Multi-Level Approvals, Smarter Reports, and Real-Time Order Sync: What’s New in DMS 2.19

Imagine you’re a field supervisor reviewing route performance, but the insights you need are buried inside another tool. Or you’re a salesperson trying to check outlet data, but the dashboard you need isn’t where you are. Maybe your retailer sends an order through WhatsApp, but it never shows up in DMS.  These are small moments that slow your teams down every day.

DMS 2.19  fixes that. This update focuses on making your daily workflows smarter, faster, and more connected. We’ve simplified how you access data, improved visibility across systems, and added checks that make operations more reliable.

Here’s what’s new:

• Multi-Level Approval for SFA Orders
• Configurable Billing Limits for Non-GST Customers

Each feature is designed to reduce steps, remove confusion, and bring everything your teams need into one connected flow.

Let’s look at how these updates make your field operations simpler, smarter, and more responsive.

RNA-SFA widget integration

Let’s consider a common scenario. A field supervisor is looking at outlet visits and needs quick insight into performance metrics. To get that information, they must exit the SFA screen, open RNA separately, and search for the right widget. By the time the data loads, they’ve missed the moment.

Sales teams don’t need more dashboards; they need better ones. Dashboards should follow the user and appear only when and where they are needed.

The Solution: We’ve created a flexible way to show RNA widgets directly inside SFA screens. Widgets now show up based on the user’s role and the context of the screen, with automatic filtering. Whether you are a salesperson on an outlet visit or a supervisor checking route performance, the insights you need are now integrated into your workflow.

How it Works:

• Widgets are linked to specific user roles (Salesperson, Supervisor, Delivery Person, Merchandiser).
• Widgets can appear on targeted SFA screens (Home, Outlet Info, Route Visit, Custom KPI, Visit Summary, etc.).
• Admins can use a drag-and-drop interface to set placement and size for each screen.

-Each widget automatically filters based on the context of the screen:

• On Outlet Visit: Filters by selected retailer
• On Route Visit: Filters by route
• On general use: Filters by logged-in user or their reporting structure

-Filtering relies on metadata from SFA (user code, route code, etc.).

• Includes a live preview mode with sample data.
• Widgets can be turned on or off with a switch without deleting them.

How This Update Works in Real Life

During a route visit, a supervisor taps on the dashboard icon. They are instantly taken to a Custom KPI screen that displays metrics filtered for that exact route. No setup or filtering is needed—just the relevant numbers at the right moment.

Advantage for Business

• Real-time, role-based data visibility directly within SFA.
• Less time spent switching between tools or filtering reports.
• Better decision-making during field operations.
• Easier admin control over dashboards.
• Smarter workflows through context-driven automation.

Make Reports Smarter: Major Enhancements in RNA Report Builder

Let’s look at a real scenario. You’re creating a report to analyze outlet performance. Some outlets are underperforming, while others are doing well. However, nothing stands out because your tool can’t color-code rows. You also want to calculate the average order value, but your placeholders don’t support formulas. Lastly, you just want to filter the report by ‘This Month,’ but that isn’t possible either.

The Solution: We’ve made an update to the RNA Report Builder to make your work more intuitive, visual, and automated. From Excel-like conditional formatting to multi-layered placeholder logic, everything is now easier.

How it Works:

• Conditional Formatting Inclusion
• Add rules to highlight rows based on value or text.
• Value-based: greater than, less than, equal to, or between two values.
• Text-based: highlight cells containing specific words.
• Use Top/Bottom X logic to color the top or bottom performing rows.
• Add multiple rules, edit or reset them as needed.
• Apply formatting from the ‘Columns’ section via a new “Conditions” checkbox.

Placeholder Field Expansion

• Define placeholder outputs as Sum, Count, or Raw Values.
• Create layered placeholders by using one placeholder’s output as the input to another.

Example:

• Placeholder 1 = Total Order Value
• Placeholder 2 = Number of Orders
• Placeholder 3 = Average Order Value (Placeholder 1 / Placeholder 2)

Transpose Enhancement

• Added Text output to the Transpose function, along with Sum and Count.
• Now usable for narrative or label-based data.-Default Calendar Filter

New built-in time filter with options like:

• MTD (Month to Date)
• Weekly
• Monthly
• Quarterly

Matches filters used across other RNA modules for consistency.

How This Update Works in Real Life

A sales planner needed to find the top-performing outlets for a campaign. With the new conditional formatting, the top 20 outlets were highlighted in green and the bottom 20 in red. The team also used new placeholder formulas to automatically calculate basket size per outlet. They filtered everything for just the current month using the new time filter.

Advantage for Business

• Visually highlights trends and issues for better analysis.
• Reduces reliance on Excel or manual calculations.
• Enables custom KPIs with multi-step logic.
• Provides more accurate reports through built-in time filtering.
• Increases confidence in report outputs and speeds up decision-making.

WhatsApp Orders, Now DMS-Ready: No Gaps, No Guesswork

Imagine a retailer finishes their morning stock check and sends a quick WhatsApp message: “5 boxes of shampoo, 10 soaps.” That’s it. No app to open, no calls to make. Just a quick ping.

However, until now, that convenience came with a drawback. These WhatsApp orders didn’t sync with the DMS. They stayed in inboxes, needed manual entry, or worse got missed entirely. The result was a lack of visibility, delayed dispatches, and field teams scrambling to catch up.

The solution: We have now made it possible for WhatsApp orders to flow straight into the DMS—like any SFA or RSFA order. No rework, no misalignment, and no uncertainty about where the order went.

Whether your retailers prefer messaging over apps or your teams run outreach campaigns through WhatsApp, the entire process now connects to the system in real time—automatically.

How It Works

• Your WhatsApp vendor receives a secure API from our DMS team.
• That API pulls order data in real time and pushes it directly into the DMS.
• These orders appear on the DMS Order Booking screen—just like SFA orders.
• They are also visible in RSFA and SFA, so everyone stays informed.
• Best of all, this follows the same reliable flow as your current order processes.

How This Update Works in Real Life

A retailer sends a message just like they always do—no new training needed. In moments, that order appears in DMS. The distributor knows exactly what to ship. The salesperson sees it in SFA and prepares the follow-up. No back-and-forth. No missed steps. Just a smooth, simple workflow that keeps pace with how retailers already operate.

Advantage for Business

• Wider reach through familiar ordering channels.
• Unified order tracking across DMS, SFA, and RSFA.
• Faster, error-free fulfillment.
• Real-time visibility for field and distributor teams.
• Seamless step toward omnichannel operations.

SFA Orders with Multi-Level Approval in DMS

Let’s look at a real scenario. A field rep books an order in SFA during a store visit. The order gets confirmed right away, even if quantities or details need review. There’s no approval layer, no verification, and no control before it reaches DMS. This leads to incorrect orders, missed checks, and reporting issues downstream.

The Solution: We’ve introduced a multi-level approval process for SFA orders. Orders now pass through defined approval stages before confirmation, giving you full visibility and control.

How It Works:

• Pending Orders: When an SFA order is booked, it stays in ‘Pending’ status until approvals are complete.
• Sequential Approvals: DSR and MDSR orders move through one or more approval levels based on your MDM setup.
• Review & Edit: Approvers can review and adjust quantities at any level. Updates sync instantly across all approval screens.
• Rejections: If rejected, the order appears in the Confirmed Transactions section with a rejection note sent to SFA.
• Final Confirmation: Once approved at all levels, the order automatically updates in DMS and becomes ready for dispatch.

How This Update Works in Real Life

A field rep books an order in SFA as usual. It moves to the first approver, who checks and updates quantities. The next approver reviews and confirms. Within minutes, the order appears in DMS for fulfilment. No duplicate entries. No confusion. Just a clean, verified approval flow from booking to delivery.

Advantage for Business

• Ensures verified and error-free order confirmations.
• Adds accountability through multi-level checks.
• Provides full visibility across SFA and DMS.
• Improves reporting accuracy and process control.
• Keeps operations aligned without slowing down order flow.

Configurable Billing Limits for Non-GST Customers

Let’s look at a real scenario. A distributor bills a non-GST customer for ₹2 lakh. The transaction doesn’t appear in the GSTR1 report because of the ₹2.5 lakh billing cap. As a result, smaller but valid sales remain unreported, affecting compliance and data accuracy.

The Solution: We’ve made the billing limit for non-GST customers configurable and refined how such transactions reflect in GSTR1 reports. This ensures complete and compliant reporting for all non-GST billing scenarios.

How It Works:

• Billing Limit Update:
  • The earlier ₹2.5 lakh cap for non-GST or unregistered customers has been removed.
• High-Value Check:
  • If the billing amount crosses ₹10 lakh for an unregistered customer without a PAN, a validation message appears, and the bill cannot be saved.
  • For unregistered customers with a valid PAN, bills above ₹10 lakh are allowed and saved without restriction.
• GSTR1 Report Inclusion:
  • Sales returns for all unregistered customers now appear in the CDNUR, B2CS, and HSN (B2C) sheets of the GSTR1 report.

How This Update Works in Real Life

A distributor creates a ₹1.8 lakh bill for a non-GST customer. The transaction saves smoothly and reflects in GSTR1 reporting. Later, another unregistered customer without PAN is billed for ₹12 lakh. The system blocks the transaction and prompts a validation message. Every entry is now accurate, compliant, and traceable.

Advantage for Business

• Ensures complete and compliant GSTR1 reporting.
• Removes restrictions on valid non-GST billing.
• Prevents high-value errors for unregistered customers.
• Enhances accuracy in sales and tax records.
• Strengthens audit readiness and regulatory compliance.

Conclusion

SFA 7.19 brings together everything your field teams need to work smarter and faster. From role-based RNA widgets and enhanced report building to real-time WhatsApp order syncing  and multi-level approvals, each update reduces friction and increases control.

These improvements are built to keep your teams focused on what matters—selling better, responding faster, and staying accurate across every step. With configurable limits, connected data, and context-aware tools, DMS 2.19  moves your operations closer to a truly unified field experience.