Wholesalers and distributors
Different customers pay different prices, most buy on credit, and the money arrives later through reps, M-Pesa and the bank. Crystaline ERP keeps the price list, the credit book and the stock honest at the same time.
From order to collection
Prices per customer type
Every item carries a retail, wholesale and upper price, and additional price lists can be defined and attached to customers. The till picks the customer's level; changing it needs a right.
Selling on account
Invoices carry payment terms and a due date. A customer over their credit limit or with overdue invoices is stopped at the till unless a supervisor authorises it. Quotations convert to invoices; delivery notes record what left the store.
Routes and reps
Customers belong to routes and sales reps. Sales by route and by rep, route sales KPIs and rep commissions come from the same invoices, so the rep's figure and the owner's figure are the same figure.
Collecting the money
Customer payments by cash, cheque, M-Pesa or bank are allocated to invoices. Received M-Pesa messages can be matched in batches. Statements print or email on a schedule, and the aging report shows what is slipping.
Buying and receiving
Purchase orders to suppliers, goods received in bulk units, supplier invoices and payments with allocations, withholding VAT where it applies, and supplier statements.
Selling in different units
Cartons, bales, kilograms and pieces are packs of the same item with their own barcodes and prices. Stock is kept in the base unit; reports show both.
Reports a distributor runs every week
- Aging analysis and due invoices per customer, route or rep
- Sales by customer, by rep, by route and by item with margins
- Customer balances on any date; payments received, linked and unlinked
- Stock status per location and supplier; items below reorder level
- Trading profit and loss per month
Typical setup for a distributor
- Server
- On-site server at the depot; branches or remote stores on a VPN, or a hosted account for everyone.
- Users
- Sales desk on PCs; reps and delivery staff on Android phones for price checks and sales where configured.
- Add-ons
- M-Pesa receipt matching for collections; KRA eTIMS signing of invoices; emailed statements from your own mailbox.