Search for inventory software in Nepal and you will find tools built for a single shop counter or for a factory floor. A distributor sits between those: stock arrives in batches, is held in one or more places, is promised to shops by a field team, and leaves on a vehicle with a VAT invoice. The number on the register only means something if it moves in step with all of that. This page explains what stock management software for a Nepali distributor needs and how gamitrack provides it.
When stock records and the shelf disagree
Most stock problems in distribution are not counting problems. They are linkage problems. The sales team promises a quantity that the register shows but the shelf does not hold. The warehouse dispatches without telling the accountant, who types the invoice a day later. A damaged carton is written off in one notebook and not in another. A return arrives and is put back on the shelf with no credit note, so the shop still owes for goods it handed back.
Each small gap is explainable. Together they mean the owner cannot trust the stock number, so they overbuy to be safe, hold slow stock longer than they should, and learn about expiry when a shop refuses a pack. For food, spices, medicines and cosmetics, expiry makes this a direct financial loss.
What inventory management software must do
When you judge a tool, look for these basics:
- Stock by product, by batch and by expiry date, not only a single total.
- Stock by branch or warehouse.
- Movements that are recorded, never overwritten, so there is an audit trail.
- A link from orders to dispatch to stock, so nothing is entered twice.
- VAT invoices in the format the Inland Revenue Department expects.
- Low-stock and near-expiry views that tell staff what to do next.
- Returns recorded with approval and a credit note.
- Weights or quantities in the units your trade uses.
- Physical counts that can be compared with the system.
- English and Nepali, so warehouse and head office staff can use it.
How gamitrack does it
Products, batches and expiry
Products are set up with SKUs and categories. Stock comes in by batch with an expiry date. The system keeps levels by batch, and the low-stock and near-expiry lists show what to move first and what to reorder. Quantities use three decimals and amounts two, which suits items sold by weight as well as by pack.
Orders, dispatch and invoices
An order is priced from the right price list, with VAT only on taxable lines. Dispatch is all-or-nothing: either the full order is dispatched and stock is reduced, or it is not. Dispatch creates the IRD-format tax invoice, numbered without gaps by fiscal year and dated in Nepal time, with a snapshot of the seller details. A print page produces the invoice. Because order, stock and invoice are one event, the register cannot show a sale that the warehouse did not make.
Append-only stock movements
Every stock change is a movement, protected by a database trigger and a lock so that two people dispatching at the same moment cannot take the same units twice. Movements are never edited; a correction is a new movement with a reason. This gives you a trail that explains how today's number came to be.
Branches
Stock is held per branch. When a return is approved, you choose the branch it goes back into, so the right shelf is credited. Managers can view levels for each branch rather than one blended total.
Returns
Returns can be recorded from the party sheet in the mobile app or from the dealer app. A company return is approved into a branch with a credit note, which restores stock and reduces what the shop owes. In via-dealers mode, a shop's return taken by field staff goes to its dealer, who accepts or rejects it. Photos are used once, so the same picture cannot support two claims.
Checking the shelf
Dealers do monthly stock counts against expected closing stock, which shows the variance. For your own warehouse, the movement history gives your team something concrete to compare against a physical count.
Who it is for
Gamitrack suits distributors and manufacturers who sell a range of packaged products and care about batches, expiry and VAT. It is a natural fit for pharma distribution, dairy, cosmetics and personal care and masala and spices. It is not a manufacturing system: it does not plan production, manage bills of material or read sensors, and it does not replace your accounting package.
Paper and Excel, generic software, and gamitrack
| Need | Paper and Excel | Generic software | gamitrack |
|---|---|---|---|
| Stock accuracy | Depends on discipline | One number per item | Movements by batch, never overwritten |
| Expiry | Remembered or missed | Often not tracked | Expiry per batch, near-expiry view |
| Orders to stock | Typed twice | Separate modules | Dispatch reduces stock and creates the invoice |
| IRD VAT invoice | Typed in the office | Format varies | IRD-format, gap-free by fiscal year |
| Branches | Separate sheets | Multi-site is an add-on | Stock by branch, returns into a branch |
| Returns | Informal | Manual adjustment | Approval, credit note and stock back together |
| Language | Mixed | English only | English and Nepali |
Getting started
Load products and opening stock by batch for one branch. Dispatch real orders through the system for two weeks. Then count the shelf for your fastest twenty items and compare. If the numbers agree, extend to the next branch; if they do not, the movement history shows where the difference began.
See pricing for plans, or contact us to see stock, dispatch and invoices on a demo company.