LIDER Sp. z o.o.

About the client

LIDER Spółka z ograniczoną odpowiedzialnością is a Polish trading company based in Przeworsk that trades cross-border within the Polish-Slovak-Czech triangle. Both issued and received invoices must comply with the requirements of three national jurisdictions (PL, SK, CZ), including different formats of line-item data. It works with hundreds of SKUs, batch-tracked goods (each delivery has its own batch with its own expiration), and individual price lists for key buyers and suppliers.

The challenge

LIDER struggled with the typical pains of a fragmented IT infrastructure of a growing B2B wholesaler — additionally complicated by tri-jurisdictional legislation and the need to exchange data with external partners:

• Sales orders and delivery notes arrived as PDFs by email — the team rekeyed them manually into the internal system, generating hours of work daily and errors in quantities, batches, and prices
• Three jurisdictions — both issued and received invoices had to comply with Czech, Slovak, and Polish legislation, including a separate structure of line-item data for each country
• Buyer and supplier price lists were maintained in Excel — when a supplier’s prices changed, margins had to be rewritten manually across dozens of documents
• Batch tracking without a system — for complaints or audits, it was impossible to trace which delivery a given item came from and with what expiration
• Packaging materials were not tracked as part of goods line items — there was no overview of weight and percentage share of packaging across deliveries
• Ancillary costs (transport, marketing) were allocated manually across invoice line items — slow and error-prone
• External partner accounting systems (Pohoda, Optima) needed separate exports from documents — manual work repeated at every monthly close
• Lead-stage customers got lost in email — no CRM, no activity tracking

The solution

Modulario delivered a system covering 22 weeks from contract signing to handover, built on ten key modules and five integrations:

Commercial cycle with tri-jurisdictional invoicing

• Leads (M001) — option to assign activities, contact persons, contact data, and upload files
• Issued purchase order (M003) with line items, payment methods, transport methods, delivery addresses, and statuses
• Received delivery note (M004) and issued delivery note (M007) with “Received”/“Issued” flags that automatically update warehouse availability when saved
• Received invoice (M005) and issued invoice (M008) with support for 3 jurisdictions (Czech, Slovak, Polish) — line items contain buyer/supplier code, alternative units of measure, batch, sales/purchase price per unit, VAT rate, and profit calculated from the difference between sales price and the acquisition cost of the selected batch
• Allocation of ancillary costs (M005.1) — the amount is distributed proportionally across line items and updates the average stock price
• Sales order / Received order (M006) with row coloring by status (received – green, dispatched – orange, completed – blue) and validation of buyer price-list applicability
• Advance invoices, credit notes linked to the original document
• Complaint protocol (M009) linked to the order, with automatic alerts after three days of inactivity

Warehouse with FIFO batch and packaging

• Goods (C001) with attributes: alternative names, alternative units of measure, base unit of measure, type (Goods/Service), average stock price, incoming batches, availability, supplier and buyer codes
• Records of incoming batches (C001.1) — receipt date, expiration date, acquisition price, location; issuance follows the FIFO method by receipt date with the option to manually change the batch
• Alternative names (C001.2) — for AI goods recognition in delivery notes and orders from various suppliers
• Packaging material values (C001.4) — type of packaging material, percentage share, and absolute weight in grams for each goods × unit combination

Price lists and customers

• Buyer (M012) and supplier price lists (M013) with from-to validity, automatic prefill into document line items; if two valid price lists conflict, the system applies the lower amount
• Customers/Suppliers (C002) with records of company ID, tax ID, VAT ID, billing and delivery addresses, contact data, communication language, and supplementary text for print outputs; import from .xls files

Integrations

• EDI (F002) — import of received delivery notes from suppliers and export of delivery notes issued to buyers
• Pohoda export — bulk export of issued invoices into the XLS structure for the Pohoda accounting system
• Optima export — prepared for separate analysis and order
• Email with PDF attachment — sending documents to customers directly from the system with a custom email template