A production or distribution company in Nepal runs a long chain. Goods are made or bought, held in a factory store or a depot, sold to dealers and wholesalers, sold again to shops, loaded on a vehicle, delivered, invoiced and, eventually, paid for. Each step is usually done by a different person with a different book. Distribution management software puts that chain in one system so the owner can see it end to end. This page explains what such a system should cover and how gamitrack does it.
Why distribution is hard to see
Most companies can tell you what they invoiced last month. Far fewer can tell you, today, what is sitting in each depot, what their dealers sold on to shops, which orders are loaded but not yet delivered, and which shops have gone past their credit days. The information exists, but it is spread across an order book, a stock register, a dispatch diary, an invoice pad and a collection notebook.
The cost shows up in familiar ways. Stock is promised that is not on the shelf. A delivery is disputed and nobody has proof. A scheme is paid on what a dealer bought rather than what reached the market. A shop owes money for four months before anyone notices. None of these is a single big failure; they are the gaps between steps.
What distribution management software must do
When you compare tools, check that the steps are linked, not just listed:
- Price lists for different kinds of buyers, with exceptions for specific accounts.
- Orders from field staff, from dealers and from the office, all on the same price logic.
- A clear model of primary sales (to dealers) and secondary sales (from dealers to shops).
- Stock by branch, batch and expiry, with transfers between locations.
- Dispatch that reduces stock and produces the invoice in one step.
- Delivery with proof: who received it, where, and when.
- Payments matched to invoices, with credit limits, aging and reminders.
- Schemes and targets for dealers that are calculated, not argued over.
- Reports an owner can read each morning without asking for a spreadsheet.
- English and Nepali for everyone in the chain.
How gamitrack covers the chain
Price lists and orders
Prices resolve in three layers: an override for a specific party, the price list for the party's type such as dealer or retailer, and the company's default list. The same logic applies whether the order comes from a salesperson's phone, from a dealer in the dealer app, or from the office. VAT is charged only on taxable lines. Read more in dealer and retailer price lists.
Primary and secondary sales
The company chooses a supply mode: direct, or via dealers. In direct mode, field officers take shop orders and the company supplies them. In via-dealers mode, each shop is linked to a dealer, officers book secondary orders for those shops, and the dealer accepts the order, sends part or all of the goods, or closes it with a reason in the dealer app. Dealers place their own primary orders to the company from their price list. The dealer management page covers the dealer side in depth.
Branches, stock and transfers
Each branch is a place that holds stock: a factory store, a depot or a shop. Stock is the sum of movements such as production in, purchase in, transfers, sale out, return in and damage out, recorded by branch, batch and expiry date. Movements are never edited; a correction is a new movement. Moving goods between branches records a transfer out and a transfer in together, and a branch cannot send goods it does not hold. Low-stock and expiring-soon lists show what to reorder and what to move first. See inventory management for the stock side.
Dispatch and delivery
Dispatch is all-or-nothing: either the whole order leaves and stock is reduced, or it does not. Dispatch creates the VAT invoice, numbered without gaps per fiscal year, with Bikram Sambat dates on the document. The office assigns a delivery person, who sees the amount due, the shop's location, directions and a call button. They mark the order delivered with the receiver's name, a photo and GPS, and a delivery far from the shop's location is flagged. A delivery note can be shared for the receiver to sign. Read dispatch and proof of delivery.
Collections and credit
Payments by cash, eSewa, Khalti, Fonepay, bank transfer or cheque are matched to the oldest invoices first. Every party has a ledger with outstanding balance and aging, and a credit limit can be set per party. Payment due days are counted from dispatch. Field staff make weekly collection plans, and managers see them on the Collections page against what actually came in. Dealers receive reminders in the dealer app. Returns are approved into a branch with a credit note, so stock and the shop's balance move together. See weekly collection plans.
Schemes, targets and dealer stock
Schemes give tiered rewards on fulfilled secondary sales, and an approved reward is credited to the dealer's ledger. Officers have monthly targets in kg and amount with the pace needed per day; dealers have yearly targets split by Nepali fiscal quarter. Dealers do a monthly stock count that is compared with expected closing stock.
Reports for the owner
Daily reports show each officer's dealer and area for the day and their end-of-day visits, orders, kg and value. A monthly report per sales agent, a performers ranking, low stock and overdue collections give the owner the morning view without a round of phone calls. Managers can send broadcasts to everyone, a region or named people.
Who it is for
Gamitrack suits companies that make or import packaged goods and sell through dealers, wholesalers and shops across several districts: masala and spices, FMCG and packaged food, beverages, dairy and similar categories. If your main concern is the field team itself, start with sales force automation or the sales rep tracking app. Gamitrack does not plan production or run payroll, and it does not replace your accounting package.
Paper and Excel, generic software, and gamitrack
| Need | Paper and Excel | Generic software | gamitrack |
|---|---|---|---|
| Pricing | Rates remembered by staff | One price per item | Default, party-type and party-level prices |
| Primary and secondary sales | Primary only | Usually one layer | Both, with shops linked to dealers |
| Branch stock | One sheet per depot | Multi-site as an add-on | Stock by branch, batch and expiry, with transfers |
| Dispatch and invoice | Typed separately | Separate modules | One step: stock out and VAT invoice |
| Delivery proof | Signature on paper, if any | Rarely included | Receiver, photo, GPS and far-delivery flag |
| Collections | Notebook | Manual ledger | Oldest-first matching, aging, credit limits, plans |
| Owner's view | Phone calls | Reports without field data | Daily reports, monthly agent report, ranking |
Getting started
Set up one branch, your products and price lists, and your main dealers and shops. Run real orders through dispatch, delivery and payment for two weeks, alongside your usual books. Then compare stock, invoices and outstanding balances with what the books say. Add the next branch and region once the numbers agree.
See pricing for plans, or contact us to walk through the full chain on a demo company. The setup checklist lists the first steps.