Industrial, Logistics & Energy

Pricing, ERP & Data Architecture Modernisation for a Last-Mile Fuel Distribution Company

Summary:

VentureSEA Digital partnered with a leading last-mile fuel distribution company in Singapore; modernized pricing workflows, ERP integration, and enterprise data architecture
Eliminated pricing data overwrite risks through historical pricing preservation, redesigned complex cost, transfer price (TP), and selling price governance
Reduced operational friction while maintaining compatibility with existing ERP systems

Overview

A leading last-mile fuel distribution company in Singapore partnered with VentureSEA to modernise its pricing, ERP integration, and data architecture. Operating a complex ecosystem spanning CRM, ERP, pricing portals, delivery systems, and mobile field applications, the client faced growing operational friction driven by heavy data transfers, fragmented approval workflows, and limited pricing traceability.

VentureSEA was engaged to assess the existing system landscape, redesign core pricing and data flows, and propose a scalable architecture that improves data integrity, pricing governance, and operational efficiency—without disrupting critical production systems.

Challenge

The client’s operational environment had evolved organically, resulting in several structural challenges:

Multiple systems across CRM, ERP, pricing portals, delivery platforms, and mobile apps with limited synchronization
Heavy data lifting between Linux-based portals and on-premise ERP databases
Overwritten pricing records, resulting in loss of historical pricing data and limited auditability
Complex pricing structures including cost, transfer price, selling price, and term pricing
Manual, role-based approvals spread across pricing analysts, line managers, sales, and customer service
Limited reporting flexibility and poor usability in existing pricing interfaces

These constraints slowed pricing operations, increased operational risk, and made it difficult to scale governance and compliance.

Goal

The laboratory aimed to build a centralized, AI-powered knowledge system that could:

Establish clear, auditable pricing workflows across cost, transfer price, and selling price
Preserve historical pricing data for traceability and regulatory needs
Reduce data duplication and heavy data transfer between systems
Standardize role-based access, approvals, and visibility
Improve usability and operational efficiency for pricing, sales, and customer service teams
Maintain compatibility with existing ERP and production systems

How did VentureSEA prevent historical pricing data loss without disrupting core ERP systems?

VentureSEA conducted a deep technical and process-level assessment and designed a future-ready architecture.

System & Data Architecture

Reviewed end-to-end system landscape across CRM, ERP (Business Central on-prem), pricing portals, delivery systems, and mobile applications
Redesigned the architecture into clear logical layers:
- Modules & functional responsibilities
- Data flows and system integration
- Business processes by pricing and sales lifecycle
Identified high-risk data overwrite patterns and proposed a standalone historical pricing table in SQL to preserve all pricing changes without modifying core ERP schemas

Pricing & Approval Process Redesign

Structured pricing into three core governed processes:
- Cost Price management
- Transfer Price (TP) calculation and approval
- Selling Price and Sales Order creation
Designed a two-layer approval hierarchy:
- First-level approval for cost and index updates
- Second-level approval for transfer price changes

Standardized handling of spot, forward, fixed, lubricant, and term pricing
Introduced batch update capabilities for RUCM / PUCM across multiple formats

Governance & Role-Based Access

Defined granular role-based access rules across:
- Pricing analysts
- Line managers
- Salespersons
- Customer service
- Administrators
Ensured approvals, visibility, and edit rights were aligned to business unit, product group, and customer ownership

Process Automation & UX Improvements

Designed Power Apps–based workflows integrated with ERP via web services
Implemented approval status tracking, revision history, and email notifications
Enabled selling price calculations with validation rules and exception-based approvals
Improved pricing flexibility by removing hardcoded vendor assumptions and enabling configurable pricing logic

Outcome & Impact

Eliminated pricing data overwrite risks by preserving full historical pricing records
Improved pricing transparency, auditability, and governance
Reduced operational friction caused by heavy data transfers
Accelerated pricing updates and approval turnaround times
Increased pricing flexibility across products, vendors, and market conditions
Established a scalable foundation for future reporting and analytics enhancements

Business Value

VentureSEA helped the client transform a fragmented, high-friction pricing environment into a governed, auditable, and scalable pricing architecture. The engagement strengthened operational control, reduced risk, and positioned the organization to scale pricing operations while maintaining regulatory and commercial discipline in a volatile energy market.

Industry

Industrial, Logistics & Energy

Client profile

Last-Mile Fuel Distribution Company (Singapore)

Core problem

Fragmented systems, pricing overwrite risks, complex approval workflows

Services Delivered

Historical pricing preservation, role-based approvals, batch updates, pricing validation rules

Impact

Eliminated data overwrite risks, improved auditability, accelerated pricing approvals, reduced system friction, scalable architecture foundation