General wholesaler

A general wholesaler buys in bulk and sells to shops, kiosks, hotels and institutions, mostly on account, by the carton, bale or bag. Kila runs it as a wholesale business: orders at the order desk, credit control, picking, delivery and invoices on account.

What is special

Kila sets a general wholesaler up with the wholesale business as it comes: no rules of its own and nothing added to the home page or the set-up list. What you see first is the order desk (Sell › Order desk), where each customer’s price list, pack sizes and credit come up as you take the order.

None of the demo businesses is set up as a general wholesaler. Mombasa Road Distributors, an FMCG distributor, works the same way at its order desk: see Take an order at the order desk and Approve an order over the credit limit.

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	General wholesaler
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. Outlets with channels, credit limits and price lists
6. Routes and drivers (if delivering)
7. Trucks and vans with their capacity, and product weights
8. Sales reps and their beats
9. 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
• 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 wholesaler needs, from the order to the invoice.