BarkahSuiteFor a distributor, stock is constantly moving — from the supplier to the warehouse, onto vehicles, to shops, and back as returns or empties. Inventory software for distributors has to follow every one of those movements, not just count what is on the shelf.
Why distribution is different from retail stock-keeping
A shop mostly needs to know what is on its shelves. A distributor needs to know what is in the warehouse, what is loaded on each vehicle, what was delivered to each customer, what came back, and — for gas, beverages and similar trades — how many cylinders, crates or bottles are still out in the market. Generic inventory software usually stops at the warehouse door.
Must-have features
- Multi-warehouse stock with transfers between the main warehouse, depots and branches.
- Load orders and trips — record what each vehicle takes out, and what it brings back.
- Delivery orders linked to sales orders and invoices, so stock leaves only against a document.
- Sales returns that put saleable goods back into stock and keep damaged goods separate.
- Empties and returnable containers — track cylinders, crates or bottles held by each customer.
- Reorder points — minimum stock levels per item so you reorder before you run out.
- Stock valuation — a consistent costing method (such as moving average) so profit per item is accurate.
- Physical counts — post the difference between counted and system stock as an approved adjustment.
Beyond stock: what distributors also need
- Customer credit limits and outstanding balances, checked before goods are loaded
- Route-wise and salesman-wise sales, with commission
- Price lists by customer type, trade discounts and schemes
- Collections recorded against invoices, so recovery is visible daily
- Trip costs — fuel, tolls and driver expenses — to see the real cost of each delivery
The daily cycle, done right
| Step | Document | Effect on stock |
|---|---|---|
| Customer orders | Sales order | Reserved, not yet moved |
| Vehicle is loaded | Load order / delivery order | Out of warehouse |
| Goods delivered | Sales invoice | Sold; customer ledger updated |
| Unsold or rejected goods return | Sales return | Back into stock |
| Empties collected | Empties receipt | Customer's empty balance reduced |
| Cash collected | Collection | Customer balance reduced |
When every step has a document, the warehouse keeper, the driver and the accountant all see the same numbers — and a shortage can be traced to the exact trip and day it happened.
Questions to ask before you buy
- Can I see stock per warehouse and per vehicle at any moment?
- Does it track returnable containers per customer?
- Will it block loading for a customer who is over their credit limit?
- Do deliveries and returns post to the accounts automatically?
- Can the owner see today's sales, collections and stock from a phone?
How BarkahSuite handles distribution
BarkahSuite combines inventory, sales and fleet in one system: multi-warehouse stock with transfers, reorder points and moving-average valuation; sales orders, delivery orders, invoices and returns; load orders, trips, trip expenses and settlements; empties tracking and LPG cylinder filling; customer credit limits, price lists, discounts, claims and salesman commission — all posting to the accounts automatically. See distribution & fleet features →
Frequently asked questions
Is inventory software enough for a distributor, or do I need an ERP?
If you only need stock counts, inventory software can be enough. Most distributors also need deliveries, customer credit, collections and accounts to match the stock — that is where an ERP saves the most time.
Can I track LPG cylinders or returnable crates?
Yes, with software that supports empties. Each delivery and collection updates how many containers each customer holds, so missing cylinders are visible early.
How do I move my current stock into a new system?
Count your stock, then import items and opening quantities per warehouse from Excel. From that day on, every movement is recorded in the system.
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