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Distribution

Canvassing sales that sync from anywhere

Offline-first salesman app and a dealer portal feeding one consolidated ERPNext ledger across fourteen branches.

ClientFMCG distributor with 14 branches across Java and Sumatra
IndustryDistribution
Timeline7 months
Team6 specialists
0
Branches consolidated
0
Reps on the app
0 wk
Faster monthly close
The challenge

Fourteen branches each ran their own stock cards and sales ledgers, sending Excel files to Jakarta at month end. By the time head office consolidated, the numbers were six weeks old and the promotional budget was already spent.

01Canvassing reps wrote orders on carbon paper, so branch admins re-keyed hundreds of order lines every night.
02Reps had no live stock or credit-limit visibility, promising goods that branches could not actually ship.
03Dealers phoned or messaged orders to their account manager on WhatsApp, and half of them arrived garbled.
04Trade promotion spend was tracked in a separate spreadsheet with no link to actual sell-out per SKU.
Our approach

The solution

ERPNext implementation

One ERPNext instance with every branch as a warehouse and cost centre, a shared item master and price list structure, and pricing rules that encode the full trade-promotion scheme.

ERPNext modules
Selling
Stock
Accounts
CRM
Buying
Highlights
Territory and sales-person hierarchy mirroring the real branch and supervisor structure.Pricing Rules for tier discounts, bundle promotions, and quantity-break rebates.Credit limits enforced at order entry, with an override workflow for branch managers.Batch and expiry tracking with FEFO picking to cut returns on short-dated stock.

Web platform

A dealer ordering portal replacing WhatsApp order-taking, where each of the 1,800 dealers sees their own contract pricing, credit balance, promotions, and delivery history.

Key features
Self-service ordering against live branch stock and the dealer contract price list
Open invoice and credit-limit view, with Midtrans and Xendit payment links
Promotion catalogue showing which bundles the dealer currently qualifies for
Order tracking from picking through delivery, with a digital surat jalan
Stack
Next.jsReactNode.jsPostgreSQL

Mobile app

An offline-first Android app for 320 canvassing and taking-order reps who spend the day in traditional markets and small stores where signal is unreliable.

Key features
Full offline order entry against a locally cached price list and stock snapshot
Route planning with GPS check-in at each outlet and photo proof of shelf display
Van stock reconciliation and cash collection with Bluetooth receipt printing
Background sync that resolves conflicts automatically when the rep comes back online
Stack
FlutterSQLiteFirebase Cloud Messaging
Results

Business outcomes

0
Branches on one ledger
0
Dealers ordering online
0 wk
Faster monthly close
0%
Fewer order errors
Head office sees national sell-in and stock position by ten in the morning.
Trade promotion spend is measured against actual sell-out, not against invoices alone.
Branch admins stopped re-keying orders and moved to receivables and delivery follow-up.
Dealers who ordered through the portal grew their average basket by nearly a quarter.
“
The first month we saw real sell-out data by SKU and by dealer, we cancelled two promotions that had been running for years without moving anything.
NNational Sales DirectorFMCG distribution company · FMCG distributor with 14 branches across Java and Sumatra
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