Eggs and Poultry Products Distribution in Nepal: The Daily Route, Breakage and Trays

Eggs are one of the hardest everyday products to distribute well. Shops and hotels buy every day, the rate moves with the farm gate, margins are thin, and a single rough loading can crack a whole stack. Dressed chicken and other poultry items add their own handling needs. What sets a good egg distributor apart is not a clever strategy but a tight daily rhythm: the same route, the same counts, the same evening close. This guide follows that day, hour by hour, and shows where gamitrack fits. It does not cover food-safety or licensing rules; follow the requirements that apply to your business.

The egg distributor's day

Every egg business in Nepal runs on roughly the same clock. The times below are examples; your own will differ.

When	What happens	What to record
Evening before	Orders come in from regular shops, hotels and bakeries; cut-off is fixed	Orders booked against the price list
Early morning	The day's rate is confirmed from the farm or collector	Price list updated before any order
Loading	Trays and crates loaded in route order	Loaded quantity per route
Route	Same stops, same sequence	Delivery proof, breakage, payment
Return leg	Empty trays and crates collected	Containers back per customer
Evening close	Loaded, delivered and returned are compared	Differences explained the same day

Two things make this clock work. First, the cut-off and the rate are fixed before anyone books an order, so nobody argues about yesterday's price. Second, the evening close happens every evening, not at month end.

Morning: publish one rate

Farm prices move, and a customer always remembers the cheaper day. The cure is one published rate per day, used by everyone.

In gamitrack, keep a default price list for eggs by grade and pack (tray, half-tray, crate), and update it each morning before orders start. Every order booked after the update is priced from the current list. Larger buyers such as hotels or bakeries can have their own party-type list or a party override, so their agreed rate is applied without the salesperson typing a discount. If you also sell VAT-able processed items alongside eggs, VAT at 13% is applied only to the taxable lines on the invoice; check the current IRD rules for how your items are treated.

Loading: three counts that must match

The single most useful habit in this trade is counting at three points and comparing them the same evening.

Count	Who records it	What a gap means
Loaded	Godown staff	Mistake at loading or theft before departure
Delivered	Delivery person, per stop	Short delivery or wrong stop
Returned	Delivery person and godown	Breakage, rejection or unsold stock

In gamitrack, each collection point or depot is a branch, and loading and returns are stock movements. Movements are append-only, so a correction is a new entry with a reason, not an overwritten number. That is what makes an evening close trustworthy.

On the route: delivery proof and breakage

Each order is assigned to a delivery person. The driver's tab shows the stops, the amount due at each one, the shop's location and directions. At each stop the driver marks delivery with GPS, a photo and the receiver's name. If a delivery is marked far from the shop's saved location, it is flagged for review.

Breakage is where most margin disappears. Make a written allowance policy with regular customers, and treat every claim the same way: photograph it, raise a return with the reason damaged, and let a manager approve the credit note. The photos then become evidence you can learn from.

A worked example

Suppose a distributor runs three routes. Over a month, one route produces far more breakage claims than the other two. The delivery photos show that cracks are concentrated in the bottom trays of tall stacks on one vehicle. The team lowers the stack height on that vehicle and adds a divider layer. The next month, claims on that route fall closer to the others. The numbers here are hypothetical, but the method is simple: without photos, the argument would have been about the driver; with photos, it is about the stack.

Trays and crates: the quiet loss

Returnable trays and crates disappear one at a time. A shop keeps a few, a hotel uses them for storage, and after a season you are buying new ones.

gamitrack has no dedicated returnable-container module, so treat containers by convention:

• Add a crate SKU (and a tray SKU if you track trays).
• Record crates out with the delivery and crates back on the return leg.
• Note any deposit or agreement in the party's internal notes.
• Review outstanding containers by customer every week, not every quarter.

Credit on a hundred small accounts

Egg credit is small per customer and large in total. Different buyers need different rules.

Buyer	Sensible terms	How to watch it
Kirana and retail shops	Cash on delivery or weekly settlement	Weekly collection plan
Hotels and canteens	Monthly statement with a ceiling	Party ledger and aging
Bakeries and sweet makers	Short credit, tied to volume	Aging and payment due days
Sub-agents	Dealer terms	Dealer stock reports and ledger

Drivers can collect after delivery by cash, eSewa, Khalti, Fonepay, bank or cheque. Payments are allocated to the oldest invoices first, and payment due days are counted from dispatch, so aging is consistent. A weekly collection plan per officer compares what was planned with what came in. Payments, like orders and visits, need a mobile connection to save; only the GPS trail is stored on the phone when there is no signal.

Sub-agents and secondary orders

If you supply sub-agents who resell in local markets, run them as dealers. Officers can book secondary orders from shops that a dealer fulfils, and dealers can order from you through the dealer app. A monthly dealer stock report compares expected closing stock with the count, which shows whether a sub-agent is over-ordering and then dumping stock at a lower rate.

Evening close checklist

Run this every evening while the details are fresh:

• Loaded minus delivered minus returned equals zero for each route, or the gap has a reason.
• Every breakage claim has a photo and a pending or approved return.
• Crates and trays out versus back, per route.
• Cash and digital collections match the day's payments recorded.
• Any order booked before the rate update is checked.
• Tomorrow's orders are in before cut-off.

Dressed chicken and other poultry items

Poultry meat runs on a shorter clock than eggs. Receive each day's dressed chicken as a batch with its expiry, keep it on its own SKU per cut and pack, and record kg weights on products and orders so invoices match what was weighed. Hotels often order poultry and eggs together, so one order can carry both while each line is priced from its own list.

Your first 30 days

1. Week one: set up SKUs for each grade and pack, plus a crate SKU; create one branch per depot.
2. Week two: fix one route's stop order and start the morning price list update.
3. Week three: start the three counts and the evening close on that route.
4. Week four: review breakage photos and outstanding crates; then add the next route.

Related reading and next step

Related reading: daily bread route sales, frozen food and meat distribution and delivery and proof of delivery.

To run your own daily route this way, see the plans on our pricing page with a free trial, or contact us.