifies the customer based on the sender’s email address or domain, and maps the recognised items to product records available in the system based on indices and EAN codes. - Based on the recognised data, the system can automatically prepare a draft commercial quotation taking into account the customer’s individual commercial terms, including assigned price lists. The sales representative receives a ready-made draft quotation along with information on the confidence level of recognition for individual items, the option to verify and update data (including changes to prices and quantities), and to approve the document before sending it to the customer. - Once a quotation enquiry has been registered, the system optionally creates a new sales opportunity in the ‘CRM’ module or updates an existing sales opportunity for the relevant customer (if one had previously been created). The content of the message, any attachments and the prepared quotation are assigned to the sales opportunity. - The module records the history of processed messages, prepared quotations and sales representatives’ activities related to handling the request for quotation. - The mechanism utilises AI models provided by OpenAI (ChatGPT). The costs of using the AI models (tokens) are borne by the Client in accordance with actual usage. - As part of the module’s configuration, the AI mechanism is optimised based on sample requests for quotation provided by the Client. It is recommended that a minimum of 150 historical emails and/or documents containing requests for quotation be provided.

OMS system. Manage orders from all channels in one place. The system manages the entire order fulfilment process, from retrieving the order from the sales channel, through picking and status updates, right through to preparing the shipment. It enables bulk editing of orders, creating consignments and batch printing of labels for leading courier companies and shipping platforms, including InPost, DPD, DHL, FedEx, Orlen Paczka, Furgonetka, Wysyłam z Allegro, GLS and Poczta Polska, with the option to add other carriers. End customers can automatically receive notifications regarding order acceptance, packing and dispatch. Regular synchronisation of product listings, prices and stock levels ensures that data remains up to date across all integrated sales channels. Upon system launch, we import the order history from the last 7 days.

PIM module. Manage product information in one place. The system allows you to create and update product records containing names, descriptions, images, attachments, attributes, variants and translations. Products can be entered manually or imported in bulk from a file or an FTP server.

Price Lists Module. Manage prices and margins in one place. The system allows you to create multiple master price lists and define pricing rules for quotes. Automatic recalculation of prices and margins makes it easier to update your pricing policy and maintain your target level of sales profitability.

Staff accounts. Secure management of team access. The system enables you to create staff accounts, define roles and assign permissions appropriate to their remit. Statistics and activity logs allow you to monitor users’ work, review completed tasks and enhance the security of order processing.

Integration with Allegro. The two-way integration with Allegro includes support for price lists, terms and conditions of sale, and listing templates. Operators can list new items directly from the OMS system. Pre-mapping categories and attributes significantly reduces the time needed to create them. The system allows you to edit listings, update mandatory parameters and manually or automatically relaunch expired listings. You can also promote listings by taking part in campaigns and programmes available on Allegro, without having to log in to the Allegro dashboard.

Integration with CStore B2B. This integration enables orders to be retrieved from the CStore platform B2B.

Integration with ERP. Utilisation of the existing connection between CStore B2B and the system ERP. CStore OMS utilises the integration with ERP, which is already operational within CStore B2B. This solution requires the CStore module B2B to be active and the integration with the system ERP to be operational.

Integration with ERP. Direct connection between CStore OMS and the ERP system. For customers who do not use CStore B2B, the OMS system can be integrated directly with ERP.

Returns processing. Manage marketplace returns in one place. The system enables you to retrieve and process returns from marketplace channels. It allows you to create your own statuses and reasons for returns, generate return labels for customers, and add internal notes to facilitate the entire process.

Integration with Amazon. This two-way integration allows you to download orders from Amazon and list new products on the platform directly from the CStore at OMS.

Integration with any marketplace. This integration allows you to retrieve orders from your chosen marketplace platform and list new products on it directly from CStore OMS.

Integration with the online shop. This integration enables orders to be retrieved from the online shop and stock levels, prices and product records to be updated.

Integration with an external warehouse. The system allows you to connect to an external warehouse and retrieve stock levels, prices, product descriptions and images. This data can then be used for sales on marketplace platforms or via your own online shop.

OMS account set-up. Preparing the system for operation. The service includes setting up the account in accordance with the client’s requirements, connecting the specified marketplace platforms using the access details provided, and setting up email templates.

Training on how to use CStore OMS. Practical preparation of the team to work with the system. The training lasts up to 6 hours and takes place at the Client’s premises. It covers an overview of how to use the system and the processes employed by the team in their day-to-day work.

Extended – Order history import. Adding previous orders to the system. This service involves retrieving order history from marketplace accounts or online shops and importing it into CStore OMS.