Trading & Distribution
Buy well, ship accurately, collect on time.
Stock valued across warehouses, sourcing that puts suppliers against each other, quotations that survive a renegotiation, dispatch paperwork that matches what left, and standing orders that bill themselves.
This covers the commercial side of distribution. GetBizApps does not run warehouse automation, barcode-driven pick-and-pack hardware or transport routing and fleet telematics. It runs the stock ledger, the buying, the selling, the paperwork and the money around those operations.
Why trading & distribution businesses run on it
Margin you can see per line
Cost of goods sold calculated by the method you actually use and updating as purchases and sales post, so margin is a figure rather than an estimate at year end.
Suppliers put against each other
A request for quote with real line items, a portal vendors apply through, and bids you can compare — instead of the same three numbers by email.
Dispatch that matches the invoice
The challan records what actually went, and carries through to billing, so a part-shipment is a recorded fact rather than a month-end argument.
Standing orders that bill themselves
Repeat customers on a recurring invoice raised overnight, so the first of the month is not a morning of re-keying.
Stock
Goods counted where they are, and valued how you value them.
In distribution, stock is the balance sheet. What it cost, where it sits and how long it has been sitting are the three numbers the business turns on.
Per warehouse, not blended
Quantities held per warehouse, so an order is promised against stock in the location it will ship from.
FIFO, LIFO or weighted average
Cost of goods sold calculated by the method you actually use, updating as purchases and sales post rather than at year end.
Valuation by location
Stock valuation reports break down by method and by warehouse, so you can see which site is holding the capital.
Reorder and ceiling levels
A floor that triggers replenishment and a ceiling that stops over-buying — the two ends of the working-capital problem.
Adjustments with approval
Damages, shortages and recounts carry their documentation and an approval step, so a written-down figure has a reason and a name.
A catalogue with SKUs
Products carry SKU codes, images and current quantities, as a list for scanning or a grid for recognising.
Sourcing
More than three suppliers, and a record of why you chose one.
Buying margin is made at the sourcing stage and lost everywhere else. A process that reaches beyond the incumbent, and leaves the comparison behind, is worth more than a negotiation.
RFx with real line items
Build a request for quote or proposal with as many purchase items as it needs, added line by line rather than as an attachment.
A portal vendors apply through
Suppliers browse published opportunities and apply there, which is how sourcing reaches past the names already in the address book.
Bids you can compare
Applicants answer your questions, upload documents and submit a pricing bid, so responses arrive in one shape instead of six.
Rated and shortlisted
Score each application and move it through stages, so a shortlist is a recorded position rather than a conversation half-remembered.
Negotiations tracked
Schedule and track supplier meetings, each with a pending, confirmed or cancelled status against its application.
Onboarded as a vendor
The supplier you chose becomes a record you can raise a purchase against, with their documents already attached.
Selling
Quotes that survive three rounds of haggling.
Distribution pricing moves with the market and with the relationship. What matters is that last month's price is still findable when the buyer refers to it.
Revision control
Changes kept as versions in a parent-child relationship with automatic numbering, so the original quote is never overwritten.
Compare and roll back
Put two versions side by side to see what changed, and restore an earlier one when the buyer decides they preferred it.
Priced from live stock
Products selected from warehouse inventory with the unit price populated and stock checked as the line is added.
Approval before it leaves
Draft, sent, accepted, rejected — with an approval step, so a discount is signed off rather than discovered later.
Accounts and opportunities
Buyers held as accounts with billing and shipping profiles, and opportunities carrying their value and probability.
Quote to order to invoice
Quotes convert to sales orders and sales orders to invoices, with editing permissions controlled at each step.
Dispatch
Paperwork that says what actually left.
A distributor's disputes are almost always about quantity and timing. Both are settled by a document raised at the moment the goods went, against the order they answer.
Challan against the order
Raise the challan from the order it fulfils, so the dispatch and the commitment behind it stay connected.
Part-shipments, recorded
Item and quantity lines state exactly what went, which turns a partial delivery into a fact rather than a disagreement.
Dispatch and delivery details
When the goods left, how they are travelling, where they are going and whether they arrived — on the document that travels with them.
Goods out on approval
Stock sent out on approval or for processing is documented under a challan, so material off the premises is still on the books.
Billed from what shipped
A challan carries through to the invoice, so billing follows the consignment rather than being retyped from the order.
Challan register
Every challan searchable in one place — what went out, to whom and against which order.
Money
Standing orders, and what is still owed.
Distribution cash flow is a collections problem wearing a sales disguise. The invoices go out reliably; the chasing is what slips.
Invoices that repeat
Set a sales invoice to recur and it is raised on every cycle, so a standing order is not re-keyed twelve times a year.
Costs on the same mechanism
Purchase bills repeat too, so the warehousing and logistics you pay on a fixed cycle are recorded as reliably as the income.
The interval you use
Daily, weekly or monthly, or a custom interval, with a cycle limit so a fixed-term arrangement stops when it should.
Raised overnight
A nightly job generates the documents due, so billing day is not a morning of clicking through a list.
Payments against documents
Money in and out recorded against the invoice or bill it settles, so an outstanding balance is a fact rather than a guess.
Reconciled to the bank
The accounts the money actually moves through, reconciled against what was recorded, which is where a missing receipt surfaces.
The month in numbers
Reporting you stop rebuilding by hand.
Margin, stock cover and receivables are the three numbers a distributor lives by. Once buying, selling and the ledger sit in one system, reading them is a view rather than a rebuild.
Smart Dashboard
Gross margin
17.2%
quarter to date
Stock cover
58 days
across 2 warehouses
Receivables
31
invoices overdue
Dispatches by month
Ready to run
- Product stock report
- Sales invoice report
- Purchase invoice report
- Deal pipeline report
Illustrative view — figures are examples, not customer data.
Whole-business overview
Finance, sales, inventory and operations on one screen, so performance is read across the business rather than warehouse by warehouse.
Profit and margin, properly
True profit and margin for any period, rather than a revenue figure that hides what the goods cost to buy.
Product stock report
Available stock, quantity and value by product, with out-of-stock lines highlighted rather than left to be noticed.
Sales invoice report
Customer bills, payments received and outstanding balances, filtered by customer, warehouse or month — the collections list, ready.
Cash position
Money in and money out with enough forward visibility to see a squeeze while there is still time to act on it.
Customer health
Which buyers are most valuable and which have gone quiet, which is the retention question in a numbers form.
Whichever modules you run
What holds true across the platform.
These are not add-ons you switch on. They are how the Suite behaves once any of it is running.
Switch on what you need
Every capability on this page is an add-on. Start with stock and selling, add procurement when sourcing gets competitive, and leave the rest off.
Warehouse and branch scoping
Records and reports filter by warehouse and branch throughout, so a depot manager reads their own site rather than the group total.
Approvals where they matter
Stock adjustments and outgoing quotations both carry an approval step, so the two places a number can quietly change are the two places somebody signs.
Audit trail with names on it
Modification history with timestamps and user attribution, plus a complete change history on every quotation.
Documents with access control
Supplier agreements, certificates and shipping paperwork in folders with document types and controlled access.
Mobile apps
Several modules have companion mobile apps, so a stock check or an order update does not have to wait for a desk.
AI assistant
Drafting and summarising inside the workflow, with your team reviewing the wording before it goes anywhere.
Payments and integrations
Payment gateways, calendars, messaging and storage connect as add-ons, so the tools already in use stay in use.
FAQ
Trading & Distribution questions, answered.
They share modules because both move goods, but the business is different. Manufacturing covers making and dispatching what you produced, including job work and process mapping. This covers buying to resell: margin on goods you purchased, sourcing that puts suppliers against each other, and the standing orders and collections that follow. If you both make and distribute, run the modules from both.
Yes. Quantities are held per warehouse rather than as one figure, with reorder points and maximum levels per product. Cost of goods sold is calculated by FIFO, LIFO or weighted average and updates as purchases and sales post, and valuation reports break down by method and by warehouse.
Yes. A delivery challan is raised against the order it fulfils and its item and quantity lines state exactly what went, so a partial dispatch is a recorded fact. The challan carries through to the invoice, so billing follows what actually shipped.
Yes. Sales invoices and purchase bills can both recur daily, weekly, monthly or on a custom interval, with a cycle limit for fixed-term arrangements. A nightly job raises the documents that are due.
Pricing is per add-on, per user and per term, so it depends on which modules you switch on and how many people use them. A distributor running inventory, quotations, dispatch and accounting pays for those four rather than for a full suite licence.
One platform, only the parts you run.
Start with the modules on this page and add the rest when you need them. We will walk you through it on your own numbers.