The rep books an order at the outlet. Whether it reaches the distributor, gets dispatched and gets invoiced is often found out only when the retailer complains.
Secondary sales are sales from the distributor to retailers. Tracking them means following each outlet order from the rep’s visit to dispatch, invoice and payment.
| Measure | Why it matters |
|---|---|
| Orders pending by age | Outlets waiting three days or more are at risk of buying elsewhere |
| Dispatch time from order | Shows which distributors are slow |
| Pending reasons by type | Stock-out, credit hold, route: each has a different owner |
| Cancellations by rep | Repeated wrong orders point to a training need |
For the stock side of the same chain, see distributor stock visibility.
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.
Following each retailer order from the rep’s visit to the distributor’s dispatch, invoice and payment, so nothing is lost between them.
Keep a pending list at each distributor, sorted by age, and check it at the end of the day so outlets still waiting are named.
The distributor records a reason, which reaches the sales executive and rep, or cancels a wrong order so the rep is told.
See it on your own data. Distributor Management System — Dispatch from WhatsApp. Book a 30-minute working session with an engineer.
