Loyalty card, ERP and webshop for a retail group in Mezőtúr

About the client

The Actor group is a well-known retailer in Mezőtúr: at Kreatív Papír és Írószer, Actor Műszaki Áruház and Diego customers find almost everything from stationery and photo printing to technical goods, while contracted partners are served by Irodanagyker.hu. Their club card rewards returning customers – a group that combines local service with a modern online presence.

Starting point

Actor is a group of three companies (Diego Mezőtúr, Kreatív Papírbolt, Actor Műszaki Áruház). In 2023 they ordered a shared loyalty card system from us for all three. They were happy with it, so as a next step they ordered an ERP for Kreatív Papírbolt and Actor Műszaki Áruház that brings the shops, warehouses, the own webshop and three wholesalers’ catalogues into one place – across more than a hundred thousand items.

What we built

• 01We also built the company’s webshop (irodanagyker.hu) and connected it to the ERP, the wholesalers’ catalogues and parcel dispatch
• 02Shop sales screen: barcode-scanner item entry (with a picker for items sharing a barcode), weighed goods, quantity prompt, receipt, invoice or delivery note, discounts in forints and percent, school discount, quantity pricing, returns; it can sell even when the books show a shortage (e.g. goods sold by the metre) – on save, after confirmation, the system creates the stock correction documents itself
• 03Loyalty card at the till: find a card by number or name, add points, redeem points or forints, coupons – from the company’s own club card system
• 04Item master: several barcodes per item (and one barcode for several items), the mobile app reads 11 barcode types; up to three units of measure with conversion factors, price categories, minimum stock, slow-mover alerts, stock card, price-change chart
• 05Warehouses per business unit: stock per warehouse, internal delivery note hand-over and receipt, other receipts and issues, stock corrections, stocktaking with variance list, label and barcode printing
• 06Documents: quote, pro-forma, advance invoice, outgoing invoice, receipt, delivery note, incoming delivery note, incoming invoice and costs; cancellation and correction sent to NAV; cash desk with daily closing
• 07Own webshop, both ways: orders arrive in the ERP with statuses and colours, status changes, prices, images and descriptions go back; webshop invoice, Express One parcel labels, e-mail to the customer
• 08Three wholesalers’ APIs: categories, items, prices, stock and images fed automatically into the webshop’s separate item master (124,000+ items), with mapping of the wholesalers’ item groups and own pricing
• 09Analytics and dashboard: margin, VAT, commission, turnover per shop, customer and supplier analytics, minimum stock, stock value per product group, receivables, daily cash closing – exported to Excel
• 10Stocktaking with an Android app: choose unit and warehouse, scan barcodes with the phone camera, count in three units of measure, item info with price and stock

Challenges

• Three wholesalers’ different item groups had to be mapped onto one category tree, and more than 100,000 items kept up to date – catalogues are processed item by item, in batches, so the update does not run out of memory
• Partners, items, stock, prices, orders and status changes flow both ways between the webshop and the ERP, while the webshop keeps its own item master of 124,000+ items
• Automatic stock correction: if stock says an item is missing but it is actually there (e.g. goods sold by the metre), the sale goes through and correction documents are created in the background
• Offline document issuing: without internet the document is stored locally and sent as soon as the connection is back
• The same item with several barcodes and three units of measure, with separate warehouses per shop – it has to behave the same at the till, in goods receipt and in stocktaking

Changes along the way

Something always changes on a large project. This is how we handled it.

Timeline

1. Oct 2023

   Loyalty card system: cards, points, coupons, birthday and expiry e-mails

2. Aug–Oct 2024

   Build starts: item master, documents, sales screen; wholesaler catalogues linked to the webshop

3. Dec 2024 – Mar 2025

   Loyalty card at the till, several barcodes per item, coupons, stocktaking with an Android app, bulk ticket fixes

4. Apr–Dec 2025

   Daily cash closing, school discount, Actor edition of the Android stocktaking app, quantity pricing, stock card, NAV status check before cancellation and correction

5. Mar–Jul 2026

   Webshop orders and invoices in the ERP, Express One parcel dispatch, wholesaler sync rewritten

6. Aug–Oct 2026

   Document history, automatic stock correction reworked, new analytics and dashboard, order statuses