Run Your Distribution Business From Purchase to Collection.
Purchases, batch-wise stock across godowns, dealer orders, partial deliveries, GST invoices and collections, in one connected ERP, so every pending quantity and every pending payment is visible.
AYBN ERP — From Lead to Ledger, Everything Connected.
- Purchase invoiceStock in, by store and batch
- Sales orderThe dealer’s order, line by line
- Partial deliveryChallans in parts, pending tracked
- Sales invoiceBuilt from one or more challans
- CollectionAllocated to the dealer’s invoices
Where distribution businesses lose time, stock and money.
Distribution runs on many SKUs, many dealers and many part-dispatches. Every handover kept in a separate register is a place where something slips.
Partial deliveries nobody can follow
A dealer orders 100, you dispatch 60 this week and 25 next week. Which order still has 15 pending?
Challans that never get billed
Goods leave on a challan, but the invoice is typed later from memory, or not at all.
Stock spread across godowns
Each godown keeps its own count, so the sales desk promises stock that is in the wrong place.
Batch and serial numbers on paper
Which batch went to which dealer, and at what cost, lives in a notebook or a spreadsheet.
Collections chased from memory
Payments arrive as lump sums. Matching them to dealer invoices is a month-end job.
Sales, stock and accounts disagree
The billing tool, the stock register and the accountant’s books each tell a different story.
From the supplier’s bill to the dealer’s ledger, one connected flow.
Each step starts from the one before it, so the dealer, items, quantities, batches and amounts are never typed twice.
The distribution workflow in AYBN ERP
- Purchase Order
- Goods Receipt
- Purchase Invoice
- Batch / Serial Stock
- Sales Order
- Partial Delivery
- Sales Invoice
- Collection
- Customer Ledger
A supplier’s bill can also be entered directly, without an order or receipt.
Purchase order and goods receipt
Approve the order before it goes to the supplier, then receive it in one or more lots into the godown, with batches.
Purchase Orders module pagePurchase invoice
Create the supplier’s bill from the receipts, or enter it directly with its godown, batch and cost. It posts GST, the payable and the journal.
Purchase Invoicing module pageBatch / serial stock
Stock is held by godown and batch. Serialised items keep a serial register; serial capture on documents is upcoming.
Batch Management module pageSales order
Record the dealer’s order with items, quantities, prices, discounts and tax.
Sales Orders module pagePartial delivery
Raise as many challans as you need against the order, from any godown and batch. Pending quantity updates on every line.
Sales Orders module pageSales invoice
Build one GST invoice from one or more challans without retyping lines, with e-Invoice and e-Way Bill through your GSP.
Sales Invoicing module pageCollection
One receipt is allocated across several of the dealer’s invoices, with any advance tracked.
Banking & Payments module pageCustomer ledger
Every invoice, return and receipt lands in the dealer’s ledger and the receivables ageing report.
Accounting module page
Entered once: The dealer, the items, the batches and the amounts are entered once, on the order. Challans, invoices, receipts, journals and GST reports are built from that same record, so nobody reconciles three registers at month end.
The AYBN ERP capabilities behind a distributor’s workflow.
Each one answers a specific distribution problem.
Sales orders with partial deliveries
Problem: Part-dispatches lose track of what is still owed to the dealer.
Pending quantity per order line, updated by every challan. The order completes itself when the last unit leaves.
Learn more about Sales OrdersInvoices from challans
Problem: Delivered goods are billed late, or never.
Build one invoice from one or more challans. Lines carry over, and a challan cannot be billed twice.
Learn more about Sales InvoicingMulti-godown, batch-wise stock
Problem: Stock is promised from the wrong godown.
Stock by store and batch, transfers between godowns, and users limited to the stores they work in.
Learn more about InventoryBatch cost from purchase to delivery
Problem: Nobody knows which batch went where, or what it cost.
Each purchase batch carries its cost, and challans and invoices pick the batch that leaves.
Learn more about Batch ManagementReceivables and dealer ledgers
Problem: Collections are matched to invoices by hand.
Allocate one receipt across many invoices, track advances, and see receivables ageing by dealer.
Learn more about Banking & PaymentsGST, e-Invoice and e-Way Bill
Problem: Dispatch paperwork and GST returns are prepared separately.
Place of supply and GST split on every invoice, GST reports and GSTR-1 JSON, and e-Invoice / e-Way Bill through your GSP.
Learn more about GSTPurchase orders and goods receipts
Problem: Supplier orders and partial receipts are followed up by phone.
Approved purchase orders, received in parts, with ordered, received and remaining quantities on each line.
Learn more about Purchase Orders
Upcoming for distributors
UpcomingSerials on challans and invoices
UpcomingProblem: Serial numbers dispatched to dealers are not recorded.
Serial numbers will be captured on purchases, challans and returns, and traced from purchase to customer.
What AYBN ERP means for distributors
Every pending dispatch in view
See which dealer orders still have quantity to deliver, line by line, without a separate register.
No delivery left unbilled
Invoices are built from challans, so delivered goods turn into invoices without retyping.
Stock you can promise
Godown-wise, batch-wise stock that moves with every purchase, challan and transfer.
Faster collections follow-up
Receivables ageing and dealer ledgers show who owes what, and since when.
Books that match operations
Invoices, receipts and returns post their own journals, so sales, stock and accounts agree.
GST from the same records
GSTR-1 data, HSN summary and e-Invoices come from the invoices you already raised.
Distribution before AYBN, and with AYBN ERP.
| Before AYBN | With AYBN ERP |
|---|---|
| Dealer orders kept in a notebook or on WhatsApp | Orders recorded against the dealer, with pending quantity per line |
| Part-dispatches tracked on paper challans | Challans raised against the order; pending quantity updates itself |
| Invoices typed again from the challan | One invoice built from one or more challans |
| Stock counted godown by godown | Stock by godown and batch, moved by purchases, challans and transfers |
| Lump-sum payments matched at month end | Receipts allocated across invoices, with receivables ageing |
| Supplier orders followed up by phone | Approved purchase orders with partial receipts |
How distributors use AYBN ERP day to day
Practical jobs your team can do in AYBN ERP.
Managing dealer orders
Take a dealer’s order once and deliver it in as many lots as stock allows.
Tracking partial deliveries
Print a pending-quantity statement for a dealer before the next dispatch.
Monitoring batch-wise stock
See which batches are in which godown, and pick the batch on every challan.
Billing a week of dispatches
Combine several challans for one dealer into a single GST invoice.
Managing receivables
Allocate a dealer’s cheque across open invoices and review ageing before extending credit.
Connecting purchases with stock
Supplier bills add stock to the right godown and batch, with cost, the day they are entered.
The AYBN ERP modules behind this workflow
Each module works on the same customers, items, stores and accounts.
Guides for distributors
- Guide · Business software
How to choose an ERP for a growing business
A practical checklist for choosing ERP software: map your workflow, test real transactions, check controls and GST support, and ask what is live versus planned.
7 min read - Guide · Business software
Map your lead-to-ledger process before you change software
How to map the journey from enquiry to accounts in your business, find the hand-offs that lose information, and decide what each step should record.
6 min read - Guide · Sales & CRM
Managing sales orders, partial deliveries and billing
How to keep track of what each customer ordered, what has been delivered and what is still to bill, when orders are delivered in parts.
6 min read
Wholesalers & Distributors: common questions
Can I deliver one order in several parts?
Yes. Raise as many delivery challans as you need against one sales order. AYBN ERP tracks the delivered and pending quantity on every line and marks the order complete when everything is delivered.
Can one invoice cover several deliveries?
Yes. A sales invoice can be built from one or more delivery challans for the same customer, so the lines are not typed again.
Does AYBN ERP handle stock in several godowns?
Yes. Stock is kept by store and batch, you can transfer stock between stores, and users can be limited to the stores they work in.
Does AYBN ERP support purchase orders?
Yes. Purchase orders go through maker-checker approval before they are issued, and goods are received against them in one or more lots. The supplier’s invoice can then be created from the receipts.
See how AYBN ERP can connect your distribution business.
We will walk through your own dealer orders, part-dispatches, invoices and collections in a guided demo.