Distribution

Stock, credit and collections that agree across branches.

A distributor makes money on volume and loses it in the gaps - stock that moved between branches without a record, a customer who went past their limit, a payment that came in but was never matched to an invoice. The right system closes those gaps by putting every branch, van and receipt on one ledger.

6 - 12 weeks: live branch by branch
Every branch: on one stock ledger
Credit limits: enforced at the order, not after

What you get

What we set up for a distributor

The aim is that the owner can see stock, debtors and margin for every branch without phoning anyone, and that the month end is a check rather than an investigation.

Multi-branch stock

Warehouses for every branch and van, with transfers recorded in transit, so stock is never in two places at once or in none.

Route and van sales

Sales reps selling and collecting from a van or on a route, on a phone, with stock and cash reconciled at the end of each day.

Price lists and promotions

Prices by customer group, region or volume, and promotional schemes applied automatically, so discounts are a policy rather than a negotiation at the counter.

Credit control

Credit limits and terms per customer, enforced when the order is raised, with ageing reports and statements that go out on their own.

Collections matched to invoices

Mobile money, bank and cheque receipts matched to the right customer and invoice, so the debtors ledger agrees with what has actually been paid.

Purchasing and reorder levels

Reorder levels per branch, supplier price history and purchase approvals, so buying is driven by what is selling rather than by who shouts loudest.

Right for you if

You run more than one branch or warehouse and stock never quite agrees
You sell on credit and debtors are chased from memory
Collections arrive by mobile money, bank and cheque and are matched by hand

Not the right buy if

You sell from one shop for cash - a point of sale with eTIMS is the better buy

How it runs

What happens, step by step

An implementation is not finished when the screens work. It is finished when your opening balances, stock and customer ledgers agree with the books you are leaving, your invoices clear eTIMS, and your team can close a month without calling us.

01 Count what you have Opening stock per branch and opening balances per customer, agreed before anything else, because every later number depends on them.

02 One branch first The head office or largest branch goes live first, with the rest following once the process has been proven on real trade.

03 Vans and routes last Mobile selling goes live once the branch stock is right, so the reps start on numbers they can trust.

What it costs

What it costs to get started

Starting prices. The final figure is fixed in writing before any work starts, and does not move once it is. ERPNext has no licence fee per user.

Distribution implementation

one-off, up to three branches

From KES 600,000

From USD 6,000 billed internationally

Accounts, stock, purchasing, sales, price lists and credit control. Route and van sales, more branches and a customer portal are quoted on top.

Never the whole fee upfront - the last payment falls due on delivery

Before you commit

What people ask about distribution

Can our reps work where the network is poor?

Yes. Mobile selling can be set up to record orders and collections offline and sync when the phone reconnects, with stock checked against the van at the end of the day.

We run several companies from the same office. Is that a problem?

No. ERPNext handles several companies in one installation, each with its own books, with consolidated reporting and inter-company transfers between them.

Can customers see their own statements and place orders?

Yes. A customer portal can show statements, invoices and order history, and accept repeat orders, which takes a large share of routine calls off your team.

How do you handle the switch without stopping trade?

By cutting over at a month end, branch by branch, with a stock count on the day. Trading carries on; the old system is simply read-only from the cut-over date.

Every question we get asked is on one page, if you would rather read the lot.

The rest of the system

Everything else we set up

Each of these runs on the same system, so what you start with is the foundation for what comes next.

ERP implementation Accounts, stock, sales, purchasing, payroll and eTIMS on one system, set up, connected and looked after by people still here next year. Overview eTIMS Every invoice through eTIMS, the moment it is raised. Payroll Payroll that keeps up when the deductions change. Manufacturing Know what each unit actually cost to make. Support and recovery Your system, looked after - or put right.

Talk to us about distribution

The call is free, and ends with a straight answer on whether this fits, how long it would take, and what it would roughly cost.

Free 30-minute call
Fit, timeline and budget range
A straight answer if an ERP is wrong for you

Or reach us directly

Weekdays, and we answer the same day.