Distributor Management Software for Durables, Electronics & Appliances across South Africa

A serial number arrives on the carton and a handset carries an IMEI as well. The distributor books stock in against those numbers, allocates by number when a wholesaler, a showroom or a phone counter orders, and prints the number on the invoice that travels with the unit. Conformity documentation referenced to SABS standards and the warranty record both attach to that same number, so an after-sales query starts from the unit rather than from a filing cabinet.

A container cleared at Durban, Cape Town or the City Deep inland depot is booked in as a consignment carrying its serial list, its conformity references and the duty paid in rand. Stock is released to the next tier only as the warehouse posts the goods receipt. Where the count comes up short, or a serial on the packing list never reaches the floor, an exception is raised the same day instead of surfacing weeks later as a credit argument.

Yes, and it is settled by account class rather than negotiated line by line. Rand price trees are built for the national distributor, the independent wholesaler, the cash-and-carry account, the franchised showroom, the mobile phone dealer, the forecourt and the buying office of a national chain. Each class carries its own price, its own scheme eligibility and its own credit window, applied the instant an order is keyed, so a small independent store trading near Warwick Junction and a shopping-centre showroom never draw the same terms.

Card at the counter, instant EFT, PayShap on the smaller tickets, and ordinary EFT for large trade settlements. The payment reference is matched to open invoices without anyone keying an allocation by hand, and the ledger stays consistent when a rep loses signal on a rural route and syncs an hour later.

Fridges, freezers, washing machines and air conditioners ship awkwardly, run on longer lead times and often need someone on site. Booked orders are staged rather than released blind, dispatch slots are scheduled per dealer, delivery and installation handover are each signed off in the app, and warranty enrolment fires off the serial at handover. A dealer group in Gauteng and a single showroom in the Eastern Cape work from the same view of assigned units and outstanding installations.

Phone and accessory dealers order little and often, sometimes twice in a day. The platform handles short repeat cycles, captures the IMEI at dispatch, sends a payment link the buyer settles by card or instant EFT, and stamps the delivery against a GPS pin captured at the shopfront. That last part earns its keep around the Bree taxi rank and in township high streets, where street addressing is inconsistent.

National chains normally negotiate longer terms, while independent wholesalers and phone dealers work on much shorter cycles or settle on delivery. Both are stored on the account as a rand ceiling and a term, and applied without anyone reapplying them. New bookings are held automatically once ageing pushes an account past its limit, reminders go out ahead of the due date, and finance can see where the book is drifting as rand price lists move.

The counter captures the serial or IMEI of the old unit, a condition grade, the accessories that came with it and photographs of the actual item. Residual value is worked out in rand from the category depreciation curve and credited against the replacement invoice on the spot. The collected unit is routed to refurbishment, parts recovery or resale, and stays traceable by serial through every one of those steps.

Yes. REST APIs run against SAP, Oracle, Microsoft Dynamics, Sage and the distributor systems already in place. Orders, serial and IMEI-stamped invoices, goods receipts, returns, warranty records and payment allocations move in both directions. Where a nightly bulk transfer is the better fit, SFTP feeds carry master data and reconcile the ledgers between systems.

Category managers follow month-to-date and quarter-to-date targets, sell-out by account class and scheme ROI. Operations watch dispatch reliability, the installation backlog and open exceptions. Finance tracks rand ageing per account, receipt reconciliation and trade spend to date. Every view drills from province to account down to a single serial number.