Notes for owners · Industry-Specific Software Guides
Signs a Distribution Business Needs More Than Billing Software
A distribution business needs more than billing software when credit, part supplies, schemes and returns are tracked outside the bill. GullySystem’s wholesale ordering and building material software cover buyer logins, credit limits, challans and returns. Billing and accounts can stay in Tally.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
Credit is checked after the load leaves
The first sign is a buyer who already owes a large sum receiving another load. The person taking the order cannot see the balance, because it sits in the accounts room.
A fix is to show the limit and the outstanding on the order screen. An order past the limit is held, and whoever releases it is saved with a reason.
Part supplies live in a notebook
Half an order goes today and the rest is promised for next week. The balance quantity is known to one person, and the buyer calls to ask for it.
Record what actually left on each challan. Keep the balance open on the order, and show it on a pending list until the next trip clears it.
Schemes, returns and expiry claims are chased late
Brand schemes, depot claims and expiry returns are raised on a call and then forgotten. The company settles what you can prove, so a missing link to the original bill costs credit.
Link each return, claim and scheme credit to the bill it came from and to the party that owes it. Show its status until the credit note arrives.
- Scheme slabs and targets by brand
- Returns and breakage against the bill
- Expiry claims with the date raised
- Credit notes received and pending
Commission and points are argued from memory
Electricians, plumbers, painters and carpenters are promised points or a share. The bill is not marked, so each side remembers a different figure.
Mark referred bills at the counter. Keep each person’s ledger, and settle from it.
What to do when you see these signs
One sign alone may not call for software. A diary and a careful register can hold a few steady customers. Several signs together, across many buyers and sites, are the case for a record of their own.
Add the records in the order the losses appear: credit, part supplies, claims, then commission. Keep billing where it is, and bring open balances across before go-live.
- Credit limit and outstanding by buyer or site
- Pending balance on every part supply
- Claims tied to the original bill
- Commission ledger by person
Billing gap checklist
Write the five signs in a column, with a yes or no beside each. Add the name of the person who holds the answer today. Signs with a single person behind them are the first to record.
Open a blank worksheet to printQuestions owners ask
We already bill in Tally. Why add anything?
Tally keeps good books, but it does not hold sites, challans or credit limits against each buyer. The added record sits beside it, and accounts stay where they are.
Does a ready product track lot and expiry?
No. The ordering product covers buyer logins, rates, credit, dispatch and returns. Lot and expiry tracking for pharma and medical supplies is built to order.
Can it raise e-way bills or file scheme claims?
No. It prepares the data from the challan and tracks what each brand owes you. The e-way bill goes out through the portal or your provider, and your team lodges the claim.
Is this needed for a small counter?
Maybe not yet. With a few steady customers and one person who holds the limits and challans reliably, a register can serve.