Wholesale business management software for buying, selling and collecting

1Buying: suppliers and purchases

Each delivery is recorded as a purchase against the supplier, with the items, quantities, costs, what you paid now and the date the balance is due. The supplier's page then shows what you still owe, and you can record later payments. If goods are wrong, a supplier return reduces both the stock and what you owe. Because the cost of each purchase feeds the average cost of the item, your profit figures follow your real buying prices.

2Cartons, bags and the unit problem

Wholesale is mostly about packages. Keep one stock figure in a base unit, then sell in cartons, bags, crates or dozens, each with its own price. Example: a carton of 24 bottles at Rs 3,600 wholesale and Rs 160 per loose bottle; stock falls by 24 for the carton and by 1 for the bottle, and you never convert by hand.

3Selling to trade customers on credit

Trade customers rarely pay on the spot. Create each as a named customer, sell in Wholesale mode, record the part they pay now and set a due date for the rest. Their balance, payment history and next due date are on one page. Special rates for a regular buyer can be set per product, so the price you agreed is applied automatically.

4Collecting what you are owed

The customer dues report lists who owes you and how much, and the alerts show credit due today. Record each payment when it arrives, and the balance falls. Reading the list every Monday morning, with the oldest balances at the top, is the simplest collections discipline a wholesaler can have.

5Cash control and staff

Cash, bank and wallet balances are kept separately, and the closing cash count helps you catch mismatches. Staff get roles: a cashier sells, stock staff handle goods and requests, a manager approves, and only the owner sees profit and pay. For a wholesale shop with a few helpers, that separation reduces the risk of costly mistakes.

6Warning signs in a wholesale business

Three signs tell you trouble is coming early. The total owed by customers grows faster than your sales. A few customers account for most of the overdue balances. And your cash balance is falling while your sales are rising. All three are visible on the home screen and in the dues report if you look at them weekly, and each is easier to fix at the start than when a supplier is waiting.

★Get started in four steps

1. Add suppliers and customersCreate your regular suppliers and trade customers, with opening balances.
2. Set up packagesGive each product its cartons, bags or crates with wholesale prices.
3. Record purchasesEnter each delivery with its cost and what you paid.
4. Sell and collect weeklySell in Wholesale mode and review the dues list every week.

!Good to know before you start