Building Materials Distributor Management Cloud System for Kenyan Business

Tier-1 distributors, hardware sub-dealers, and contractor-direct buyers each get a channel class with its own price list, credit limit, and scheme eligibility. Secondary sales from tier-1 to sub-dealer post in real time. Brand teams see depot-wise sell-out from Nairobi, Mombasa, Eldoret, Nakuru, and Kisumu without manual MIS pulls.

Cement, tile, paint, TMT steel, and roofing-sheet SKUs carry KEBS standard codes alongside brand SKU IDs. Product hierarchy maps grade, finish, and pack size. KEBS marking and standard reference appear on dispatch documents. New SKU additions need KEBS code entry before activation to keep the master clean.

Import consignments from Mombasa port post against a bill of lading number. As trucks arrive at Nairobi or upcountry depots, GRN entries reconcile against the BL line items. Shortages, damages in transit, and demurrage costs route to a clearing workflow. Stock unlocks for sale only after reconciliation closes.

Each project record carries contractor name, site address, BOQ value, expected drawdown schedule, and credit terms. Orders against the project pull from project-allocation pools at project pricing. Deliveries schedule against site access windows. Outstanding ageing reports per project, not just per contractor, so finance sees true exposure.

M-Pesa Paybill, Till, and PesaLink receipts auto-post to the dealer ledger via bank API. Cheque and bank-transfer payments capture against invoice. Credit limit recomputes after every receipt. Outstanding dashboards show ageing in KES with channel-wise drill-down.

Depots at Nairobi industrial belt, Mombasa, Eldoret, Nakuru, and Kisumu post stock movements to the same cloud backend. Sales reps see live stock from any depot on the mobile app. Inter-depot transfer requests route through approval and auto-update both ledgers on dispatch confirmation.

Hardware sub-dealer or site contact raises a breakage claim with photos, invoice reference, and batch number. Failure cause flags as in-transit, handling, or manufacturing defect. Approved claims generate KES credit notes and replacement dispatch in one transaction. Per-SKU breakage rates report monthly for QA review.

Each sub-dealer carries a KES credit cap. If a new order pushes total exposure over the cap, the system blocks dispatch and routes to a credit approval. Eligible schemes apply automatically based on order volume, SKU mix, and channel class. The rep sees final KES landed price before submitting.

Yes. REST APIs sync sales orders, invoices, GRN, returns, and ledger postings with SAP, Oracle, Microsoft Dynamics, and Sage. M-Pesa and bank-feed APIs reconcile receipts daily. SFTP file feeds handle bulk master-data updates for SKU, dealer, and price list.

Sales sees depot-wise secondary sell-out, scheme uptake, and rep productivity. Ops sees order throughput, site delivery on-time, and breakage rates per depot. Finance sees KES ageing per channel, M-Pesa reconciliation gaps, and project credit exposure. Drill-downs run from country to depot to dealer to batch.