When Distributor Data Takes Days to Process, Operations Pay the Price

Manual file handling was slowing data availability across dozens of distributor relationships. OnTrac automated the full cycle.

The Challenge

A leading building materials manufacturer received point-of-sale files from multiple distributors each week, each arriving in a different format through different channels. Getting that data into SAP required downloading, reformatting, validating, and manually entering each file. The process stretched across several days, depended on a small group of employees who knew how it worked, and grew harder to sustain as the distributor network expanded. The team wasn't short on process knowledge. They were short on time to do anything with it. 

What OnTrac Built 

OnTrac designed an automated workflow that handles distributor file processing end-to-end, from retrieval through system integration, without manual intervention at each step. 

• Retrieves files automatically from SFTP servers and shared folders on a defined schedule 

• Standardizes multiple file formats into a single consistent structure before processing 

• Applies validation and business logic rules during transformation, not after 

• Updates SAP through direct system integration, eliminating manual upload steps 

• Generates exception reports for records requiring human review and archives source files for traceability 

Why does distributor data integration create such persistent bottlenecks in manufacturing operations?

Most manufacturers receive POS data from dozens of distributors using different systems, formats, and delivery methods. Standardizing that data manually, even with experienced staff, introduces delays and errors that compound downstream. Targeted automation at the intake layer can close that gap without requiring major changes to existing systems or ERP infrastructure.