One system for truck receipts, grade stock, farmer sales, credit and the sale register.
Manage company allotments, truck receipts counted by grade, warehouse stacks, farmer sales, seasonal credit, farm deliveries and the sale register in one system. Each 50 kg bag is followed from the company invoice to the farmer’s receipt, so a shortage at unloading or a urea bag handed over as DAP is caught the same day. Counter, shed and owner read one set.
- Grade list, pack sizes and company names entered as printed on the bags
- Farmer list, unpaid credit and warehouse stock keyed in before the first live bill
- Register columns agreed with your office and matched to what the regulator asks to see
Fertiliser dealers and agri input shops keep truck receipts, grade stock, farmer sales and seasonal credit inside Fertiliser Dealer Management Software from GullySystem. Bags are counted by grade against the company invoice at the gate, sales name the farmer and crop, and the sale and stock registers are kept from those entries.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Allotment and indent
The dealer notes what the company has allotted by grade for the season and what is yet to be lifted, then places the next indent from those figures. Figures come first.
- 2
Truck at the gate
The storekeeper counts bags by grade against the company invoice and checks the stitching, the stencilled grade and the batch mark. Any shortage, torn sack or wrong grade is recorded before the driver signs. The driver waits.
- 3
Stacking
Bags go onto wooden dunnage in a shed bay, grade by grade, with the stack and bay recorded so the counter sees where each lot sits. Nothing is lost in the shed.
- 4
Sale
At the counter the farmer asks for a grade, the bill names the farmer, the survey plot and the crop, and the sale register entry is created from that same record. Part payments stand as seasonal credit. Entries follow the bill.
- 5
Delivery
Bags for a village are loaded on a tractor trolley or a pickup, the count is noted, and the person who received them is recorded on return. Receivers are named.
- 6
Month end
The stock register, sale register and credit book are read together, torn-bag write-offs are reviewed, and dues are chased with the oldest first. Gaps get noticed.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Goods Receipt (GRN)
The count at the gate is booked against the company invoice by grade, and shortages or wrong grades are recorded before the driver signs.
- Warehouse Management
Stock is held by grade, bay and stack, so the counter knows which shed to send a loader to for forty bags.
- Purchase Order Management
Allotments, lifted quantities and pending balances sit beside each indent, so the next order to the company is placed against real figures and not a remembered total.
- Audit Trail
Every register entry keeps who made it, when, and any later edit, which helps when the inspector reads the book.
- Credit Limits and Control
Limits and promised dates travel with each farmer, and the counter sees the open balance before it releases another bag of urea or potash on credit.
- Collections and Payment Follow-Up
The overdue list is ordered by promised date, with the last conversation and the next call noted against each farmer, so the phone call picks up where the last one stopped.
- Vehicle and Trip Management
A tractor or pickup run records bags loaded, villages visited and bags dropped, so a loss on the road is visible.
- Stock Tracking and Alerts
Hardened and torn bags leave saleable stock with a reason, and a reorder alert fires when a grade runs low.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
Read stock by grade, shortages by truck, credit past its date and write-offs by month without walking the shed with a torch. The walk is optional.
For the storekeeper
Count trucks at the gate, record the stack for each grade, and write down every torn or caked bag with its batch mark and a reason. Every bag is named.
For counter staff
Find the farmer, see the crop and the open balance, and bill the grade with the register entry made at once. Entries are already made.
For delivery crews
See the day’s runs by village and mark each drop with the receiver’s name. Drops are never guessed.
For the accountant
Read sales, company payables and farmer dues, and export them for the books. Nothing is retyped.
The numbers the owner asks for.
- Trucks received with shortages and torn sacks, by company and invoice
- Stock by grade, pack size and warehouse stack
- Company allotments against bags lifted and pending
- Sale register entries by date, grade and farmer
- Seasonal credit by farmer and village, oldest balance first
- Delivery runs with bags loaded against bags dropped
- Write-offs for caked and torn bags, by grade
Who this is built for.
- Retail fertiliser shops serving growers in a block
- Agri input dealers who also stock crop care products
- Cooperative society stores that supply member farmers
- Wholesale dealers who supply village sub-dealers
- Company depots that sell directly to farmers
When it is not the right choice.
- A shop that sells a few bags each week from a single shelf, with no credit and no deliveries, can use a bound register.
- Manufacturers that blend, bag or granulate fertiliser in a plant, with a bagging line and raw material silos, will find Animal Feed Manufacturer Management Software or manufacturing products closer.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- Weighing scale
- Card and payment gateway
- Accounting export
Questions owners ask before a demo.
Can the yard record bags by grade while the truck is still there?
Yes. The storekeeper enters the count against the company invoice on a phone or at a desk. A gap shows up before the driver leaves, so the shortage is written on the delivery slip while the truck still stands at the gate.
How does it keep similar grades from being mixed?
Each grade has its own code, stack and rate, and the bill names the grade. Stock by stack is shown at the counter, so the person handing over bags checks the same name the shed uses.
Can it keep the sale register our regulator expects?
The register is built from your bills and receipts. The columns and buyer details your regulator wants are agreed with your office and reviewed with a sample page during implementation, before any live bill.
How are damaged bags treated in stock?
They are written down by grade, count and reason, and leave saleable stock at once. The owner reads the list at month end and sees which stack leaked.
Does it handle seasonal credit for farmers?
Yes. Each farmer carries a limit and a promised date, and the counter sees both before it sells again, with every part payment applied to the oldest due first.
Can we plan delivery runs to villages?
Yes. A run lists the villages, the farmers and the bags loaded, the crew marks each drop and who received it, and the totals are compared when the trolley returns.
We hold stock in more than one warehouse. Is that supported?
Yes. Stock is kept by warehouse and bay, and a transfer between sheds is a recorded movement and not an edit to a number.
What would it take to move from our paper registers?
Farmers, open credit and opening stock by grade are loaded from your ledger and checked by your office against a physical count. We agree the cut-over date on a quiet day outside the sowing peak.
How do we begin?
Share your requirements with us. The quotation that comes after reflects your users, warehouses and sale volumes, so it is written for the shop you run and not for a standard package.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Fertiliser Dealer Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
Share your requirements