Purchase management for wholesalers and distributors in Bangladesh
Raise purchase orders, receive goods with a GRN, record supplier bills and returns, and pay suppliers in batches. Supplier credit and aged payables come from the same entries without re-typing.
On the buying side, a distributor's exposure is the mirror of the selling side: large orders, supplier credit, and deliveries that rarely match the order exactly. The shortfall discovered a week after the truck left is a shortfall you pay for.
Keeping requisition, purchase order, goods receipt and bill as separate steps is what makes the discrepancy visible at the point it can still be argued, and what turns supplier dues into a report rather than a stack of unposted bills.
What goes wrong for wholesalers
Everyday problems in this trade, from the industry guide.
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Party dues in notebooks
Hundreds of retailers buy on credit and the running balance lives in a khata or a spreadsheet kept by one person. Disputes over old balances are settled by argument, not by a ledger both sides can read.
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Stock split across godowns
Goods move between the main godown, a branch and a delivery van without a record. Physical counts never match the file, and staff phone each other to find out where a carton went.
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Different prices for different parties
Dealer, retailer and special party rates are remembered or looked up in an old price list. A wrong rate on a big order wipes out the margin, and price changes take days to reach everyone.
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Collections posted one bill at a time
A collector returns with cash and cheques for twenty bills and the office spends the evening matching them. Partial payments and post-dated cheques leave the balance uncertain for days.
Purchase orders and supplier dues
How Purchase & Suppliers handles it.
Raise purchase orders, receive goods with a GRN, record supplier bills and returns, and pay suppliers in batches. Supplier credit and aged payables come from the same entries without re-typing.
What you get
The parts of Purchase & Suppliers that matter most here.
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Requisition to purchase order
Branch or store staff raise a requisition, a buyer finalizes it and converts it to a purchase order with one action. Auto replenishment rules can raise requisitions themselves when stock hits the reorder point.
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Goods receipt (GRN)
Receive goods against a purchase order, in full or in part, into a specific warehouse with serial numbers or batch and expiry captured at the door. Approve and complete the receipt to update stock.
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Bills matched to receipts
Record the supplier bill against the receipt and order, with differences visible before approval. Direct bills cover cash purchases without an order and still post stock and accounting entries.
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Supplier ledger and ageing
Each supplier has a party ledger of bills, payments, returns and credits with a running balance, and aged payables group dues into buckets so you decide who to pay first.
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Purchase returns
Return damaged or wrong goods to the supplier against the original receipt or bill. Stock, payables and input VAT reverse automatically and the return shows on the supplier ledger.
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Item-supplier links
Link items to the suppliers who stock them with their price, so a buyer sees who to order from and at what cost when a requisition comes in, and the purchase order fills itself.
A working day for wholesalers
The sequence this trade actually runs, from the industry guide.
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Take orders from parties
Orders come in by phone or from a salesman in the field. Staff create sales orders at the party's price tier and check the credit position before confirming.
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Pick and dispatch from the godown
A delivery note is issued, stock is deducted from the right godown, and the van or courier shipment is recorded against the order with a tracking reference.
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Record collections in batches
Cash, cheques and bKash received from parties are posted as batch payments against open bills, and the party ledger updates immediately for everyone to see.
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Receive imports and supplier bills
Goods are received against the purchase order, the supplier bill is entered, and purchase VAT is recorded for the Mushak 6.1 register.
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Review dues and stock
The owner checks aged receivables, sends due reminder SMS to overdue parties, and reviews stock levels and replenishment suggestions before placing the next order.
Questions
Answered plainly, including where the answer is no.
What happens when a delivery is short?
The goods receipt records what actually arrived rather than what was ordered, so the difference against the purchase order is visible and the bill can be matched to the receipt rather than to the order.
Can I see what I owe each supplier?
Yes. Supplier ledgers and aged payables work the same way as the customer side, so both halves of your working capital position come from the same books.
See SORS ERP running on your own numbers
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