Head office sees distributor stock only when someone counts it, and the count rarely matches. The result is over-stocking and stock-outs at the same time.
Instead of counting, calculate stock continuously from two facts the system already records, and let people correct it with a reason:
| Part | What it is |
|---|---|
| Received | Quantities the distributor actually took, as approved on the gate pass |
| Minus dispatched | Every outlet dispatch marked by the distributor |
| Plus or minus corrections | Leaks, damages, counter sales, each with a reason |
| Equals stock in hand | Per SKU, current, with the time of the last update |
A distributor reports that four cartons of cream leaked. The correction is entered with the reason “4 cartons leaked”, stock drops by four, and the area sales executive sees the same number in the same minute, with the reason attached.
Distributor Management System is a WhatsApp-first DMS. The order a sales rep books on the visit lands on the distributor’s pending list the same minute. The distributor asks “what is pending?” in WhatsApp, in Hindi or English, and one tap marks an outlet dispatched, raises the GST invoice and posts it to the distributor’s WhatsApp group, where the area sales executive and head office see it. If an order cannot go, the distributor gives a reason; if it is wrong, it is cancelled and the rep is told. Stock in hand is kept as gate-pass quantity minus dispatches, plus corrections with a reason; invoices post to each retailer’s ledger and payments clear the oldest invoice first. A daily PDF summary and a 10 pm alert name what is still pending. Access is by registered mobile number and OTP, each role sees only its slice, and every change is in the audit trail.
Calculate it continuously: quantity received on the gate pass, minus outlet dispatches, plus or minus corrections recorded with a reason.
Damages, counter sales and corrections are not recorded when they happen, and head office and the distributor keep separate sheets.
Yes, periodically, to check the calculated figure. They should confirm the record, not replace it.
See it on your own data. Distributor Management System — Dispatch from WhatsApp. Book a 30-minute working session with an engineer.
