# Distribution ERP: Stock, Schemes, Collections | BeatOS > Distribution ERP for distributors and stockists: godown stock with batch and expiry, schemes, credit limits, GST billing, e-way bills and collections. URL: https://beatoserp.com/beatos/industries/distribution [Home](https://beatoserp.com/beatos) / [Industries](https://beatoserp.com/beatos/industries) / Distribution Distribution Buy, stock, sell, collect # Every godown, every outlet, on one ERP. For distributors, stockists, C&F agents and wholesalers. Buy from principals, keep stock by godown and batch, apply schemes and credit limits on every order, bill with GST and collect on time, with your salesmen in the market on the same records. [Book a demo for distribution](https://beatoserp.com/beatos#demo) See one order, end to end - Every godown, one view - Schemes and credit checked - Margin by brand and outlet Pune depot · today Live Sample data 86 Orders ₹14.2L Billed ₹6.8L Collected 11 Below reorder SO Shree Traders, Nashik · 40 cartons Scheme 10 + 1 applied · from the salesman's phone Picked CR Om Agencies · new order ₹ 2.1 L overdue beyond 45 days Credit hold PO Reorder to principal · 6 items Raised from reorder levels · needs approval Approval EX Batch B-0912 · 140 cases Expires in 21 days · pick this batch first Near expiry Key features ## Everything a distributor runs on, in one place. From the purchase order to the principal to the payment from the last outlet, every step is a linked record on one database. ### Purchase from principals Orders raised from reorder levels, approved by amount and received by batch into the right godown. - Reorder-driven buying - Landed cost on every receipt - Purchase returns ### Stock across godowns Every depot, godown and van as its own location, with transfers and projected stock. - Godown-wise stock and value - Inter-godown transfers - Pick lists for each order ### Batch and expiry Batch numbers with expiry dates, picked first-expiry-first-out so stock is sold before it dates. - Near-expiry alerts - Batch on every invoice - Expired stock returns ### Price lists and schemes Rates by customer group, slab discounts and free-item schemes applied on every order. - Retailer, wholesaler, institution rates - Buy 10 get 1 schemes - Same price on phone and desk ### Credit control A credit limit and payment terms for every outlet, with orders held when the limit is crossed. - Credit check on every order - Holds released by approval - Overdue by days ### Orders from anywhere Orders taken at the billing desk, by phone, or by salesmen in the market on the BeatOS app, even offline. - One order screen everywhere - Stock shown before promising - Repeat-order suggestions ### GST billing and e-way bills Invoices with the right tax split, e-invoice IRN and e-way bill, printed the way your customers expect. - E-invoice and e-way bill - Credit notes for returns - GSTR-1 and 3B ready ### Collections and receivables Outstanding by outlet and invoice, followed up by call or visit, and payments matched bill by bill. - Receivables ageing - Cheque, UPI and cash - Collection by salesman One order, end to end ## From the principal to the outlet, and back to the bank. An example from an FMCG distributor. Each step creates a linked record, so stock, money and GST always agree. ### Replenish 01 Reorder alert Six items fall below their reorder level at the Pune godown, and a request is raised by itself. Material request System 02 Order to the principal The purchase order is approved by amount and sent to the company's depot. Purchase order Purchase 03 Receipt with landed cost Goods come in by batch and expiry; freight and unloading are added to the item cost. Purchase receipt Landed cost Godown ### Sell 04 Order at the outlet The salesman takes the order on his beat, with the outlet's price list and stock in hand. Sales order Salesman 05 Scheme and credit check The 10 + 1 scheme applies by itself; an outlet over its limit is held for approval. Pricing rule Credit limit System 06 Stock reserved Confirmed orders reserve stock, so the next salesman sees what is really free to sell. Projected stock Billing desk ### Deliver and bill 07 Pick by expiry A pick list sends the godown to the oldest batch first, route by route. Pick list Godown 08 Dispatch with e-way bill The delivery note goes out with the vehicle number and e-way bill. Delivery note E-way bill Dispatch 09 GST invoice Billed the same day with the batch on each line and the e-invoice IRN. Sales invoice Billing desk ### Collect and close 10 Collection follow-up Overdue bills are called or visited; the salesman sees what each outlet owes before he walks in. Receivables Accounts, salesman 11 Payment and returns Payments are matched invoice by invoice; damaged or expired goods come back on a credit note. Payment entry Credit note Accounts 12 Margin by brand Gross profit by brand, outlet and salesman, worked out from real landed cost. Gross profit Owner Selling to projects or institutions? The same chain handles quotations, phased deliveries and longer credit terms. Inventory ## Stock that turns, not stock that sits. Money in a distribution business is mostly stock. BeatOS ERP shows which brands are moving, which are slow and which are about to run out or expire, godown by godown. - Reorder levels and safety stock that raise requests by themselves - Projected stock: on hand, on order and already promised - Days of stock and turnover by brand and godown - Slow, dead and near-expiry stock flagged before it costs you Stock health · Pune depot Sample data | Brand | Stock value | Days of stock | Status | | Brand A · Biscuits | ₹ 8,40,000 | 18 | Healthy | | Brand B · Edible oil | ₹ 6,12,000 | 6 | Reorder | | Brand C · Detergent | ₹ 3,96,000 | 64 | Slow | | Brand D · Snacks | ₹ 46,000 | 21 | Near expiry | Why an ERP ## Why distributors move off spreadsheets and billing software. Billing software prints invoices. An ERP runs the business around them: what to buy, what to push, who to chase and what you actually earned. ### One view of the business Stock, sales, purchases and money on one screen, by godown, brand, salesman and outlet. ### No retyping, fewer mistakes The salesman's order becomes the pick list, the invoice and the ledger entry without being keyed again. ### Grow without the chaos Add a godown, a new principal, more salesmen or a second firm without changing systems. ### Better service to your outlets The right price, fewer short supplies and faster delivery keep retailers ordering from you. ### Decisions from live numbers Margins, ageing and stock health are current every morning, not after the month is closed. ### Only what you need Start with billing, stock and collections, and switch on more modules as the business grows. Reports ## Know your margin and your money, every day. Reports read live records, so the owner sees today, not last month. Gross profit By brand, item, outlet and salesman Stock balance by godown Quantity and value Stock ageing Slow and dead stock Near-expiry batches Sell or return before it dates Projected stock On hand, on order and promised Receivables ageing Who owes what, and for how long Credit position Limit, used and overdue by outlet Sales by territory Beats, salesmen and targets Purchase by principal What you bought, at what rate Pending orders Ordered, not yet delivered Delivered, not billed Nothing slips through GST registers Sales, purchases and returns BeatOS ERP for distributors ## Buying, godowns and billing, in one ERP. The depot, the billing desk and the salesmen in the market share the same stock, prices and credit limits. ### Purchase and landed cost Orders to principals and suppliers, receipts by batch, and freight added to cost. - Reorder-driven buying - Landed cost - Purchase returns [Explore →](https://beatoserp.com/beatos/erp/trading) ### Godowns, batch and expiry Stock in every godown with batch and expiry, transfers and pick lists. - First-expiry-first-out - Inter-godown transfers - Near-expiry alerts [Explore →](https://beatoserp.com/beatos/erp/stock) ### Schemes, prices and credit Price lists, slab discounts, free-item schemes and credit limits on every order. - Schemes applied for you - Credit holds - Payment terms [Explore →](https://beatoserp.com/beatos/erp/selling) ### GST billing and collections GST invoices with IRN, e-way bills, and overdue followed up invoice by invoice. - E-invoice and e-way bill - Receivables ageing - Margins by brand [Explore →](https://beatoserp.com/beatos/erp/gst) [Trading & Distribution ERP in detail →](https://beatoserp.com/beatos/erp/trading) In the market ## Your salesmen work on the same records. Beat plans, outlet visits, orders and collection calls happen in the BeatOS app, and land on the same stock, prices and outstanding the office sees. In the field · BeatOS app In the office · BeatOS ERP The same record moves through every step, so nobody types it twice. - 1. Beat plan Today's outlets, in route order BeatOS app · Visits & Beats - 2. Outlet visit GPS check-in, shelf photo BeatOS app · Visits & Beats - 3. Order on the phone Price list and schemes applied BeatOS app · Sales Order - 4. Dispatch From the right warehouse BeatOS ERP · Delivery Note - 5. GST invoice Billed the same day BeatOS ERP · Sales Invoice - 6. Collection call Overdue chased, payment logged BeatOS app · Telecalling Challenges and solution ## Where distributors lose money, and what changes. Read it left to right: the problems we hear most, what we set up in BeatOS ERP, and what your salesmen get. 1 The challenge Where money leaks today - Some brands run out while others sit for months. - Stock expires in a corner of the godown. - Schemes and rates differ between the salesman and the bill. - Credit is given to outlets that already owe too much. - Nobody knows the true margin after freight and schemes. 2 We set up BeatOS ERP One record for the whole depot - Items, brands and price lists - Godowns, batches and reorder levels - Schemes and credit limits - Purchase and landed cost - GST billing and e-way bills - Receivables and accounts 3 BeatOS adds in the market What your salesmen do on the phone - Beat plans and outlet visits with GPS proof. - Orders with the same prices, schemes and stock. - Outstanding shown before every visit. - Collection calls and payments logged. - Daily activity and beat adherence for managers. The result Every outlet covered, every order billed right, every rupee followed up. The apps ## What distribution teams use most. Start with the apps that fix your biggest problem, and switch on more later. Click an app to see it in detail. Specialised setups ## Ready-made for parts of distribution. We have deeper setups for these trades, with their own forms, reports and workflows. [Agri inputs & organicsDealer beats across talukas, calls and collectionsSee the specialised setup →](https://beatoserp.com/beatos/industries/agri-inputs)[Building materialsProjects, decision makers and phased ordersSee the specialised setup →](https://beatoserp.com/beatos/industries/building-materials)[FMCG distributionBeats, van sales, schemes and collectionsSee the specialised setup →](https://beatoserp.com/beatos/industries/fmcg) How we implement ## From first study to ongoing support. Six steps, run by the BeatOS team with yours. We start with your item list, godowns and schemes, and move your billing across without stopping the depot. Before go-live After go-live - 1 [StudyYour principals, godowns, schemes and credit rulesERP Implementation](https://beatoserp.com/beatos/services/erp-implementation) - 2 [ConfigurePrice lists, schemes and reorder levels on your dataERP Implementation](https://beatoserp.com/beatos/services/erp-implementation) - 3 [MigrateItems, batch stock and outstanding from Tally or ExcelData Migration](https://beatoserp.com/beatos/services/data-migration) - 4 [TrainBilling desk, godown, accounts and salesmenTraining](https://beatoserp.com/beatos/services/training) - 5 [Go liveWith our team alongside yoursERP Implementation](https://beatoserp.com/beatos/services/erp-implementation) - 6 [SupportOngoing help, changes and updatesSupport & Hosting](https://beatoserp.com/beatos/services/support-hosting) FAQ ## From distribution teams Tell us how your depot works today, and we will show it running in BeatOS ERP. [Book a demo →](https://beatoserp.com/beatos#demo) **Can we keep stock in several godowns and vans?** Yes. Each godown, depot or van is its own location with stock, value and transfers, and reports show each one or the total. **Do schemes and discounts apply automatically?** Yes. Customer-group rates, slab discounts and free-item schemes apply on orders and invoices, at the billing desk and on the salesman's phone. **Can orders be stopped when an outlet owes too much?** Yes. Every outlet has a credit limit and payment terms, and orders above the limit are held until someone approves them. **Can we track batch and expiry?** Yes. Items can be batch-wise with expiry dates, picking follows first-expiry-first-out, and near-expiry stock is reported in time to sell or return it. **Does it generate e-invoices and e-way bills?** Yes. The IRN and e-way bill are generated from the invoice or delivery note, with the vehicle and transporter details. **Can we see the real margin after freight and schemes?** Yes. Freight and unloading are added to item cost on receipt, and the gross profit report shows margin by brand, outlet and salesman. **Can salesmen take orders without signal?** Yes. Orders, visits and payments are saved on the phone and sent when the network returns, with their real time and place. **Can managers see beat adherence?** Yes. Planned against visited outlets, by salesman and territory, every day. Related industries ## Also configured for teams like yours. ## See your depot running on BeatOS ERP. Bring your item list and one month of sales. We will show stock, schemes, credit and margins on it. [Book a demo](https://beatoserp.com/beatos#demo)[Trading ERP in detail](https://beatoserp.com/beatos/erp/trading)