ERP for distribution & trading. Order to cash for distributors, with credit, stock and GST watched daily.
Order to cash for distributors: credit checked before the order ships, the right lot out first, and the money chased by how late it is.
Industry pack readyHow does Kinnow help a distributor? Credit is checked before the order ships, not after. The right lot leaves the godown first, the invoice and e-Way bill come from the dispatch, and overdue retailers get a reminder whose tone follows the days overdue. Nothing is filed, paid or posted without a person.
Your business in one paragraph
A distributor buys from a principal and sells on credit to hundreds of retailers. The margin is thin, so the money is made or lost in four places: how much credit goes out, how fast it comes back, which lot leaves the godown, and whether the GST credit on the purchase side survives scrutiny. Reps work beats on phones and paper; the godown works from slips; the accountant reconciles at the end of the month. The same retailer exists as a name in four places.
Credit that lives in someone's head
A retailer crosses the limit and the order still goes, because the check is a person remembering.
Receivables that age past 90 days
Reps chase the next order, not the last payment, and old invoices become bad debt.
Stock that dies on the shelf
Slow movers and near-expiry stock tie up working capital that nobody sees until the stock count.
Bring your three biggest retailers and we will show the credit check on their ledgers.
How your month runs on Kinnow
This is the order-to-collection loop, with the buying and delivery loops that feed it.
| # | Step | Who | Application | Where a person signs |
|---|---|---|---|---|
| 1 | Rep visits the retailer on the beat plan; the enquiry is entered and becomes a quotation | Sales rep | Sell, Field | Quotation approved before it converts |
| 2 | The order goes through the credit check: limit, overdue invoices, any hold placed by hand | Credit controller | Sell | Credit hold cleared by a person with the right; reason recorded |
| 3 | Approval by order value: automatic, sub-manager, manager, MD | Sales manager, MD | Sell | Each tier signs its band |
| 4 | Stock allocated; pick list built with the earliest-expiry lot first | Godown supervisor | Stock & Ship | Pick confirmed; a lot other than the earliest-expiry-first (FEFO) choice is flagged |
| 5 | Dispatch: delivery order, e-Way bill raised from the invoice and dispatch, trip and lorry receipt | Dispatch clerk, transporter | Stock & Ship, Comply | Dispatch confirmed by a person |
| 6 | Invoice approved; e-invoice request goes out; GSTR-1 line built from your books | Accounts executive | Account, Comply | Invoice approval |
| 7 | Driver or rep confirms delivery; the delivery order closes | Driver, rep | Field, Stock & Ship | Delivery confirmed |
| 8 | Collections: reminders by days overdue, receipts and post-dated cheques allocated to invoices | Collections executive | Account, Sell | Reminders above the amount you set go to a person |
| 9 | Replenish: reorder suggestions that account for open purchase orders; bill, receipt and order matched | Procurement officer | Buy | Purchase orders above 10,00,000 need approval |
| 10 | Month-end: GSTR-2B reconciliation, close, payroll for reps and drivers | CA, finance head | Comply, Account, People | Return and close signed by a person |
What the industry setup gives you
The ready-made setup for your industry (we call it an industry pack) is in the app today: 7 limits, 4 sign-off orders (who signs off, in order), 8 reports, 10 ready-made Ask Kinnow questions, 9 agents and 20 step-by-step routines. Figures are starting values you change.
| Limit or rule | What happens | Why it is there |
|---|---|---|
| Credit limit above 10,00,000 | Needs approval | Credit is the distribution business; this is a lending decision |
| Sales order above 5,00,000 | Needs approval | A large order against existing exposure is where a receivable goes bad |
| Purchase order above 10,00,000 | Needs approval | Commits working capital to one principal |
| Manual journal above 5,00,000 | Needs approval | Moves the books without a source document |
| Lead entered above 20,00,000 | Warning | It moves the forecast the moment it is typed |
| Campaign budget above 2,00,000 | Warning | Brand spend sits outside the trading margin |
| Trade campaign with no audience | Warning | It reaches nobody and still spends the budget |
The routines include Order to collection, Replenishing the warehouse, Campaign to first order, Dispatch to delivery, Customer return to credit, Invoice correction by credit note and Stock transfer between warehouses. Reach (campaigns) is switched on by default in this setup.
Processes, built in
The 20 best-practice processes for your industry come switched on: who owns each step, which steps Kinnow enforces, and a clock on every hand-off between departments. Print any of them as an SOP.
Ask us to run your last month's overdue list through the Collections agent.
Agents for Distribution & Trading
Collections
Drafts overdue reminders and steps them up according to how many days a payment is actually late. A person approves each reminder before it goes out.
Credit-risk assessment
Reads a customer's payment history, outstanding trend and order frequency before an order is approved, and recommends approve, conditional or block for the approver.
Reorder Planner
Recommends how much to reorder and when. It skips an item that already has a draft reorder open, and it never raises a PO by itself.
StockFEFO/FIFO selector
A rule built into the pick list: it uses the lot that expires first (FEFO) or the one that came in first (FIFO), as you choose when the list is made, and checks again when the pick is confirmed.
StockSlow-mover Detector
Finds stock that has not moved for a set number of days and ranks it by the money tied up in it, so you can review it.
ReachReactivation / Winback
Finds buyers who have gone quiet, using your ledger, and drafts a message to win them back for a person to send.
Expiry Watchdog
Goes through stock lots every night and marks those past expiry, so they stop being offered for sale.
Dead Stock Recovery
For each dead-stock item, works out the value at risk and suggests a transfer to a faster godown, a discount sale or a write-off. A person decides.
Each agent is validated with each client before it touches their books, and every output waits for a person.
Statutory and compliance calendar for a distributor (India)
Kinnow prepares; a person confirms and files. Dates are not printed here because the department sets and changes them; Comply carries your calendar.
| Obligation | What Kinnow prepares | Who confirms |
|---|---|---|
| GSTR-1 | Built from the sales invoices in your books, with any document it cannot include listed by name rather than left out. A file to upload on the portal | Accounts executive, CA |
| GSTR-2B and input credit | Matches purchase bills with what your suppliers reported, so mismatches surface before filing. Filing is held until the reconciliation is complete | Accounts executive |
| GSTR-3B | Draft from your books for review | CA |
| E-invoice (IRN) | Requested when the invoice is approved, through the e-invoice provider set up for your company | Accounts executive |
| E-Way bill | Raised from the invoice and dispatch; Kinnow flags bills about to lapse and proposes an extension for a person to choose | Dispatch clerk |
| TDS on purchases (194Q) and MSME 45-day payment window | TDS computed with its working; MSME suppliers approaching the 45-day limit are flagged | Accounts executive, CA |
| Payroll deductions for reps and drivers | PF, ESI, professional tax and TDS on salary computed in the pay run | HR head |
What the owner sees
Typed into Ask Kinnow, each answer names its source report and what it will cost before it runs.
- Which customers are over their credit limit? (Receivables ageing)
- What did we sell by brand last month? (Sales register)
- Show me pending sales orders by branch. (Pending sales orders)
- Which SKUs are dead stock? What is my depot stock worth right now? (Dead stock, Stock valuation)
- Which outlets have not ordered recently? Where is my pipeline stuck by stage? (Lead pipeline by stage)
- Which sources bring the best retailers? (Lead source performance)
- Which item groups grew and which shrank this year? (Item-group yearly sales)
- Which beats are behind plan this week? (Field)
Illustration · sample data
| Retailer | Outstanding (₹) | Limit (₹) | Status |
|---|---|---|---|
| Sharma Traders, Indore | 4,20,000 | 3,50,000 | On hold |
| Gupta Distributors, Pune | 2,90,000 | 3,00,000 | 97% of limit |
| Patel & Sons, Surat | 1,10,000 | 2,00,000 | Within limit |
Numbers that matter
| Number | Report | What it tells you |
|---|---|---|
| Receivables by age band | Receivables ageing | How much is past 60, 90 and 120 days, and with whom |
| Pending orders by branch | Pending sales orders | What is booked and not yet shipped |
| Dead and slow stock value | Dead stock, stock valuation | Capital that is not turning |
| Sales by brand and item group | Sales register, item-group yearly sales | Which principals and lines carry the year |
| Pipeline by stage and source | Lead pipeline, lead source performance | Which retailers you are winning and from where |
See the receivables ageing on a copy of your own ledger.
Applications switched on
| Generic term | In your Kinnow |
|---|---|
| customer | retailer / dealer |
| sales visit | beat call |
| delivery note | challan / delivery order |
| transport document | e-Way bill, LR (lorry receipt) |
| cheque | PDC (post-dated cheque) |
Questions
Can Kinnow stop orders to customers over their credit limit?
Yes. A sales order goes through a credit check before dispatch; a customer with an active credit hold cannot ship until someone with the right to clear it does, and the reason is recorded. Overdue beyond the stoppage limit (90 days by default, which you can change) puts a customer on stoppage.
Who approves an order, and for how much?
By default, an order under 50,000 is approved automatically, up to 5,00,000 by a sub-manager, up to 20,00,000 by a manager, and above that by the MD. The Distribution setup also asks for approval on any order above 5,00,000 and on any credit limit above 10,00,000. All of these are figures you set.
Does Kinnow file my GST return?
No. Kinnow prepares GSTR-1 from your own books and the file for portal upload, and reconciles purchases with GSTR-2B. A GSTR-1 or GSTR-3B cannot be marked filed until that period's 2B reconciliation is complete. A person files on the portal.
Can we move our retailers, price lists and opening stock from our current software?
Yes. Masters and opening balances are imported in the first week, and we go live alongside your current software until the month-end numbers tie.
How does the Collections agent behave when the retailer is a key account?
It drafts the reminder with a tone that escalates with the actual days overdue. Below an amount you set it can send on its own; above that amount a person decides, which is where key accounts normally sit.
What if an agent is wrong?
Every agent output waits for a person, shows what it used, and is validated with each client before it touches their books. Reject it and the reason is kept.
How long to set up?
About two weeks to first results for one company; several godowns or companies go live one at a time.
Show me Kinnow for distribution & trading.
Answer three questions. Get the applications, the agents and a two-week plan for your business.