Beverage distributor

A beverage distributor delivers soda, water, juice and beer to shops, bars and hotels, in crates and returnable bottles that must come back. Kila runs it as a wholesale business with the containers in front.

What is special

Kila adds the crates and bottles to a beverage distributor’s set-up: the home page gets the card Crates and bottles with outlets, and the set-up list the step Crates and bottles with their deposits, after the principals.

Each container is set up with its deposit and the products that go out in it. Every sale then takes containers out to the shop, with the deposit on its account, and taking them back brings the deposit back. None of the demo businesses is set up as a beverage distributor; Mombasa Road Distributors, an FMCG distributor, keeps its soda crates and water bottles the same way: see Take back crates and empties.

How Kila sets it up

The main screen is Orders (take, pick, deliver).

Rules it follows:

None. Kila's standard rules apply.

Its words:

Most businesses	Beverage distributor
sale	order
receipt	invoice
branch	depot

Its set-up steps

1. Business details and KRA PIN
2. Depots, warehouse and tills
3. Products with pack sizes and price lists
4. Principals and their products
5. Crates and bottles with their deposits
6. Outlets with channels, credit limits and price lists
7. Routes and drivers (if delivering)
8. Trucks and vans with their capacity, and product weights
9. Sales reps and their beats
10. Opening balances

Its home page

• Orders to pick, to deliver and delivered today
• Trucks today: out, back and settled; stops delivered
• The order desk’s calls today
• Sales on account, payments, overdue balances
• Money overdue, promises and holds
• Cheques to bank, in hand and bounced
• Customers over their credit limit
• Vans and reps on the road today
• Reps against target this month
• Beats today: coverage and strike rate
• Sales to outlets by principal this month
• Trade schemes and claims to principals
• Market returns to receive and credit
• Crates and bottles with outlets
• Stock to reorder; purchase orders due
• Licences, permits and returns due
• Payments waiting for confirmation
• Approvals and reviews waiting

Roles it starts with

• Order desk clerk: Takes customers’ orders at the order desk and builds quotations; takes in returns and empties at the depot. No refunds or discounts beyond the limit.
• Dispatcher: Plans deliveries, routes and trucks’ trips, picks and loads runs and vans, issues gate passes, dispatches orders, and takes back returns and empties. No prices or credit.
• Credit controller: Keeps customers within their credit: decides orders held over the limit, holds and lifts accounts, collects, keeps the cheque register, sends statements and credits market returns.
• Sales rep: Visits the customers on their beat: takes orders, sells from the van, collects, checks shelves, takes back returns and empties, and adds new outlets for approval. No prices, credit limits or other reps’ routes.
• Merchandiser: Visits outlets on their beat to check shelves and displays (must-sell lines, facings, prices, photos), records visits, expired stock and new outlets. No selling, prices or money.
• Sales manager: Runs the sales team: reps’ beats, targets and commissions, trade schemes, outlets from the road and credit over the limit within their own. No books or users.
• Area supervisor: Supervises the reps in their depot: approves outlets from the road, reconciles van days, checks shelves and follows coverage. No prices or credit limits.
• Principals and claims officer: Keeps the principals’ records: secondary sales files, scheme, price-difference and expiry claims and their settlement; inspects returns and disposes of damaged goods.
• Driver: Drives a truck’s trip: delivers each stop by line (short or refused with a reason), takes the money on delivery, brings back returns and empties, and hands in at settlement. No prices or credit limits.
• Cash office: Runs the cash-and-carry counter and the cash office: settles drivers’ trips and vans’ cash, keeps the cheque register and banks. No prices, credit limits or stock.

Where to go next

• Wholesale and distribution: everything a distributor needs, from the order to the claim.
• Take back crates and empties