BarkahSuiteLPG is one of the hardest products to manage on paper. You buy in tonnes, sell in kilograms, fill other people's cylinders, chase empties, send bowsers on long trips and give credit to agencies that pay late. Most LPG distributors in Pakistan still run this on registers and Excel, and lose money in the gaps. This guide shows what LPG distribution software should track and how to choose one.
Where LPG distributors lose money
| Leak | What happens | What software does |
|---|---|---|
| Kg gain / loss | Bulk received and kg sold never match, and nobody knows why | Stock kept in kg with every receipt, filling and sale posted |
| Rate mistakes | Staff convert the 11.8 kg rate to per kg by hand | Rate per 11.8 kg entered once, kg value calculated automatically |
| Missing empties | Cylinders go out full and never come back | Empties balance per customer and per vehicle |
| Trip costs | Diesel, tolls and driver advances on bowser trips go unrecorded | Trip expense sheet and profit per trip |
| Udhaar | Agencies keep buying while old bills are unpaid | Credit limit, credit days and ageing per party |
1. Bulk LPG sales by kg
Most LPG sales are bulk kg filled into the customer's own cylinders or tank. The sale should record the kg, the rate per 11.8 kg, cash or credit, and the vehicle. When posted, the kg leaves bulk stock, revenue and receivable are booked, and the cost of LPG sold is taken at average cost. In BarkahSuite this is the LPG Sale screen in Sales & Distribution. See distribution & fleet software.
2. Cylinder filling and empties
If you run a filling plant, each filling converts bulk kg into filled cylinders (11.8 kg, 15 kg, 45.4 kg and so on). Your software should track filled stock, empties received and empties still with customers. A weekly empties report by customer and by vehicle stops cylinders going missing. Read more in our inventory guide for distributors.
3. Bowser trips and freight
Bulk LPG moves by bowser from the terminal or plant to your storage and customers. Each trip should carry its loading weight, offloading weight, gain or loss, diesel, tolls, driver advances and freight income, so you can see profit per trip and per vehicle. Fleet features such as fuel log, tyres and maintenance belong in the same system.
4. Customer credit and recovery
LPG agencies and industrial buyers usually buy on credit. Set a credit limit and credit days for each party, check the ageing report every week, and record lump-sum payments against the right invoices. Our guide on credit control for distributors explains the weekly routine.
5. Prices, tax and accounts
OGRA notifies LPG prices every month, so your price list must be easy to update. Sales tax, the party ledger, bank and cash, and profit and loss should all come from the same entries, with no re-typing for your accountant. See accounting software for Pakistan and FBR integration.
Checklist: choosing LPG distribution software
- Stock in kg and in cylinders, per storage tank and warehouse
- Bulk sale screen with the rate per 11.8 kg, cash or credit
- Cylinder filling, filled stock and empties tracking
- Bowser trips, freight, diesel and trip profit
- Customer credit limits, ageing and party ledger
- Full accounting with sales tax, plus mobile access for owners
- Cloud-based, so plant, office and owner see the same numbers live
How BarkahSuite helps LPG businesses
BarkahSuite is a cloud ERP used by LPG distributors and trading companies in Pakistan. LPG Sale, filling, empties, fleet and trips, credit control and accounting all work together, so a posted sale updates stock, the customer's ledger and your books at once. See BarkahDist for distribution and fleet or the full ERP for Pakistan.
Frequently asked questions
What is LPG distribution software?
It is software that manages an LPG business end to end: bulk stock in kg, cylinder filling, empties, bowser trips, customer credit, sales tax and accounts, in one system instead of registers and Excel.
How is the LPG rate per 11.8 kg converted to per kg?
Divide the 11.8 kg rate by 11.8. For example, Rs 3,000 per 11.8 kg is about Rs 254.24 per kg. Good software does this automatically on every sale so staff never convert by hand.
Can I track empty cylinders with customers?
Yes. The software should keep an empties balance per customer and per vehicle, updated on every delivery and return, with a report showing who is holding your cylinders.
Is BarkahSuite suitable for LPG filling plants?
Yes. BarkahSuite includes LPG Sale, LPG filling, empties, fleet and trip costing, credit control and accounting. You can try it free for 30 days.
Related
Run your LPG business on one screen
Free 30-day trial · No installation · Support on WhatsApp
Start free trialWhatsApp +92 318 0418110