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Smartup · solution for IT directors

For IT directors

Clear system boundaries. Traceable data exchange.

Define which data ERP owns and which Smartup owns. Test exchange, access and recovery in one workflow before expanding the project.

Discuss architecture
ERP and SmartupArchitecture example
  1. ERP

    Master data and accounting

  2. API

    Data and statuses under agreed rules

  3. Smartup

    Orders, tasks and execution facts

  4. Mobile team

    Offline work and synchronisation

The alternative includes the Smartup ERP core. Compare the options below.

Two architecture options

The roles of ERP and Smartup

Choose a model to compare data ownership, exchange and launch requirements. Your existing ERP can stay; the scope of the native Smartup ERP core is agreed separately.

ERP + SMARTUP

ERP owns accounting, Smartup owns execution

The ERP retains the agreed master data and accounting records; Smartup manages visits, orders, tasks, distributors and operational statuses.

System of record
ERP - approved master data and accounting within the agreed boundary; Smartup - execution facts.
What crosses the boundary
Customers, products, prices, stock and constraints flow into Smartup; confirmed orders, statuses and execution facts return to the agreed consumer.
What to approve before the pilot
Name the system of record, direction of each flow, external ID, final status and reconciliation control.
Project requirements

Hosting, exchange and responsibilities

These requirements are agreed during discovery and documented for the project. The ERP model alone does not determine data location or recovery targets.

LANDSCAPE

Role of each system

The system of record, consumer, direction and migration boundary are approved separately for each data set.

ERP and accounting
CATALOG

Integration scope

The catalogue includes 30+ confirmed integrations. The interface, data, exchange frequency and acceptance criteria are agreed for your system.

Integration details
SERVICE

Hosting and recovery

Data location, backups, acceptable data loss (RPO), recovery time (RTO) and escalation are defined in the contract and project documents.

Support terms / SLA
System-of-record map

Where data is created and corrected

Assign a source, record structure and correction owner to each data group. This map illustrates the existing-ERP model; responsibilities are confirmed for your project.

OUTLET

Connect the customer, location and contract

System of record
The approved master system for customer and counterparty relationships.
Minimum payload
External ID, address, channel, territory, status, branch and agreement relationship.
Where corrections happen
In the source system that owns the record; Smartup receives the approved version.
Consumers
Routes, SFA, DMS, delivery, Finance & AR and analytics.
Exchange monitoring

Follow the document between systems

An ID links the document to its sending, validation and receipt statuses. The log helps the team locate a failure and identify who should resolve it.

01SOURCE

Source

Receives
An approved entity or document.
Records
External ID, version and creation timestamp.
Hands off to
Contract validation.
02VALIDATE

Validation

Receives
Fields, relationships and current status.
Records
Acceptance or a specific rejection reason.
Hands off to
Execution or an exception queue.
03EXECUTE

Execution

Receives
An accepted document and active constraints.
Records
Operational steps, statuses and evidence.
Hands off to
Execution-fact confirmation.
04RETURN

Return the fact

Receives
An order, visit, delivery or payment event.
Records
Source ID, final status and a link to the execution fact.
Hands off to
The agreed consuming system.
05RECONCILE

Reconciliation

Receives
Statuses from both sides and a control sample.
Records
Completion or an unresolved exception.
Hands off to
Monitoring and an owner decision.
When exchange stops

Fix the cause and retry the exchange

First distinguish a technical failure from a data error. A retry retains the source ID; duplicate prevention is tested for the selected interface.

  1. REJECT

    Rejected

    A field, relationship or state transition failed contract validation.

    Stop processing and retain the specific reason.
  2. OWNER

    Owner assigned

    The source system and role responsible for correction are known.

    Pass the context, object and expected result to the owner.
  3. FIX

    Source corrected

    The new version passes the required validation.

    Prepare a controlled replay with the same external ID.
  4. REPLAY

    Retry acknowledged

    The consumer confirms acceptance or the final status.

    Close the exception and return it to flow metrics.
Access and auditability

Who signs in and what they can see

Agree the required controls and test them with representative roles. The access, audit and mobile-policy scope depends on the project.

01IDENTITY

Identity and sessions

SSO, 2FA, trusted IP policies and active-session management.

02ACCESS

Roles and data scope

Functional permissions plus visibility by branch, distributor, warehouse or territory.

03AUDIT

Audit trail and history

Sign-ins, actions, status changes, actor, timestamp and recorded reason.

04DEVICE

Mobile policy

Application version, compromised devices, location data and media.

Security details
The mobile team

Offline work and synchronisation

The device holds the agreed working data set. The queue synchronises when connectivity returns; data scope and conflict rules are defined for the workflow.

  1. 01
    SCOPE

    Prepare the data

    Send only the assigned outlets, tasks, products and rules to the user.

  2. 02
    LOCAL

    Save the event

    Preserve the object, time, role and evidence even without a connection.

  3. 03
    QUEUE

    Synchronise the queue

    Send versions in a controlled sequence when connectivity returns.

  4. 04
    RESOLVE

    Resolve the conflict

    Apply the approved rule or route the exception to an accountable owner.

Launch readiness

Four checks before expansion

Assign an owner and an expected result to each check. Agree acceptance of data, exchange, access and operations before the next rollout stage.

01DATA

Data

Are master records unique, linked and assigned to owners?

Quality profile, correction rules and a reconciled control sample.
02FLOW

Integrations

Does every critical flow have an ID, states and an audit log?

Contract, test scenarios, error catalogue and safe replay procedure.
03ACCESS

Access

Do roles see only the functions and data scope they require?

Access matrix, test users and an audit-trail example.
04OPS

Operations

Are monitoring, recovery and escalation assigned?

Dashboard, runbook, named owners and the next-wave criterion.
Preparing for the review

What your IT team should bring

Start with your current system map and one critical exchange. Together, we can define Smartup’s scope, requirements and pilot criteria.

01

Systems, versions and owners

02

An example document, its ID and exchange path

03

User roles and access restrictions

04

Hosting and recovery requirements

Questions from IT directors

Questions before implementation

Does Smartup require replacing the ERP?

No. Smartup can work with the existing ERP. The alternative includes the native Smartup ERP core within an agreed scope; migration and data ownership are defined for the project.

Which access controls are available?

The available scope includes roles, SSO, 2FA, trusted-address policies and active-session management.

How are integrations controlled?

Interfaces, external identifiers, statuses, errors and owners are defined for each exchange.

How is mobile work governed?

Device, geodata, media and synchronisation policies are agreed for the specific process and infrastructure.

Where is data hosted and how is it recovered?

Topology, data location, backup and recovery are defined and documented for the project.

What can be reviewed before launch?

The architecture diagram, role matrix, integration map, audit example, recovery process and escalation path.

Next step

Discuss your architecture

Bring a system map and an example exchange. We can define data owners, control points and checks for the first stage.

Discuss architecture

Discuss architecture

How to choose between Smartup with the existing ERP and the native Smartup ERP, then name the owner of each master-data set.

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