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Power Up Your Operations with the Latest Botree DMS Updates

From Secure GRNs to Dynamic Reporting: What’s New in Botree

June 16, 2025 No Comments

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From Secure GRNs to Dynamic Reporting: What’s New in Botree DMS

June 16, 2025
christina ebinezer

Running day-to-day operations smoothly is a constant challenge when multiple critical tasks are bogged down by inefficiencies. For instance, without OTP confirmation on GRN, unauthorized entries and data risks creep in, putting accountability at stake. Handling purchase returns manually drags down speed and invites errors, while managing points schemes with limited flexibility creates bottlenecks that slow approvals and growth. Reporting suffers from lack of customization, causing frustration and unreliable data insights. And disconnected systems mean teams work in silos, missing the bigger picture and losing engagement.

These hurdles don’t just complicate workflows, they hold back your business.

Imagine a system that simplifies these challenges, bringing automation to manual processes, connecting disparate modules seamlessly, and enabling precise, real-time control over every step.

That’s exactly what the latest Botree DMS update delivers: smarter workflows, integrated insights, and improved operational accuracy, designed to empower your team and accelerate your business growth.

OTP Confirmation on GRN

Distributors could save the Goods Receipt Note (GRN) without any validation. This lack of control opened the door to unauthorized or incorrect entries, putting data integrity and operational accuracy at serious risk. There was no bridge between what was shown in the system & what was delivered.

In a process where accuracy is critical, this was more than just a minor oversight—it was a vulnerability that needed urgent attention.

To address this, we’ve introduced OTP confirmation on GRN, adding a secure validation step that ensures only authorized and accurate entries make it through.

What’s new

A 6–8-character alphanumeric OTP (case-sensitive, non-sequential) is generated and printed on the SAP invoice shared at delivery.

When saving a GRN, a popup prompts the distributor to enter the OTP, which is validated against the DMS backend.

Distributors have up to 10 attempts to enter the correct OTP; after that, GRN processing is blocked for that invoice.

Error messages show invalid entries and remaining attempts to guide the user.

On successful validation, the GRN is saved, and the invoice can be archived.

How this will benefit your business

Strengthens transaction security across the GRN process

Ensures accurate invoice validation before GRN is saved

Reduces risk of unauthorized or erroneous entries

Improves system reliability and data integrity

Enhances user accountability through controlled access

ETL Enhancements for Products, Distributors, Schemes & Returns

Managing purchase returns was a time-consuming task. Users had to manually select and add each SKU one by one, with no option for bulk uploads. This not only slowed down operations but also increased the risk of entry errors and inefficiencies, specifically for modern trade distributors.

Similarly, managing points-based schemes lacked flexibility. There was no way to change point recipients, update distributor lists, edit product applicability, or add new payout types via ETL, making scheme management hard to scale.

To fix this, we’ve introduced ETL support for both purchase returns and points schemes. Now, users can handle bulk uploads, update configurations easily, and scale their processes with far greater speed and control.

What’s new

Purchase Return ETL Enhancements

Multiple options for users to download the format – through the “View All” screen & the ETL window.

Uploaded data shows up as drafts for review; edit option for drafts to be out soon!

Validation checks ensure the flow follows existing purchase return workflows, including approvals.

Both MDM and XDM users can upload ETLs; MDM users are limited to the ETL section.

Points Scheme ETL Enhancements

Add or remove distributors and products in points schemes via ETL.

Assign or update payout types directly through upload.

All changes go through a multi-level approval process, as configured in MDM.

Notifications are triggered for each approval step.

Once approved, updates are synced with SFA, RSFA, and RNA Points Ledger, ensuring accurate points tracking.

How this will benefit your business

Edit points-based schemes in bulk for faster updates

Reduce manual effort by eliminating repetitive tasks

Improve data accuracy with centralized, ETL-driven changes

Allow Calendar/Filter selection for Merged Report Export

Users were not able to apply filters to individual reports selected in the “Merge Reports” section. This limitation made it difficult to customize views, resulting in cluttered, unfiltered data that was hard to analyze and act on.

In a reporting workflow where precision and clarity are essential, this wasn’t just inconvenient—it held teams back from making fast, informed decisions.

To solve this, we’ve introduced advanced filtering within merged reports, giving users full control to customize each dataset for sharper insights and cleaner, more actionable outputs.

What’s new

Date/calendar filters are now available for each report to narrow down export data.

All existing filters on a report are now visible and retained during merging.

Selected filters are preserved when toggling between reports—no unwanted overrides.

One unified view for all reports – a single source of truth!

Merged reports can be accessed via the hamburger menu on the right.

Each report appears stacked with its own filters intact, enabling clearer, side-by-side comparisons.

Additional Issue fixed: Reports now load properly within the “Merge Reports” tab, as they did outside it.

How this will benefit your business

Filter reports by specific dates and parameters for improved visibility and control

Enhance data accuracy when merging reports with clearer filter options

All reports now appear on a single screen, avoiding confusion from dropdown navigation

Simplifies the merging experience with a more intuitive, unified view

Construct Integration with RSFA

Retailer targets & KPI achievements set in the DMS weren’t reflecting in the RSFA app. This gap left the retailers unaware of their progress toward incentive KPIs, making it difficult to stay motivated or aligned with program goals. In a system designed to drive performance, this lack of visibility wasn’t just a technical gap, it was a missed opportunity to engage and empower retailers.

To bridge this gap, we’ve enabled integration between DMS and RSFA, ensuring retailers can now track their targets and KPI achievements directly in the app—bringing clarity, focus, and accountability to every incentive program.

What’s new

Targets and incentive structures set in DMS are reflected in RSFA.

Achievements update in RSFA only after bills are delivered.

Sales returns are accounted for to adjust bill values accurately.

Retailers can view KPI targets directly in RSFA for better clarity.

Only active KPIs defined in DMS are shown in the app.

How this will benefit your business

Improves business control by providing transparent, up-to-date KPI data in the retailer app.

Boosts retailer motivation with real-time target tracking.

Ensures accurate incentives by syncing delivered bills and returns.

Ensuring a seamless operation demands not only dedication but also intelligent systems that eliminates inefficiencies. The Botree DMS update resolves key issues—implementing OTP validation for GRN entries, allowing bulk ETL uploads, improving reporting versatility, and effortlessly incorporating retailer targets into RSFA.

These improvements go beyond simple features; they change how companies manage data accuracy, speed up workflows, and boost accountability throughout the organization. With enhanced understanding, quicker procedures, and integrated systems, your team can concentrate on what’s essential, fueling growth and achieving outcomes.

Embrace the power of smarter operations with Botree DMS, and unlock your business’s full potential.

About the Author

Meet Christina Evangelin Ebinezer, our dynamic marketing associate at Botree Software. With a background in HR and marketing, and prior experience as a content writer, Christina brings a sharp eye for storytelling and a knack for crafting engaging blogs and marketing content. She’s passionate about turning ideas into words that drive impact. Outside of work, Christina finds joy behind the piano keys or the wheel—whether she’s playing a soulful tune or cruising down open roads.

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Featured

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From Secure GRNs to Dynamic Reporting: What’s New in Botree DMS

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OTP Confirmation on GRN

ETL Enhancements for Products, Distributors, Schemes & Returns

What’s new

Purchase Return ETL Enhancements

Points Scheme ETL Enhancements

How this will benefit your business

Allow Calendar/Filter selection for Merged Report Export

What’s new

How this will benefit your business

Construct Integration with RSFA

What’s new

How this will benefit your business

Embrace the power of smarter operations with Botree DMS, and unlock your business’s full potential.

About the Author

Christina Evangelin Ebinezer

Marketing Associate

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