Distributor Management Software for FMCG & CPG Brands Trading Across South Africa

Order capture at spaza shops, tuck shops, taverns, forecourts and cash-and-carry counters, FEFO stock allocation, rand invoicing, dispatch, GRN against purchase orders, claim handling, and collections tracked across card, instant EFT and cash. One platform carries lead distributors, independent wholesalers and the national grocery chains, from Gauteng through the Western Cape to KwaZulu-Natal and the Eastern Cape.

Rand price lists are built by channel, province, account and SKU. A national chain, an independent wholesaler and a spaza owner each sit on their own rate. Promotional prices are live only inside the date window they were given. Every change clears an approval and then applies itself to new orders, so a Soweto route and a Durban wholesaler are never quoted off the same sheet by accident.

Schemes are set up by outlet category and by territory, whether they run on volume, value, slabs or free goods. Eligibility is tested while the order is still on screen and the qualifying scheme attaches itself. ROI dashboards, month to date and quarter to date, show which promotions actually paid back for each brand manager, and free goods on soap, maize meal or a case of cold drink land straight onto the invoice.

Batch and expiry are taken at GRN. The allocator reaches for the shortest-dated stock first, wherever in the network it happens to be sitting, which is what keeps dairy, bakery, beverage and personal-care lines out of trouble. Near-expiry alerts arrive weeks ahead, early enough to redeploy or discount the stock instead of writing it off. If a recall does follow, the batch number is the only thing needed to find it, and the trail supports SAHPRA traceability expectations on regulated lines.

A limit sits on each distributor and each wholesaler account. An order that would break it stops and waits for approval. Card receipts, instant EFT, PayShap and direct bank payments reconcile back to open rand invoices, and cash banked on the route posts to the same ledger. Ageing views and automated reminders keep the money moving instead of drifting quietly past terms.

A rep raises it in the field with a photograph and the batch reference, a distributor raises it in the portal, or the back office logs it directly. Reason codes cover damage, expiry, short delivery and wrong item. Approval runs through as many levels as the business needs. On sign-off a credit note posts against the original rand invoice and the ledger updates, leaving the audit trail that regulated lines are expected to have.

Yes. Both the field app and the distributor app are offline-first. Orders, stock counts and claims are captured deep inside Warwick Junction, at a Bree taxi rank stall, or on a farm road two hours out of Polokwane, with no connection at all. The queue clears itself the moment a signal returns, so nothing is lost to a dead spot and nobody burns data re-entering a day of work.

Yes. REST APIs move sales orders, rand invoices, dispatch notes, GRN, returns, batch records and card or EFT payment entries between the DMS and SAP, Oracle, Microsoft Dynamics, Sage or an in-house distributor system. The bulk work — daily masters, stock balances, ledger postings — travels over SFTP in both directions.

A distributor sees order history, live stock, the scheme catalogue, a rand ledger and downloadable invoices. A brand manager sees targets month to date, route performance, ageing and scheme redemption. Leadership gets provincial and channel rollups along the N1, N2 and N3 corridors, and can drill from there down to one store on one route.

Both. The admin portal opens in any modern browser. Distributors and reps get Android and iOS apps for orders, stock-in, claims and ledger views, built offline-first for routes where coverage is patchy and data is expensive. A white-label option lets a distributor put its own branding on the app. SFA, DMS and the partner portal all sit on one cloud backend.