Distributor Management Software for Beauty & Personal Care Brands Selling Across South Africa

Each carton carries its own tier history. Primary movement into the distributor and secondary movement out to independent wholesalers, spaza shops, salons and beauty retail sit on separate ledgers. Every tier holds its own rand price list, credit window and scheme rules, so a wholesaler loaded ahead of a promotion shows up in-month instead of at the close. A route through Warwick Junction is measured exactly the way a national chain listing is.

A carton of cream, lotion, relaxer, fragrance or soap takes its batch number, manufacture date and expiry at goods receipt. Dispatch defaults to FEFO, so the shortest-dated lot leaves first, and near-expiry alerts arrive early enough for the brand team to redeploy stock into a faster-selling territory. Should a complaint or a recall follow, the lot is found on one search, with an audit trail that supports SAHPRA traceability requirements on regulated personal-care lines.

Every SKU holds its registration reference, shade or variant code, batch, pack size, barcode and rand price. A dispatch rule blocks any beauty or personal-care item with a required registration field missing, so an unregistered or de-listed line cannot leave the warehouse. Audit reports read registration and expiry status across the live catalogue in Johannesburg, Cape Town and Durban.

Rand price trees are configured per tier: lead distributor, independent wholesaler, cash-and-carry, spaza shop and tuck shop, salon and spa, pharmacy, beauty retail and the national grocery chains. Off-invoice, on-invoice and post-invoice trade discounts hang off each of them. The order screen resolves the right combination line by line, so nothing is edited by hand.

Schemes are layered over base rand pricing as slab bonuses, buy-X-get-Y offers or free-goods deals. A festive build, a Black Friday push or a new-shade launch is live only inside the date window it was given. Eligibility is tested as the order is keyed, and scheme ROI moves against the month-to-date target while the month is still running.

Cash, card, instant EFT and PayShap payments all post to the customer ledger with a reference against them. Auto-allocation clears open invoices oldest-first, or follows the remittance note where a customer sends one. A rep confirms the collection on the app even on a route where signal is thin, and the collections dashboard catches up as the sync completes.

Terms sit on the account and are enforced the moment an order is captured. The ageing dashboard surfaces wholesalers and independent stores nearing their ceiling, and a booking stops on its own once the limit is passed. A large cash-and-carry account may run a longer window while a spaza owner settles weekly; both patterns are configured side by side.

Yes. The field app is offline-first by design. Orders, stock counts and collections are captured in a Bree taxi rank passage, deep inside Warwick Junction or out on a rural route where coverage runs thin, and the queue syncs the moment a signal returns. Outlets are pinned by GPS and landmark, which matters where street addressing is inconsistent.

The return is logged with a reason code, the batch number, the original invoice and a photograph. Typical sources are near-expiry pulls, leaking or crushed packs, consumer returns handed back by a chain, and shades that have been de-listed. On approval a credit note is raised against the original sale and the batch ledger updates, so short-dated beauty stock is never sent out again.

Yes. REST APIs connect to SAP, Oracle, Microsoft Dynamics, Sage and in-house distributor systems. Orders, invoices, GRN, returns, batch records and card or instant EFT payment entries pass in both directions. B2B portal feeds from the national grocery and pharmacy chains take in purchase orders and return dispatch advice, and a nightly master sync runs over SFTP.