Custom software · Industrial suppliers and B2B traders

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 note, a transport document, an invoice, and a payment weeks after that.

Each link in that chain is somebody’s Excel file: the quotation in one, the pending orders in another, warehouse stock in a third, and the ledger in your accounting software. When a buyer calls to ask where the four valves are, three people get involved.

GullySystem designs trading and distribution software shaped around that chain. It covers enquiry to quotation, order to procurement, warehouse to dispatch, and invoice to collection. One order number runs through all of it.

Share your requirements

Who this is for

Trading businesses we can build for.

A single-warehouse dealer and an importer supplying several regions 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
Carrying and forwarding agents
Importers and stockists
Spare parts distributors
Multi-warehouse trading houses

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.

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.

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

Quotations that go nowhere are usually lost for a reason somebody in the office knows, and the reason is recorded.

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

Large customers run on a rate contract for the year, and others on the latest price list.

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 and the other half has to be bought first. The buyer is told which half is which.

Available in the warehouse
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 under four names. One master record carries every name.

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
Tariff code and tax rate
Minimum order quantity
Reorder level
Standard lead time
Warehouse bin location

Warehouse stock

Stock by item and warehouse
Bin or rack location
Reserved against orders
Free stock
Batch and heat number
Slow-moving stock
Dead stock
Stock transfer between warehouses
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 note
Transport document
Transporter handover
Delivery proof

Picking list by bin location
Packing list with box numbers
Part dispatch and pending balance
Vehicle or transporter
Consignment note or docket number
Freight charged or paid

Delivery proof

The driver photographs the signed delivery note at the gate, and it attaches itself to the order before the driver leaves.

Signed delivery note
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 tax

Tax invoice against the delivery note
Tariff codes and tax rates
Freight and packing lines
Proforma invoice for advance payments
Credit and debit notes
Electronic invoice details
Transport document details
Invoices pending submission at the customer’s accounts desk

Electronic invoices and transport documents go through a government portal or a connected provider. That route sets what is possible, not us.

Credit control

The credit limit is held in the system and is visible at the counter.

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, bank transfer and card receipts

Ledger and ageing

Customer ledger
Bill-wise outstanding
Ageing buckets
Payments matched against bills
Short payments and deductions
Withholding tax deducted by the customer
Debit notes raised by the customer
Disputed bills

Collections

A bill nobody acknowledged is not in any payment run, so someone contacts the customer’s stores.

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
Their own contracted rates
Stock availability
Place an order
Upload a purchase order copy
Order and dispatch status
Invoice and delivery note 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 warehouses

Branch-wise sales
Warehouse-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
Warehouse 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 old warehouse stock, is harder.

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 consignment details
Delivery confirmation
Invoice copy
Payment reminder
Statement of account
Rate revision notice

An order confirmation and a dispatch note carrying the consignment number are what buyers actually watch for. A price list with four hundred items belongs in an attachment or a portal.

Accounting software and other systems

Most trading businesses keep their accounts in an accounting package and do not plan to move them.

Invoices and credit notes to your accounting software
Customer and supplier masters
Receipts and payments
Stock values
Payment gateways
Transporter tracking
Existing ordering apps
Principal portals

A connection to your accounting software depends on the edition you run and the route it allows in. We check it on your machine before agreeing to it.

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.

Enquiry
Quotation
Follow-up
Purchase order
Stock check
Procurement
Goods receipt
Picking
Dispatch
Delivery proof
Invoice
Collection
Ledger

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
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
Warehouse stock, picking, delivery notes, dispatch documents and delivery proof, so a buyer can be told where the 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 accounting software and messaging.

How we work

How a build actually runs.

01
Understand
We sit at the quotation desk and the warehouse gate and watch how an enquiry becomes a delivered load.
02
Map
Documents, approvals, warehouses, branches, roles and 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
The first build is whatever gets the trading floor working soonest.
05
Test
Your own staff put real enquiries, real orders and a month of real invoices through it.
06
Deploy
Go-live follows, with the counter, the warehouse 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.

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
Price lists and quotation history
Share current price lists, past quotations, customer orders and the item master, with supplier rate contracts. The system is shaped around them.
02
Sales, purchase and stores contacts
Each desk names a person who handles queries and tries the screens. A sales promise may clash with purchase terms. The owner decides.
03
Discount limits, credit terms and landing cost
Margin rules, discount limits, credit terms and landing cost components get settled in the middle of the build. Item grouping and brand masters follow. Somebody reviews every module shown.
04
Stock, receivables and courier accounts
Item stock, open orders and customer balances are brought across for launch. Name your accounting package and courier accounts. The owner gives final approval.

What we can build

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 warehouse 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
Accounting software and portal integrations
Multi-tenant distribution platforms

Common questions

Questions owners ask before starting.

What is custom trading and distribution software?

The software is fitted to one trading business: your enquiry and quotation habits, your warehouses, your credit rules and your principals. A package asks you to work its way. The unusual parts are where it costs 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 tax 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 the credit limit?

Yes. The order can be put on hold automatically, and only a person you name can release it.

How are transport documents and electronic invoices generated?

The details can be prepared and pushed through the relevant government portal or a provider connected to it. What the portal allows is the limit, and we check it before committing.

Can invoices and credit notes reach our ledger package?

Usually. Invoices, receipts and masters can be handed over, though how much moves depends on the software and edition you run. 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 warehouse.

Is more than one warehouse supported?

Yes. Stock, transfers, dispatches and sales are tracked per warehouse 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. 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 delivery notes if that is closer to your trade.

Your trade

How we work with this trade.

Building material suppliers

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.

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 you 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.

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.