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GullySystem
Distribution · Wholesale and B2B Ordering Software

Dealers order for themselves, and credit, dispatch and returns follow the order.

Give your dealers and retailers a login of their own. Each sees his price list, the scheme running this month and the stock you hold, and places the order himself. It arrives with his credit limit already checked and ready for picking. Backorders stay open, returns come back against the invoice, and a previous order can be repeated in one tap.

Share your requirements
  • Price lists, schemes and dealer credit limits loaded before the first order
  • Open orders, ledgers and item masters migrated from your accounting package or Excel
  • Set up and hosted by the people who wrote it, then supported by them too, over remote video sessions

Dealers place orders through a login of their own, and GullySystem sets it up for distributors and manufacturers. Order desks, packers and the accounts team work from tiered price lists, running schemes, credit limits, backorders, returns and dealer ledgers. A past order repeats in one tap.

Where it breaks today

What goes wrong before the software.

Orders are entered twice

A dealer sends an order by voice note and the office types it into the billing screen. Errors enter at the second step, SKUs are mistyped and quantities change. Nobody can tell which version the dealer meant.

Balances are not visible at order time

A call comes in for an order. What the dealer owes sits in the accountant’s ledger rather than on the order screen, so goods are packed before credit is checked. A bounced or postdated cheque is not on the screen either.

The billed rate can differ from the promised rate

A sales officer quotes last month’s scheme because the new circular arrived late. The invoice goes out at the list rate, and the rebate difference is absorbed. Clawback of a free quantity is argued afterwards.

Stock is not visible to dealers

Stock is a figure in a warehouse register. An unavailable item gets ordered, and the shortage is learned on the day of delivery, when the lorry arrives short.

Part dispatches are not recorded

A load leaves two cartons short. The backorder exists only in the packer’s memory, and the dealer calls when it does not arrive. The unpicked line is never written down anywhere.

Returns are agreed by phone

Damaged cartons come back and a credit is promised by phone. Stock is not updated, no credit note is raised, and the ledgers drift apart. Breakages are argued for months.

How it runs

How the work flows through it, step by step.

Illustration with sample figures. Your screens are built around your own records.
  1. 1

    The dealer signs in

    He opens the system on his phone. His tiered rate list, this month’s scheme and available stock appear on one screen, and he orders from it.

  2. 2

    Credit check

    Outstanding, overdue and his limit appear on the order as it arrives, with any dishonoured cheque flagged. Past the limit, the order waits for you to release it. The release is saved with your name and the time.

  3. 3

    Picking

    The packer works from the order, ticks off what went into the cartons and records what was not on the rack. Short quantity stays open as a backorder. Staging lanes are named by route.

  4. 4

    Dispatch

    The delivery note carries what actually left, with the lorry and consignment number, or the waybill where one is needed. A part dispatch keeps the balance live for the second trip.

  5. 5

    Invoice and ledger

    Billing is built from the dispatched lines at the rate his list held on the day of the order. The invoice reaches him on WhatsApp, and his ledger updates when the receipt is entered, with any unallocated payment shown apart.

  6. 6

    Repeat order

    He opens his order history, picks a previous order, changes a few lines and sends it. A sales officer can do the same on behalf of a dealer, and the preorder for a peak season is built the same way.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Dealer and retailer logins

Give each dealer, retailer, stockist or distributor a login tied to his territory, price list and ledger, showing only his own business. No buyer reads another’s rates.

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Price lists by kind of buyer

Maintain tiered lists for retail, dealer, project and special rates. Every rate carries the date it applies from, so an invoice from last month still reads at last month’s price.

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Schemes with a stop date

Set quantity slabs, free quantity, seasonal offers and exchange bonuses with start and end dates. What was given is printed on the invoice as its own line, and rebate claims are drawn from those lines.

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Available stock on the order screen

Show available quantity by SKU and warehouse, with quantity committed to other orders deducted. You choose whether dealers see the number or only in stock and out of stock, and replenishment dates can be shown.

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Credit limit and hold

Show limit, outstanding and overdue while the order is placed. Orders past the limit are held for a person to release, with the release recorded. Payment reminders go from the same screen.

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Order to dispatch

Move orders through confirmed, picked, part dispatched and closed, so the order desk can say where an order has reached without phoning the staging bay.

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Picking and packing lists

Prepare a pick list by order or delivery route with pack sizes as your warehouse counts them. Short quantity is entered by the packer. Putaway and stocktake counts use the same rack names.

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Part dispatch and pending quantity

Send what is ready and leave the rest open on the order. The pending quantity sits on a backorder list that the dealer can read, and that the second trip closes line by line.

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Returns and claims

Raise damage, shortage or scheme claims against the invoice with photographs and follow them to settlement. A credit note returns the goods to stock by the same count, with breakages kept apart from resaleable stock.

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Order history and repeat orders

Keep every order with its date and rates. Reopen, edit and resend any of them as a fresh order, so a standing monthly purchase takes two taps and not a phone call.

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Ordering on a customer’s behalf

Let a sales officer place an order in a dealer’s name, saved with a note of who keyed it. The dealer’s own login can later repeat that order without help.

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Ledger and statements

Show bills, payments and overdue amounts, the same figures your accounts team reads, with unreconciled receipts marked. Dealers download their own statement without asking the office.

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Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

  • Dealer and Distributor Portal

    Each dealer, retailer or distributor logs in tied to his territory, price list and ledger, and sees only his own business.

  • Price Lists and Schemes

    Separate lists for retail, dealer, project and special rates each carry an effective date, so billing applies the rate valid for that buyer.

  • Credit Limits and Control

    The order screen shows limit, outstanding and overdue while the order is placed, and orders past the limit are held until a person releases them.

  • Order Management

    Orders move through confirmed, picked, part dispatched and closed, so the order desk reports status without visiting the warehouse.

  • Sales Returns and Credit Notes

    Damage, shortage or scheme claims are raised against the invoice with photographs, followed to settlement, and a credit note returns goods to stock.

  • Warehouse Management

    The warehouse prepares pick lists by order or delivery route in the pack sizes it counts, and the packer enters any short quantity.

  • Territory Management

    Each login is tied to a territory, so a dealer or retailer sits under the area that covers him and sees that territory’s rates.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

All solutions

Every part of the system, by area.

Take the modules you need. Each one works on its own or inside a larger system built for you.

AI by department

Connections

Tools it connects to.

Each connection is scoped for your own account, one data flow at a time.

More on this product

Topics beyond the modules.

Each page covers one part of how the system is used, connected or controlled.

Views by Role for Wholesale and B2B Ordering

Dealers, sales officers, order desk clerks, storekeepers and accounts assistants all work on the same orders, and each sees the lines, holds and balances that concern their own task.

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Reports for Wholesalers and Distributors

These reports cover orders, credit holds, backorders, schemes, outstanding, quiet dealers and returns, and they come from the orders already placed, so nobody builds them by hand.

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Connections for B2B Ordering Software

The ordering system connects to your accounting package, WhatsApp, SMS and payment gateways, and to a transport document provider where your country requires one for waybills.

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Who uses it

One system, each person sees their part.

For dealers and retailers

See your rate, your scheme, what is in stock, your ledger and your last order, and order at a time that suits you, even when the office is closed.

For sales officers

See the dealers on your route, who has gone quiet this month and who is on hold. Place orders for those who prefer not to use a phone, and note any claim on the visit.

For order desk clerks

See today’s orders in one list: held, ready to pick and part dispatched. No order reaches the warehouse without review, and no credit hold passes without a name.

For storekeepers

See the pick list for the day by order or route. Enter short quantity as it happens, and raise the delivery note against what left on the lorry, not what was planned.

For accounts assistants

Prepare invoices from dispatched lines, record receipts, issue credit notes for returns and keep ageing aligned with the ledger the dealer reads, including any proforma still unpaid.

Reports

The numbers the owner asks for.

  • Orders by dealer, territory and day
  • Orders held on the credit limit, and who released each one
  • Pending quantity: ordered, dispatched, still owing
  • Scheme and discount given, dealer by dealer
  • Dealer outstanding with ageing, oldest bill first
  • Dealers who have not ordered this month
  • Returns and credit notes against their invoices
Good fit

Who this is built for.

  • Wholesalers and distributors selling to a few hundred retailers on credit
  • Manufacturers whose dealers still order by voice note and phone call
  • Traders running more than one rate list: retail, dealer and project
  • Distributors with a warehouse and a field team taking orders on the road
  • Businesses where part dispatches and returns are normal rather than rare
  • Suppliers whose dealers want a ledger they can read for themselves
Honest answer

When it is not the right choice.

  • A shop selling to walk-in buyers at one printed rate. That is a consumer store, and our e-commerce work is the better fit for it.
  • Deciding who deserves credit. The software holds the limits you set and records who released an order past them, and it will not tell you which buyer to trust.
  • A wholesaler with eleven regular customers and one man who knows every one of them. A diary is honest enough there, and cheaper.
Made to fit

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.

Your lists and schemes

Item masters, pack sizes, every price list you run and the schemes live this month are loaded with their dates before a dealer sees a screen.

Balances brought forward

Dealer outstanding, credit limits and open orders come across from your accounting package or a spreadsheet, so ageing starts from real bills. Postdated cheques are listed too.

The words your dealers use

Items appear under the names used on the phone. Cartons, bundles, pieces and metres are counted the way your warehouse counts them, with the pack size shown on every line.

Getting dealers onto it

It runs beside the existing way. The sales officer keys orders for those who will not log in, and a WhatsApp link brings willing dealers across gradually. Nobody is forced.

Training and support

Order desk, warehouse and accounts staff practise with real orders on the same screens they will work in daily. Hosting, backups and later changes stay with our team, who update rate lists on request.

Works alongside

  • Accounting package export
  • WhatsApp
  • SMS
  • Payment links and gateways
  • Transport document through your provider
Common questions

Questions owners ask before a demo.

Will it work when half our dealers will not log in?

Only if it runs beside the old way rather than instead of it. Your sales officer keys in their orders from the same screen, and a WhatsApp link brings the willing ones across over a few months. Send us your dealer list with who orders by phone, and we will estimate how many would actually log in.

Can dealers see what is really in stock?

Yes. Available quantity per SKU and warehouse sits on the order screen, with quantity committed to other orders deducted. Some wholesalers prefer dealers to see only in stock or out of stock, and that is a setting.

Can it stop an order from a dealer who has crossed his limit?

It holds the order and waits. His limit and outstanding sit on the screen, and the release is saved with a name, a reason and a time. The limit itself is yours to set.

Can our salesman place an order for a dealer?

Yes. He picks the dealer, and the order is written in that dealer’s name at that dealer’s rate. Who keyed it is saved.

What happens when only part of the order can be sent?

The dispatch note records what went on the lorry. The balance stays open as a backorder on the order and on the pending list until the second trip closes it. The dealer sees the same pending figure you do.

Will our accounts stay in our accounting package?

They can. Invoices, credit notes and receipts leave as a file your accountant imports under his ledger names. Orders, picking, backorders and dealer statements stay here.

Can our dealer balances be moved across?

Yes. Dealers, limits, item rates, open orders and bill-wise outstanding are pulled from your accounting package or Excel before go-live. A few of your largest dealers are checked line by line, with their postdated cheques.

Will a dealer manage this on his phone?

It is built for a phone first. A laptop shows the same screens with more on each. Older dealers often start by repeating the previous month’s order in two taps, then move to a fresh preorder.

Who owns the order and ledger data?

Your firm does. You can take a full copy whenever you ask, and the written proposal says how.

What does it cost?

The quote follows how many dealer logins there are, the warehouses you run and whether picking and dispatch are switched on. Price lists by buyer kind, schemes and dealer balances to bring forward add work. There is no published free trial or live demo, so your own kinds of order are walked through in discovery. Each module is priced apart.

How soon can dealers start ordering through it?

Dealer logins, price lists by buyer kind, stock on the order screen and credit limits with holds go live together, and dealer ordering leads. Dispatch, part shipments, returns and ledger statements come after. The proposal lists the order and gives dates.

What should the business have ready before dealers are invited?

Have the dealer list with territories, the price lists and the schemes now running. Add dealer balances with ageing and a sample picking list, challan and return claim. Name a sales officer, an order desk clerk, a storekeeper and an accounts assistant to answer questions. Accounting package access is needed.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Inside this product

Every part, on its own page.

Each page covers one part of the system: what it records, who uses it and what it hands on.

Industries

Built for.

The trades this product is set up for. Pick yours to see how the work runs there.

Related

Related products.

Selling online

Selling these goods online as well?

These e-commerce pages describe the online side: the storefront, dealer ordering and the connections to a system like this one.

Your requirements

See Wholesale and B2B Ordering Software set up around your records.

Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. 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.

Share your requirements