Notes for owners · Industry-Specific Software Guides
How an Institutional Food Supplier Sets Up Daily Indents and Monthly Bills
Take every indent into one list per customer, pack by delivery route, record short supply at the gate on the challan, and build the monthly bill from signed challans. GullySystem’s wholesale ordering software covers indents, price lists and dispatch. Standing orders and consolidated bills are a custom build.
Ganesh HS, Strategy and Technology, GullySystem · · 2 min read
Put every indent in one list
Indents arrive as calls, messages and sheets from mess managers. The first job is one place where each of them is written, with the customer, the date and the items.
A mess manager who can place or repeat the indent himself saves an evening of retyping. Where he will not, the order desk keys it in his name.
- Customer and delivery date
- Item, unit and quantity
- Who placed it, and how
- Changes made after the cut-off
Hold the rate list for each contract
Each customer has a rate list. Some rates are fixed for a contract period, and others move daily, like vegetables.
Keep the date each rate applies from. The bill then uses the rate in force on the day of the delivery, not the last price somebody remembers.
Pack and deliver by route
A pick list by delivery route lets the packer load in the order of the stops. Pack sizes follow how your godown counts them.
The challan records what actually left. Whatever could not be packed stays open on the order for the next trip.
Record the gate
At the customer’s gate, the mess staff weigh, check and reject. That decision is the one that matters at billing time.
Write the rejected quantity and the reason on the challan, and key it in when the driver returns. A claim against the invoice, with a photograph, closes it.
- Quantity accepted
- Quantity rejected and why
- Short supply to follow
- Name of the person who signed
Build one bill a month
A monthly bill is a stack of signed challans matched to rates. Doing it by hand is where errors and disputes begin.
The ordering software bills dispatch by dispatch. A consolidated monthly bill per customer is added as a separate build, from the challans already on record.
Indent to bill sheet
Make one sheet per customer with a row per delivery. Columns hold the indent, the quantity delivered, the quantity rejected, the rate in force and the challan number. Total it at month end and compare it to your bill.
Open a blank worksheet to printQuestions owners ask
Can the software find tenders for us?
No. It holds the rates and terms of contracts you have already won. Finding tenders and writing bids remain with your team.
Does it handle a rate contract that ends on a date?
Rates carry the date they apply from. A contract end date and a warning before it are added at set-up, since the standard price lists do not have one.
Can we keep Tally for the books?
Yes. The ordering software prepares a file for your accountant to import under his ledger names. There is no live link.