What's Inside
Map the handoffs before the first order
Write down every handoff from approved item to replenishment: buyer or category review, item setup, pricing, distributor master data, EDI, packaging, inventory, routing, warehouse receipt, and deductions.
Give each handoff one owner and one definition of done. “Submitted” is not done. “Accepted, active, and ready for the first order” is done.
The onboarding checklist
Commercial setup
Confirm pricing, terms, promotions, commissions, ship points, item authorization, and the effective date.
Item data
Prepare dimensions, weights, UPCs, case pack, pallet configuration, shelf life, ingredients, images, and other required attributes.
Systems
Test EDI or order workflows, acknowledgements, ASNs, invoices, and exception handling before volume arrives.
Inventory
Position launch stock, safety stock, packaging, and replenishment assumptions against the distributor’s receiving and order cadence.
Routing and compliance
Translate the routing guide into a shipment checklist that the warehouse can execute every time.
Launch communication
Agree on contacts, escalation, first-order timing, forecast updates, and how changes will be communicated.
Work backward from the category calendar
Distributor and retailer calendars can turn a small delay into a missed window. Start with the desired in-market date and work backward through approval, item setup, production, packaging, freight, receiving, and replenishment.
Build a decision deadline for every dependency. If the packaging proof is late, what moves? If inventory is short, who decides which accounts ship?
The first 30 days after launch
Watch the first orders
Check order accuracy, fill rate, routing compliance, receiving issues, and deductions immediately.
Compare plan to reality
Update the forecast using actual order cadence, not the original launch assumption.
Resolve exceptions fast
Log every issue, assign an owner, and close the loop with the distributor.
Document the repeatable process
Capture the item, order, ship, and invoice workflow before onboarding the next account.