For a manufacturer or importer in Nepal, the dealer is both the engine of reach and the biggest blind spot. Dealers carry your stock into districts you cannot visit every week, extend credit to local shops, and often hold more of your inventory than your own warehouse does. Yet most companies see only the first leg: what they sold to the dealer. This page explains what dealer and distributor management software should do and how gamitrack handles it.
Why dealer management is harder than it looks
Dealer business has two layers. The primary layer is your invoice to the dealer. The secondary layer is the dealer's sale to shops. If you manage only the primary layer, you can post a strong month of sales and still discover later that the dealer is full of unsold stock, that fast-moving items went out of stock in the market, and that shops in a territory were not served at all.
The other problems follow from that blind spot. Schemes and incentives are paid on what the dealer bought rather than what reached the market. Dealer targets are set once a year and checked once a year. Credit builds up because the dealer pays when convenient, and the person who knows the balance is not the person who calls. Disputes about returns, damaged goods and scheme claims are settled from memory and from phone calls.
What dealer management software must do
A useful checklist for any tool you evaluate:
- Record primary orders and invoices to dealers with the right price list for that dealer.
- Record secondary orders from shops, and show which dealer supplies which shop.
- Give the dealer a simple app or portal, not a form that your staff must fill for them.
- Show dealer stock: openings, sales, closing, and variance against what was expected.
- Handle schemes with clear rules, and credit rewards without manual spreadsheets.
- Keep a dealer ledger with aging, payments and reminders.
- Set dealer targets and show progress, ideally by Nepali fiscal quarter.
- Handle returns from shops and from dealers with approvals and credit notes.
- Respect the Nepal tax invoice format.
- Work in Nepali for dealer staff as well as English for the head office.
How gamitrack handles it
Primary and secondary orders
Gamitrack has a supply mode: direct, or via dealers. In direct mode, your officers take shop orders and the company supplies them. In via-dealers mode, shops are linked to a dealer, officers book secondary orders for those shops, and the dealer fulfils them. The dealer app shows each order with a progress timeline. Dealers also place their own orders to the company from their own price list, which is how the primary layer is captured. Dealer sell-out is visible because the shop-to-dealer link is recorded.
The dealer app
A dealer sees the orders to supply, moves them through fulfilment, checks their statement, and receives reminders. Returns from shops can be taken by field staff and routed to the dealer, who accepts or rejects them in the app. Internal notes about a dealer stay with your team and are never visible to the dealer.
Dealer stock reports
Each month the dealer's stock is counted. Gamitrack compares the count with expected closing stock, built from what was supplied and sold, and shows the variance. This makes over-stocking visible, shows whether a dealer is holding slow items, and gives your planning team a real view of what is in the channel rather than what is in your own warehouse.
Schemes and targets
Schemes apply to fulfilled secondary sales and can have tiered rewards. When a manager approves a scheme result, the reward is credited to the dealer ledger, so the dealer sees it as a credit rather than a separate payment to chase. Dealer annual targets follow the Nepali fiscal quarter and remain editable, so you can adjust when the market changes.
Credit and collections
Every dealer has a ledger with statement and aging. 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, so a later change does not move a date the dealer already relied on. Weekly collection plans track what you planned to collect against what was received, without rewriting past weeks. Reminders reach dealers in the dealer app.
Invoices
Dispatch creates an IRD-format tax invoice with VAT on taxable lines only, numbered without gaps by fiscal year.
Who it is for
Gamitrack is built for companies that reach the market through dealers, sub-dealers and wholesalers. Typical fits are masala and spices, FMCG and packaged food and building materials, and similar models are common in agro inputs and pharma distribution. It is meant for the company that supplies the dealers, not for a dealer running their own unrelated business.
Paper and Excel, generic software, and gamitrack
| Need | Paper and Excel | Generic software | gamitrack |
|---|---|---|---|
| Primary orders | Invoice book | Single-layer sales module | Dealer orders from their own price list |
| Secondary sales | Not visible | Often not modelled | Shop orders linked to dealers and fulfilled in the app |
| Dealer stock | Occasional call | Inventory of your own warehouse only | Monthly count against expected closing stock |
| Schemes | Manual calculation | Fixed discount rules | Tiered rewards credited to the dealer ledger |
| Credit | Notebook | Ledger without field context | Ledger, aging, due days from dispatch, reminders |
| Dealer access | Phone calls | Portal built for large enterprises | Simple dealer app in English and Nepali |
| Tax invoice | Retyped | Format varies | IRD-format at dispatch |
Getting started
Pick five to ten dealers in one region. Load their price lists, link their shops, and run secondary orders through the dealer app for a month. At month end, do the first stock count and compare it with expected closing stock. The variance usually raises the first useful conversation with your dealers.
See pricing or contact us for a walk-through.