The basics
The basics, done properly.
A desk does not fall into chaos over anything clever. A number typed twice. A sequence with a gap. A stock sheet nobody updated. An order nobody owns. BOSS puts these in order with plain rules on dated records. Four of the seven things on this page have no AI in them at all, on purpose.
- AI read or filled this
- A person decided
- Arithmetic, no AI
01 — Margin
One order, two owners, every cost.
ArithmeticA person decidesOutcome · money
Until nowSales sells it, logistics inherits it, and the margin on the sheet is sale minus purchase.
With BOSS
An order has two owners. The Logistics owner runs it once it is sold: the truck, the documents, the delivery. Analytics credit the revenue and the margin to the Sales owner. And the margin counts the costs you tick: the truck, extra costs such as insurance, and coldstore storage, which BOSS works out from the lot, per pallet and per day.
- You set the status. Finishing every step does not complete an order.
- Repeat order copies the client, the lines and the prices. Invoice and payment fields start empty.
- Margin is worked out without VAT, the same way on every screen.
| Item | € | Share |
|---|---|---|
| Sales (excl. VAT) | 58,032.00 | |
| Purchase | −53,658.00 | |
| On the spreadsheet: sale minus purchase (not counted) | 4,374.00 | 7.5% |
| Transport, applied to deal costs (Carrier · Girona) | −1,850.00 | |
| Extra cost: insurance | −120.00 | |
| Coldstore storage and handling, calculated | −95.04 | |
| Margin | 2,308.96 | 4.0% |
Coldstore storage, worked out9 Aug → 6 Nov · CS-0412
1,800 kg ÷ 900 kg per pallet= 2 pallets× (€4.35 in+ 89 days × €0.44+ €4.01 out)= €95.04
Owners
- Sales ownerAnalytics credit revenue and margin here
- Logistics ownerRuns the order once sold
02 — Invoice numbers
Invoice numbers that never break.
ArithmeticA person decidesOutcome · accountability
Until now'What was the last number?', asked across the room. A gap found by the accountant in March.
With BOSS
One number, one order, for good. Within a series the numbers run in date order. BOSS refuses a save that would break the order and names the number in the way. An invoice that has to carry an earlier date goes into a series kept for exactly that.
- Cancel, don't delete. A cancelled number stays in the books at 0 and is never used again.
- Only the newest number in a series can be freed, and only before the VAT return for its month.
- A mistake caught before the client has it is reissued under the same number. After that, a credit note or a debit note.
- The register finds gaps and says which number is missing.
| Number | Date | State | € |
|---|---|---|---|
| 90000004132 Nov | 2 Nov | Issued outside BOSS | — |
| 9000000414 (missing from the series) | — | Missing, flaggedFlagged: “Series 9… is missing 9000000414” | — |
| 9000000415 (cancelled: the number is kept and never used again)3 Nov | 3 Nov | Cancelled, stays at €0.00 | 0.00 |
| 90000004164 Nov | 4 Nov | Issued | — |
| 90000004175 Nov | 5 Nov | Reissued, version 2 | 31,480.00 |
| 90000004186 Nov | 6 Nov | Issued · ORDER-2214 | 58,032.00 |
| Next number4 Nov | 4 Nov | Save with an earlier date: crossed out, refused, it would break the date order. | |
| In the way: 9000000418, dated 6 Nov | |||
Series, by first digit
- 9
- Express
- 1
- Funded
- 2
- Proforma
- 3
- Credit note
- 5
- Debit note
- 4·6·7
- Earlier date
03 — Coldstore
Coldstore stock you never type.
ArithmeticA person decidesNo AIOutcome · runs smoothly
Until nowA stock sheet somebody updates on Friday. The same pallets sold twice on Thursday.
With BOSS
A lot is one product, bought in one go, stored in one coldstore. What is left is never typed. It is worked out from the lot's dated history: sales, drip loss and re-counts. A hold reserves kilos for a buyer without selling them.
- Every change is a dated update with a note. Updates are never edited.
- A sale cannot be bigger than what is available after holds, and the error says how much is on hold.
- Storage runs per pallet, per day, and each order carries its share.
| Item | kg |
|---|---|
| 9 Aug · Delivered24 pallets | 21,600 kg |
| 18 Sep · Sale (ORDER-2131) | −12,400 kg |
| 2 Oct · Drip loss | −180 kg |
| 6 Nov · Sale (ORDER-2214) | −1,800 kg |
| Actual | 7,220 kg |
| Active hold (Buyer · Milan, decides by Friday, expires 14 Nov) | −1,800 kg |
| Available after holds | 5,420 kg |
Purchased 21,600 − sales 14,200 − drip loss 180 = actual 7,220 kg
Every row is a dated update with a note. The stock is the sum.
Available after holds: 5,420 kg.
04 — Returnables
Crates, pallets and hooks come back.
ArithmeticA person decidesNo AIOutcome · accountability
Until nowNobody knows who holds the pallets until the plant sends a bill for them.
With BOSS
A trader sits in the middle, so every crate moves from one company to another. BOSS keeps the movements. A balance is never stored: it is added up from the movements each time, so it can always be traced. Then BOSS writes the letter that asks the other side to confirm.
- Reverse, never edit. A wrong movement gets an equal one the other way, and both stay.
- Handover protocols and CMRs are filed once and linked to the movements they cover.
- A balance statement can go out by email on a schedule an admin sets.
| Date | Movement | Qty | Balance |
|---|---|---|---|
| 14 Oct | CMR | +33 | 33 |
| 29 Oct | Handover protocol | +45 | 78 |
| 30 Oct | Entered in error (crossed out: the error and its reversal count as zero) | +54 | |
| 30 Oct | Reversed the same day (crossed out: the error and its reversal count as zero) | −54 | 78 |
| 3 Nov | Returned (handover protocol) | −12 | 66 |
| Balance · Buyer · Verona holds | 66 | ||
Exposure66 × €12.00 = €792.00
Buyer · Verona holds 66 EPAL belonging to Plant · Lleida.
Considered confirmed after 7 days.
Exposure €792.00.
05 — Payments
One rule for what is overdue.
ArithmeticA person decidesNo AIOutcome · money
Until nowOverdue means something different on every sheet, and the credit limit is checked after the truck has left.
With BOSS
What is owed and what is overdue come from one place: Ledgvero, MakeBetter's credit and payments tool. BOSS copies them every 15 minutes and locks those fields, for people and for agents alike. And while you enter an order, it reads the buyer's credit cover live.
- A payment date is not a payment. An advance or a part-payment leaves the invoice unpaid.
- The tighter of the two limits decides what is left, and BOSS shows it while you type.
- Selling past the limit stays your call. Saving an order for a client that is closed for trading asks you to confirm first.
| Item | € |
|---|---|
| Insured limit | 150,000 |
| Credit limit (the tighter one decides) | 120,000 |
| Outstanding | −71,200 |
| This order | −58,032 |
| Left after order | −9,232 |
Below zero: over the limit.
- Due date on the order
- 60 days (longer than the client's terms)5 Jan 2027
- Client's terms
- 45 days21 Dec 2026
The order's due date (60 days) is longer than the client's terms (45 days).
06 — Stock checks
Eighteen checks on the stock, every night.
ArithmeticA person decidesNo AIOutcome · money
Until nowThe lot that expires this month is found the week it expires. The price fell three weeks ago and nobody looked.
With BOSS
Every night BOSS runs eighteen plain checks on every lot in stock: the date, the price, what is missing, and the stock itself. Each finding says what is wrong, the numbers behind it and what to do. In the morning you see what is new, what came back and what went away.
- A check is a rule with a number in it, not a guess. 'Market below our cost' means the latest market price is under purchase plus handling plus storage so far.
- A finding you have judged is not raised again. 'Fine' and 'false positive' are both answers.
- Pallets counted on a lot with no kilos left are flagged, because storage keeps running.
- 3The date
- 4The price
- 7What is missing
- 4The stock
- 18checks
- found
- 3
- new
- 1
- came back
- 0
- resolved
- 2
Severity: critical
Market below our cost
Beef trimmings 80 VL · Coldstore · Plovdiv
“Market €3.20 a kilo. Our cost so far €3.52: purchase, handling and 41 days of storage.”
Severity: high
Sell soon
Pork belly, rind-on · Coldstore · Plovdiv
“Expires 28 Nov. 19 days left.”
Severity: medium
No VET number
Pork leg, 4D · Coldstore · Sofia
“Trade documents need it.”
Fine
Resolved since last night
mediumHold past its date · Pork collar, CS-0412 (crossed out: resolved)
Went away when the hold was renewed.
A verdict is kept
- Fine
- real, nothing to do
- False positive
- the check is wrong
07 — Analytics
Every number back to its orders.
ArithmeticAI reads or fillsOutcome · runs smoothly
Until nowA dashboard figure and a spreadsheet figure that differ, and a meeting to find out why.
With BOSS
Eighteen dashboards read the same orders. Revenue is without VAT and overdue comes from Ledgvero, everywhere. Any figure opens the orders behind it. And the manual says, dashboard by dashboard, which orders it counts and whether gross profit is before or after the costs you ticked.
- The 85 help articles are checked against the code. When a rule changes, its article changes with it.
- An explanation in words is written by Claude only when somebody asks, from that section's figures alone.
The trace
Gross profit this month
€41,960
Deals this month
38
ORDER-2214
€2,308.96
Pork collar
1,800 kg × (€3.30 − €3.05) = €450.00
| Item | € |
|---|---|
| Meat margin | 186,400 |
| Freight | −71,900 |
| Other deal costs | −9,800 |
| Gross profit | 104,700 |
Freight took 39% of the meat margin.
None of this is clever. That is the point.
Then there is the reading and the typing.What the AI does
Show us one week of your orders.
Trucks and paperwork included. In thirty minutes we will tell you where we would start, and what it would take.
Or write to [email protected]