Depot Orders and Receiving for Paint Dealers

Stock reaches a paint shop against an order on the company depot or a distributor. This module raises that order, receives the packs and keeps the supplier ledger.

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Raising an order

From the below-level list

Products and pack sizes under their reorder level gather on one list, and an order can be built straight from it rather than from a walk down the shelf.

Towards a scheme or target

The shortfall against a running scheme shows beside the order, so quantity decisions and scheme decisions are taken at the same moment.

Supplier and expected date

Which depot or distributor the order goes to, and the date the shop expects the truck. Pending orders are listed until closed.

Receiving the truck

The invoice from the depot is matched line by line against the order. Packs received, packs short and packs sent that nobody ordered are all entered. Batch numbers go in as the cartons are opened. A leaking tin or a dented bucket is logged at this point, with a photograph if the shop wants one. It then moves to the claim list rather than onto the shelf. Only what passes goes into stock. The godown signs off at the end.

The supplier ledger

Purchases and payments

Every depot invoice and every payment against it, so the amount owed to each company reads without a phone call to the depot.

Credit notes and claims

Breakage claims, scheme credit notes and rate difference notes sit on the same ledger, which is how a disputed balance gets settled.

Rate circulars

When a company revises rates, the new figures are loaded against the products affected. Our staff do that for you on request.

What this module leaves out

Company dealer portals are not connected, so the order is placed there as usual.
Transport and delivery timing rest with the depot and its carrier.
What a breakage claim is allowed is for the company to decide.
Payment terms with each company stay a matter between you and them.

FAQ

Frequently asked questions

Can an order be built automatically from stock levels?

A draft can be put together from the below-level list. Quantities stay with the person placing the order.

What happens when the depot sends less than ordered?

The shortage is recorded against the order line, and the order stays open until it is received or closed off.

Are batch numbers compulsory?

That is for the shop to set. Where they are entered, older batches are shown first when packs are picked.

Can rate revisions be loaded in bulk?

Yes. A circular can be applied across the products it covers, and the earlier rate stays on record.

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