Build a trading system around the way your enquiries turn into orders.
An industrial supply business is a chain of documents. An enquiry from a factory’s purchase department, then a quotation against part numbers, then a purchase order. Then an indent to the principal, a goods receipt, a delivery challan, an e-way bill, an invoice, and a payment sixty days after that.
Every link in that chain is somebody’s Excel file. The quotation is in one, the pending order list in another, the godown stock in a third, and the ledger in Tally. When a buyer calls to ask where his four valves are, three people get involved.
GullySystem builds trading and distribution software shaped around that chain. Enquiry to quotation, order to procurement, godown to dispatch, invoice to collection. One order number runs through all of it.
Trading businesses we can build for.
A single-godown dealer and an importer supplying four states hold stock for different reasons, and the goods you move decide how the system counts them.
- Industrial suppliers
- Engineering goods distributors
- Bearing and power transmission dealers
- Fastener and hardware traders
- Hand tool and power tool distributors
- Abrasives and cutting tool suppliers
- Safety equipment suppliers
- Pipe, valve and fitting traders
- Electrical goods distributors
- Lubricant and grease distributors
- Hydraulic and pneumatic suppliers
- Welding consumable dealers
- Steel and metal traders
- Building material suppliers
- Chemical and raw material traders
- Packaging material suppliers
- Laboratory and instrument suppliers
- Authorised dealers for a principal company
- C and F agents
- Importers and stockists
- Spare parts distributors
- Multi-godown trading houses
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.
Enquiries and RFQs
A buyer’s enquiry arrives as an email attachment, a WhatsApp photo of a requirement list, or a call to the sales desk. It can land in one register instead.
- Customer and contact
- Source of the enquiry
- Items and part numbers asked for
- Quantity and unit
- Required delivery date
- Brand asked for and brands acceptable
- Drawing or specification attached
- Assigned salesperson
- Quotation due date
- Status and follow-up
Enquiries that were never quoted show up as their own list, because those are the ones that quietly cost money.
Quotation
- Enquiry
- Item and brand
- Cost and margin
- Quotation
- Follow-up
- Revision
- Order or loss
- Line-wise part number and description
- Make and model
- Quantity and unit
- Your buying cost
- Selling rate and margin
- Freight and packing
- Payment and delivery terms
- Validity
- Revision history
Why a quotation was lost
A quotation that goes nowhere is usually lost for a reason somebody in the office already knows.
- Rate too high
- Competitor brand offered
- Delivery time not acceptable
- Credit terms refused
- Customer postponed the requirement
- Order split with another supplier
- No reason recorded
Price lists and rate contracts
A large customer runs on a rate contract for the year. Everybody else runs on whatever the last price list said.
- Principal price list with effective date
- Landed cost by item
- Customer-specific rate contracts
- Contract validity
- Minimum margin by product group
- Special approved rates
- Discount structures
When a rate contract is about to expire, the renewal can be raised as a task rather than noticed after a billing dispute.
Customer purchase orders
- PO number and date
- Buyer contact and department
- Line items and quantities
- Agreed rates against the quotation
- Delivery schedule and part deliveries
- Delivery address and plant gate
- Payment terms and credit days
- PO amendments
- Pending quantity against each line
Where a PO rate differs from the quoted rate, the difference is flagged before the material moves, not after the invoice is rejected.
Ex-stock and indent items
Half a purchase order can go out today. The other half has to be bought first, and the buyer needs to be told which half is which.
- Available in godown
- Reserved against another order
- To be indented from the principal
- Import lead time
- Expected receipt date
- Part dispatch decision
Procurement
- Requirement
- Supplier enquiry
- Comparison
- Purchase order
- Acknowledgement
- Dispatch from supplier
- Goods receipt
- Supplier invoice
- Payment
- Requirement raised from a sales order
- Requirement raised from reorder level
- Supplier quotations
- Rate comparison
- Approval before the order goes
- Expected delivery date
Back-to-back orders and direct dispatch
For heavy or made-to-order material, the principal ships straight to your customer’s plant and you never see the goods.
- Sales order linked to its purchase order
- Direct dispatch instruction
- Consignee address
- Transporter details
- Delivery confirmation from the customer
- Margin on the transaction
Goods receipt and landing cost
- Receipt against the purchase order
- Short and excess quantity
- Damaged material
- Batch or heat number
- Test certificate attached
- Freight, loading and clearing charges
- Landed cost per item
- Rejection and return to supplier
- Supplier bill matching
Item master
The same bearing is asked for by four names. One master record, with every name attached to it.
- Part number and OEM number
- Description and specification
- Make and brand
- Alternate and equivalent parts
- Customer’s own part code
- Unit of measure and pack size
- HSN and GST rate
- Minimum order quantity
- Reorder level
- Standard lead time
- Godown bin location
Godown stock
- Stock by item and godown
- Bin or rack location
- Reserved against orders
- Free stock
- Batch and heat number
- Slow-moving stock
- Dead stock
- Stock transfer between godowns
- Physical stock count and adjustment
Dead stock is the report most trading owners open first, and the one nobody has time to build by hand.
Picking and dispatch
- Order release
- Picking list
- Packing
- Weighment
- Delivery challan
- E-way bill
- Transporter handover
- Delivery proof
- Picking list by bin location
- Packing list with box numbers
- Part dispatch and pending balance
- Vehicle or transporter
- LR or docket number
- Freight charged or paid
Delivery proof
The driver photographs the signed challan at the gate, and it attaches itself to the order before he leaves.
- Signed delivery challan
- Gate entry or security number
- Receiver name
- Photograph of the material unloaded
- Short or damaged on arrival
- Customer’s goods receipt number
Without a receipt reference from the customer’s own stores, a payment sits in the ledger for months while two offices look for paper.
Invoicing and GST
- Tax invoice against the delivery challan
- HSN and GST rates
- Freight and packing lines
- Proforma invoice for advance payments
- Credit and debit notes
- E-invoice details
- E-way bill details
- Invoices pending submission at the customer’s accounts desk
E-invoice and e-way bill generation run through the government portal or a provider that connects to it, so what is possible is set by that route and not by us.
Credit control
The credit limit usually lives in the owner’s head, and the boy at the counter has no way of asking it.
- Credit limit per customer
- Credit days
- Outstanding amount on screen at order entry
- Orders on hold
- Approval to release a held order
- Overdue bills
- Security deposit or advance held
- Cheque and UPI receipts
Ledger and ageing
- Customer ledger
- Bill-wise outstanding
- Ageing buckets
- Payments matched against bills
- Short payments and deductions
- TDS deducted by the customer
- Debit notes raised by the customer
- Disputed bills
Collections
A bill nobody acknowledged is not in any payment run, so somebody has to ring the stores and ask.
- Collection list by due date
- Follow-up calls and visits
- Promised payment date
- Reason for the delay
- Payment received
- Cheque bounce
- Collection performance by salesperson
Customer ordering portal
A purchase officer placing the same order every month should not have to type it into an email.
- Customer login
- His own contracted rates
- Stock availability
- Place an order
- Upload a purchase order copy
- Order and dispatch status
- Invoice and challan downloads
- Ledger and outstanding
- Repeat a previous order
- Raise a complaint
A ready product often fits an ordering workflow closely enough to buy rather than build. Ours covers logins, contracted rates, stock and order history, and it is worth looking at first.
Field sales
- Customer visit plan
- Visit check-in with location
- Enquiry captured at the customer’s desk
- Quotation status
- Order booked from the field
- Payment collected
- Competitor information
- Daily report
Principal schemes and claims
For an authorised dealer, a fair part of the year’s profit arrives as a claim rather than as margin.
- Scheme period and conditions
- Purchase target and achievement
- Price protection on stock held
- Claim raised to the principal
- Supporting documents
- Claim status
- Credit note received
- Claims still unsettled
What can be claimed is between you and your principal. The software records and chases the claim, and takes no view on whether it is due.
Warranty and replacement
- Complaint from the customer
- Item, batch and invoice reference
- Material returned
- Sent to the principal
- Inspection outcome
- Replacement issued
- Credit note
- Pending replacements
Tenders and government supply
For traders supplying factories under contract or bidding on portals, the paperwork has its own calendar.
- Tender and portal reference
- Due date
- Documents required
- Deposit paid
- Bid submitted
- Supply order received
- Supply schedule
- Deposit refund pending
Government portals decide what may be read or submitted through them. We record your side of a tender and do not promise a connection to a portal before checking it.
Branches and godowns
- Branch-wise sales
- Godown-wise stock
- Stock transfers
- Branch purchase orders
- Branch outstanding
- Branch expenses
- Consolidated stock across locations
Role-based access
Nine kinds of user on one order, each seeing their part of it.
- Owner
- Sales manager
- Sales executive
- Inside sales and quotation desk
- Purchase executive
- Godown in-charge
- Dispatch clerk
- Accounts
- Customer
Management dashboard
- Enquiries received and quoted
- Quotation conversion
- Orders in hand
- Pending dispatches
- Stock value
- Dead stock
- Sales by product group
- Margin by customer
- Outstanding and overdue
- Purchases pending receipt
- Salesperson performance
- Branch performance
Where the margin actually comes from
Turnover is easy to see. Margin, after freight, discounts and the material sitting in the godown since last year, is not.
- Margin by item
- Margin by brand and principal
- Margin by customer
- Margin by salesperson
- Freight recovered against freight paid
- Discounts given
- Cost of stock held
- Credit notes and claims
WhatsApp, SMS and email
- Quotation sent
- Order acknowledgement
- Dispatch and LR details
- Delivery confirmation
- Invoice copy
- Payment reminder
- Statement of account
- Rate revision notice
An order confirmation and a dispatch note carrying the LR number are what buyers actually watch for. A price list with four hundred items belongs in an attachment or a portal.
Tally and other systems
Most trading businesses keep their accounts in Tally and are not going to move them, which is usually the right decision.
- Invoices and credit notes to Tally
- Customer and supplier masters
- Receipts and payments
- Stock values
- Payment gateways
- Transporter tracking
- Existing ordering apps
- Principal portals
A Tally connection depends on the edition you run and the route it allows in. We check it on your machine before agreeing to it.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Enquiry
- Quotation
- Follow-up
- Purchase order
- Stock check
- Procurement
- Goods receipt
- Picking
- Dispatch
- Delivery proof
- Invoice
- Collection
- Ledger
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
Enquiry to order
Enquiries, the item master, quotations, price lists and customer purchase orders. The sales desk stops keeping its own files.
- 2
Stock and dispatch
Godown stock, picking, delivery challans, dispatch documents and delivery proof, so a buyer can be told where his material is.
- 3
Procurement and money
Supplier orders, goods receipt, landed cost, invoicing, credit control, ageing and the collection list.
- 4
Portal and dashboards
The customer ordering portal, field sales, principal claims, management reporting and the connections to Tally and messaging.
How a build actually runs.
- 01
Understand
We sit at the quotation desk and the godown gate and watch how an enquiry actually becomes a delivered load.
- 02
Map
Documents, approvals, godowns, branches, roles and the points where an order changes hands.
- 03
Design
Screens drawn around that map, including the counter screen that has to be quick because a customer is waiting.
- 04
Build
Modules in the order that gets the trading floor working soonest, which is rarely the order on the wish list.
- 05
Test
Your own staff put real enquiries, real orders and a month of real invoices through it.
- 06
Deploy
The system goes live, with the counter, the godown and accounts trained on their part.
- 07
Improve
The portal, the field app and the analytics, once the core is carrying the day’s work.
Systems we can put together for you.
- Distribution and trading ERP
- Quotation and enquiry management systems
- Order management systems
- Purchase and procurement systems
- Inventory and godown management software
- Dispatch and delivery tracking systems
- Customer ordering portals
- Dealer and distributor portals
- Field sales applications
- Credit control and collection systems
- Claim and scheme management
- Management dashboards
- Tally and portal integrations
- Multi-tenant distribution platforms
Questions owners ask before starting.
What is custom trading and distribution software?
It is software built around one trading business: your enquiry and quotation habits, your godowns, your credit rules and your principals. A package makes you work its way, and for most of the day that is fine. It is the unusual parts that cost you.
Can it handle quotations with part numbers and brands?
Yes. A quotation is built line by line from the item master, with the make, the alternate part, your cost, the margin and the GST rate on each line.
Can we see stock before we promise delivery?
Yes. Free stock, reserved stock and expected receipts appear on the order screen, so the promise made to the buyer is one you can keep.
Can the system stop an order for a customer over his limit?
Yes. The order can be put on hold automatically, and only a person you name can release it. Most owners want the hold, and want it visible.
Can it generate e-way bills and e-invoices?
The details can be prepared and pushed through the government portal or a provider connected to it. What the portal allows is the limit, and we check it before committing.
Will it work with Tally?
Usually. Invoices, receipts and masters can be handed over, though how much moves depends on the Tally you have. We try it on your machine rather than assume.
Can our customers place orders themselves?
Yes, through a portal with their own contracted rates and ledger. If your ordering is close to standard, the ready product is likely to be the cheaper answer.
Can it track material shipped directly from our principal?
Yes. A back-to-back order links your customer’s PO to the purchase order, and the delivery is confirmed by the customer even though the goods never reach your godown.
Can we run more than one godown?
Yes. Stock, transfers, dispatches and sales are tracked per godown and per branch, with permissions set by location.
Can salespeople use it on the road?
Yes. Visits, enquiries, orders, payment collection and customer ledgers can all run from a phone, including where the signal is poor.
Can we build only part of it?
Yes, and most traders should. Enquiry, quotation, order and dispatch first. The portal and the analytics can wait until the core is being used every day.
Do you build for building material yards as well?
Yes, though the workflow is different enough to need its own build. Our building material trading software covers dated rate lists, site-wise ledgers and challans if that is closer to your trade.
How we work with this trade.
Software we already run for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build a system that follows the order, not the department.
In a trading business the order is the only thing that matters, and it passes through six desks before it becomes money. Each desk keeping its own file is how a load goes out without an invoice.
Follow one enquiry through your office and count the desks it sits on. Every handover with no record behind it is a load that can go out unbilled, and closing those is the first piece of work.
Tell us how your industrial suppliers and b2b traders runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private