Custom software · Distributors and dealers

Build a distribution system around your beats, your schemes and your dealers.

A distribution business turns on two numbers that seldom sit in the same place: what you billed your dealers, and what those dealers sold. The first is in your accounting software and the second in a field officer’s notebook.

Between the two sit beat plans, credit days, scheme claims, expiry returns and dispatch errors. Packaged distribution software has fixed rules for all of it, and those rules may not be yours.

GullySystem designs distribution software around your own beats, rate structures, scheme rules and settlement terms, with a dealer ordering portal sitting in front of them.

Share your requirements

Who this is for

Distribution businesses we can build for.

A single-brand appliance dealer and an FMCG distributor with fourteen warehouses negotiate different things with their principals. The system is shaped by which of those you handle. Pharma stockists are covered separately, because batch and expiry rules change the whole system.

FMCG distributors
Packaged food and beverage distributors
Electronics and appliance distributors
Appliance and electronics dealers
Building material dealers
Paint and hardware dealers
Sanitaryware and tile dealers
Electrical goods distributors
Automotive spare parts distributors
Tyre and lubricant distributors
Agri input and seed dealers
Industrial goods distributors
Stationery and office supply distributors
Super stockists
Carrying and forwarding agents
Multi-brand dealers
Exclusive brand outlets
Sub-dealer and retailer networks
Wholesale traders
Cash-and-carry businesses
Distribution houses with warehouses in several regions

What can be built

The modules, and what each one covers.

Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.

Dealer and retailer master

One record per dealer, and not several spellings of the same shop name.

Dealer code and firm name
Shop and billing address
Tax ID and registration number
Owner and purchase contact
Beat and territory
Category and channel
Price list applicable
Credit limit and credit days
Security deposit
Outstanding balance
Order and payment history
Scheme eligibility
Documents

Where the same dealer already exists twice in your accounting software, merging the two records is part of the data work, not an afterthought.

Beat plans and territory coverage

The list a field officer is meant to cover on a given day is compared with what was covered.

Beats and routes
Dealers on each beat
Visit frequency
Day-wise beat plan
Field officer assignment
Planned and actual coverage
Productive and unproductive calls
Missed dealers
New dealer additions
Territory reassignment

Order booking in the field

The officer takes the order on a phone in the shop, and the warehouse sees it before he reaches the next shutter.

Dealer selection from the beat
Live stock at the warehouse
Applicable price list
Scheme applied automatically
Order quantity by case and piece
Credit check before confirmation
Order value and taxes
Order confirmation to the dealer
Visit notes
Working offline and syncing later

Offline booking depends on the phone and the signal in that market.

Dealer ordering portal

Some dealers prefer to order late in the evening and not wait for a visit.

Dealer login
Catalogue with images
Dealer-specific rates
Live stock
Running schemes
Repeat last order
Order status
Invoices and delivery notes
Ledger and outstanding
Credit note history
Raise a complaint
Download price lists

If ordering is most of what you need, look at our ready wholesale and B2B ordering product before commissioning anything. Buying beats building when the fit is close.

Secondary sales

What moved out of the dealer’s shop, not only what moved out of your warehouse.

Dealer closing stock
Secondary billing capture
Retailer-wise offtake
Product-wise offtake
Slow and fast movers
Stock cover at the dealer
Sell-in against sell-out
Market returns
Territory comparison

Secondary data depends on what the dealer is willing to share. Where he will not share, the system records the gap instead of inventing a figure.

Schemes and offers

Quantity schemes, value schemes, combination offers, free goods and festival offers, including those announced at short notice.

Scheme definition and rules
Product and category applicability
Dealer and channel applicability
Slab-based quantity schemes
Free goods
Value discounts
Turnover discounts
Start and stop dates
Automatic application at billing
Scheme cost tracking
Scheme performance

Claims against the principal

Money owed by the principal for schemes already passed on.

Scheme passed to dealer
Qualifying invoices gathered
Claim prepared
Submitted to principal
Approved or queried
Credit note received
Matched and closed

Whether a claim can be filed straight into the principal’s own portal depends on what that portal allows. Most still want a file and a covering mail.

Rate structures

Retail rate, dealer rate, project rate and special rates for long-standing customers.

Multiple price lists
Dealer-wise pricing
Channel-wise pricing
Slab and quantity pricing
Special approvals
MRP and landing cost
Margin visibility
Rate revision history
Effective dates

Stock across warehouses

Item master and SKU codes
Warehouse-wise stock
Rack and bin location
Opening and closing stock
Stock transfers between warehouses
Damaged and saleable segregation
Physical count and adjustment
Reorder levels
Ageing stock
Stock valuation

Batch, expiry and serial numbers

A food distributor works in batches, and an appliance dealer works in serial numbers. The same module holds both.

Batch numbers
Manufacturing and expiry dates
Near-expiry alerts
First-expiry-first-out picking
Serial number capture at inward
Serial number on the invoice
Warranty start date
Batch-wise recall lists

Picking, loading and dispatch

Order approved
Pick list
Picking and packing
Loading sheet
Vehicle and driver
Delivery
Proof of delivery

Route-wise load planning
Crate and carton counts
Short supply recorded at loading
Driver handover
Delivery confirmation with signature or photo

Invoicing, transport documents and paperwork

Tax invoices
Delivery notes
Transport document generation
Transport receipt details
Credit and debit notes
Cancellations and revisions
Document copies against each order
Bulk printing for the morning dispatch

Transport documents are generated through the relevant government portal with your own credentials, at whatever speed that portal is running. Your accountant checks each rule against local requirements, and we adjust the settings when asked.

Credit and collections

Collections are planned by deciding which dealer gets a call and which gets a visit.

Credit limit and credit days per dealer
Invoice-wise outstanding
Ageing buckets
Overdue list by beat
Cheque and bank transfer collection entry
Cheque bounce record
Part payments
Collection against a specific invoice
Blocked dealers
Ledger statement to the dealer

Returns, damages and expiry

Return request from dealer
Reason and approval
Pickup from the shop
Saleable and damaged sorting
Credit note
Expiry returns to principal
Breakage and leakage records
Return value by dealer and product

How much of a damaged return the principal finally accepts is their commercial decision. The system records what was sent and what came back.

Buying from the principal

Requirement
Purchase order
Principal dispatch
Goods receipt
Shortage and damage noted
Purchase invoice
Payment

Replenishment suggestions from sales
Minimum order quantity
Pending purchase orders
Landed cost including freight
Supplier ledger

Field force application

What the officer needs on a phone, standing in a shop.

Today’s beat
Dealer details and last order
Outstanding at the counter
Order booking
Collection entry
Shop stock check
Competitor activity notes
Shop photographs
Attendance and visit check-in
Day summary

Targets and incentives

Monthly targets by officer
Targets by territory
Targets by brand and category
Achievement against target
Coverage targets
New dealer targets
Collection targets
Incentive calculation
Payout records

Installation, demo and service calls

For durables, the sale continues after the goods leave the warehouse.

Installation request
Demo visit
Technician assignment
Brand service centre reference
Visit status
Customer confirmation
Pending installations by area
Complaints and follow-ups

Warranty and after-sales records

Serial-wise warranty
Purchase date and dealer
Extended warranty
Replacement records
Defective returns to principal
Service history against the unit

Sub-dealers and the retailer network

Where you sell through sub-dealers, they need the same discipline you give your own counter.

Sub-dealer master
Territory mapping
Sub-dealer pricing
Orders and dispatch
Outstanding and limits
Scheme pass-through
Stock declaration
Performance by sub-dealer

Accounts and accounting software

Most distributors keep their accounting software, and they do not have to leave it.

Sales and purchase entries
Credit and debit notes
Receipts
Dealer ledgers
Sales tax or VAT data
Export to accounting software
Reconciliation reports

Two-way sync with your accounting software depends on the version you run and the connector it allows. We check yours before committing to it.

Multiple warehouses and branches

Branch-wise sales
Warehouse-wise stock
Branch-wise collections
Territory performance
Inter-branch transfers
Branch expenses
Consolidated reporting

What the owner opens on the first of the month

Primary sales
Secondary sales
Product and brand movement
Beat and territory performance
Field officer productivity
Dealer-wise growth
Dormant dealers
Outstanding and ageing
Scheme cost against sales
Claim status with each principal
Stock cover in days
Returns and damages

Who logs in, and what they see

Owner
Sales manager
Area sales officer
Field officer
Warehouse in-charge
Billing staff
Accounts team
Collection staff
Service coordinator
Dealer
Sub-dealer

WhatsApp, SMS and email

Order confirmation
Dispatch and vehicle details
Invoice copy
Payment reminder
Ledger statement
New scheme announcement
New product launch
Near-expiry alert to the dealer

A retailer wants his ledger and pending cheque, and both travel well as a short fixed message.

Integrations

Your accounting software
Tax and transport document portals
Payment gateways and bank transfers
SMS and WhatsApp providers
Courier and transporter systems
Principal ordering portals
Existing billing software
Barcode and serial scanners

A principal’s portal usually has no way in for outside software. Where that is true, we say so rather than promising a connector that cannot exist.

The journey

One connected workflow, end to end.

Every stage below can sit in one system, so nobody re-enters what the last stage already captured.

Beat plan
Dealer visit
Order booking
Credit check
Picking
Invoice and transport document
Dispatch
Delivery confirmation
Collection
Secondary sales capture
Scheme claim
Replenishment
Analytics

Built in phases

You do not have to replace everything at once.

Each phase is usable on its own, so the system earns its place before the next part is built.

1
Orders and billing
Dealer master, price lists, order booking, stock, invoicing and transport documents. The billing counter stops retyping orders.
2
Field and portal
Beat plans, the field officer’s phone, the dealer ordering portal and delivery confirmation, so orders arrive in one format.
3
Money and claims
Credit limits, collections, ageing, returns, scheme definitions and the claim file that goes to each principal.
4
Secondary sales and reporting
Dealer offtake, targets, incentives, dashboards and whatever integrations are worth the trouble.

How we work

How a build actually runs.

01
Understand
We spend a day with the billing counter, the warehouse and one field officer on his beat.
02
Map
Products, price lists, schemes, beats, credit terms, warehouses and the places where a paper document currently carries the information.
03
Design
Screens drawn for the people who will use them, which means the order screen is designed for a phone held one-handed.
04
Build
Modules in the order that clears the biggest daily pain first, usually billing and stock.
05
Test
Your own team bills a real day through it, schemes and all, before anything replaces the existing process.
06
Deploy
Go-live with the masters cleaned, the opening balances loaded, and the field team trained on their phones rather than on a laptop.
07
Improve
Secondary sales, incentives and analytics once the daily cycle is running without anybody watching it.

What you bring

What you bring, and when.

The build moves at the speed of the answers. These are the things we ask for, in the order we ask.

01
Dealer lists, price lists and recent orders
Send the dealer master, price lists, scheme circulars and a handful of recent orders and claims. Add van or route sheets. They show how you sell today.
02
Leads for sales, warehouse and accounts
The sales head speaks for beats and schemes. The warehouse lead speaks for picking. Accounts speaks for credit. The owner chooses between them.
03
Scheme wording and credit holds
Schemes, principal claims and credit holds must be written down while the work continues. Sales managers try order screens with real dealers. Without rulings, those modules wait.
04
Dealer balances and warehouse stock
Outstanding balances and opening stock come from your accounts. Principal portals or accounting exports are connected. The owner approves both.

What we can build

Systems we can put together for you.

Distributor management systems
Dealer management systems
Secondary sales platforms
Dealer and retailer ordering portals
Field force applications
Van sales applications
Scheme and claim management software
Warehouse and inventory systems
Collection and credit control software
Distribution CRM
Service and installation tracking
Multi-branch distribution platforms
Management dashboards
Multi-tenant distribution SaaS platforms

Common questions

Questions owners ask before starting.

What is a dealer management system?

It is one system holding your dealers, their rates, orders, stock, outstanding and claims. It replaces a billing package supplemented by spreadsheets and a group chat.

Can dealers place their own orders?

Yes, through a portal or an app with their own rates, live stock and running schemes. Our ready ordering product may already do it, so look there before you commission a build.

Can the system track secondary sales?

Yes, where your dealers share their offtake or let a field officer record closing stock. Where a dealer does not share, the gap is recorded.

Can schemes be applied automatically at billing?

Yes. Quantity slabs, free goods, value discounts and turnover discounts can be defined with their own dates and applicability, and applied when the invoice is made.

Can we keep our existing accounting software?

Usually yes. Most distributors keep their accounting software for the books and use the new system for the operation, with sales, purchase and receipt entries passed across.

Can it generate transport documents?

It can raise them through the relevant government portal with your credentials, where your country requires them. What it cannot do is make that portal faster or available when it is down.

Can field officers book orders without internet?

Orders can be captured offline on the phone and synced when a signal returns. Live stock and credit checks, though, need a connection to be accurate.

Can it handle serial numbers for appliances and electronics?

Yes. Serials are scanned at inward, carried onto the invoice and held against warranty, installation and any defective return to the principal.

Can we run several brands and principals in one system?

Yes. Each principal can have its own products, price lists, schemes, claim formats and reporting, without three separate logins.

Should we start with only billing and stock?

Yes. Start with the daily billing cycle, then add the field app, the portal and the claim workflow.

Could this become a product for other distributors?

Yes, if it is planned from the first design. Software sold to many distribution houses keeps each one’s principals, dealers and rates sealed off from the rest, and that shapes the database.

Your trade

How we work with this trade.

Appliance and electronics dealers

Ready products

Ready products for this work.

If one of these fits, it is cheaper and faster than building from scratch. We will say so.

Wholesale and B2B Ordering Software

Build a distribution system that follows your trade.

A distributor’s month is decided by small things: a claim filed before its date, a cheque collected before it bounces, a near-expiry batch pushed out while it still has value.

Put your principal’s claim statement beside your own. Making those two agree is the job most distributors want software for, and it is where the work starts.

Tell us how you work

Tell us how your distributors and dealers runs today.

We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.

What happens after you share your requirements

A senior engineer reads your answers. Nobody phones first.
Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.