Dairy is the least forgiving category in distribution. Milk, curd, lassi, paneer, ghee, butter and cheese have short or medium shelf lives, many need chilled storage, and shops expect fresh stock every morning. A late truck or a wrong count is not just an inconvenience; it is product that cannot be sold tomorrow. This page describes how dairy distribution commonly works in Nepal and how gamitrack supports the sales and delivery side.
How dairy distribution typically works in Nepal
A dairy collects milk from farmers or cooperatives, processes it, and distributes packs from a plant or chilling centre. In the cities, early morning routes by company vehicles or contracted vans supply retailers, sweet shops, tea stalls, hotels and sometimes homes through agents. Further from the plant, dealers or sub-dealers receive stock and supply the shops around them. Longer-life products such as ghee, butter and processed cheese move more like other packaged foods through dealers and wholesalers.
Demand patterns are daily rather than weekly, with peaks around festivals, weddings and the tourist seasons in some places. Summer and winter change the mix between curd, lassi and ghee. Credit is common: retailers settle weekly or fortnightly, and some pay cash on delivery. Expiry is short, so returns of unsold packs are a normal part of the business, and the terms for accepting them need to be clear.
Where it goes wrong
Route sheets are printed or handwritten, and what was loaded, delivered and returned is reconciled at the end of the day, often from memory. Shops dispute how many packs they received. Returns are taken back without a clear record, so it is hard to tell whether a shop is returning too much or a route is over-supplied. Because balances are small, udhaaro from hundreds of shops accumulates unnoticed. Meanwhile the owner has no live view of which route is behind, which driver has not left the depot, or which batch is close to its date.
How gamitrack is used day to day
Gamitrack is a sales, delivery, stock and collection system. It does not handle milk collection from farmers or read chilling temperatures, so it sits beside your production and quality systems rather than replacing them.
The owner or manager. Set up products by pack size and category, with price lists for retailers, hotels and dealers. During the morning, the team page shows who has started the day, and the day's orders and deliveries come in as they happen. The ledger shows what each shop owes and for how long, with aging, and weekly collection plans track what you planned to collect against what was received. Low-stock and near-expiry lists by batch tell the plant what to push through the next day's routes.
Sales officers. For dairies that take orders ahead of delivery, officers use the Today tab to follow a route. At each shop they check in, record closing stock of the main items, take the order from the price list, collect any payment, add a photo and record the outcome. Because curd and milk move quickly, the closing stock they record is a useful signal for tomorrow's quantity. Follow-ups are set for shops that asked to be visited on a particular day.
Delivery staff. Drivers open the Deliveries tab to see assigned shops with the amount due, location and a call button. On delivery they mark the order delivered with GPS, a photo and the receiver's name, and can collect cash or a digital payment right there. If a delivery is recorded far from the shop, it is flagged. When an order is delivered, the shop holds a clear record of what was supplied, which helps avoid quantity disputes.
Dealers. Dealers outside the main city see the orders that need supplying in the dealer app, move them through fulfilment, and place their own orders from their price list. Monthly stock counts compare expected closing stock with the actual count, so over-stocking of short-life products is seen quickly.
Batches, expiry and returns. Stock movements are append-only and recorded by batch and expiry date. When unsold or expired packs come back, the return is recorded from the party sheet and approved into a branch with a credit note, so the shop's account and your stock agree. A shop returning more than its peers becomes visible from the pattern of credit notes.
Invoices and collections. Dispatch creates an IRD-format tax invoice with VAT on taxable lines only. Payments by cash, eSewa, Khalti, Fonepay, bank or cheque are matched to the oldest invoices. Payment due days run from dispatch and are fixed when the order is dispatched.
Getting started
Start with one distribution area, load products by batch, and run the delivery routes through the Deliveries tab for two weeks. Compare delivered quantities and returns by route; that comparison usually shows where over-supply is hiding.
See pricing or contact us for a demo. Related industries: beverages and bakery and confectionery.