Beverage Distributor Software: Billing, Stock and Supplier Purchases

A beverage distribution business moves heavy stock on thin margins. A truck from the bottler drops 300 crates on Monday, retailers collect by the dozen all week, half of them say they'll pay next week, and by Friday you're guessing whether the godown still has enough 1-litre water for the weekend. A few missing crates or one forgotten credit sale can wipe out a week's profit.

This guide covers what software a beverage distributor actually needs, how Saauzi handles the trade side with three apps, a hypothetical week and, plainly, what it doesn't do, including route planning and expiry dates.

What software a beverage distributor actually needs

• Pack sizes that match how you sell: a 250 ml can or a 2-litre bottle, a single or a crate of 24.
• Supplier purchases recorded against stock, with what you've paid each bottler or brand.
• Credit customers: retailers, hotels and canteens that take stock now and settle later.
• Live stock and an early warning, because demand jumps in a hot week or before Dashain and Tihar.
• Breakage recorded, not written off in your head.
• Billing that works at the godown, where the internet is often patchy.

How Saauzi covers a beverage distributor

When you sign up and choose Beverage Distributor as your industry, Saauzi switches on three apps: POS Shop, Online Store and Cashbook. They share one catalog, one stock and one book, the core of an all-in-one ERP (our plain-English guide to ERP for small businesses explains the idea). The Saauzi page for beverage distributors shows the set. Other apps can be installed from the hub later, such as Inventory for a low-stock list and stock adjustments with history.

POS Shop: the trade counter and purchases

• Fast billing by search or barcode scan (a scanner is optional), with discounts for bulk buyers and split payment across cash and wallet.
• Pack sizes as variants, each with its own price.
• Credit customers. Sell on credit to regular retailers and keep the customer on record.
• VAT/PAN-ready bills with your name, address and PAN/VAT, printed or as a digital receipt.
• Offline billing. The POS keeps billing when the internet drops and syncs when it's back.
• Purchase entries. Record purchases from suppliers, keep supplier records, track what you've paid them and see each product's stock history.
• Reports: today's takings, best-sellers and slow movers, plus sales, product-performance, purchase and supplier reports.
• More than one outlet. A second godown runs from the same account, with per-outlet stock and sales rolling up into one view.

The POS page covers the counter in more detail.

Online Store and Cashbook

Regular retailers can order from a branded storefront on the same catalog and stock, paying by eSewa, Khalti, card or cash on delivery. It's a storefront, not a delivery system: you still load the van. Every sale posts to Cashbook automatically, where cash, bank and wallet accounts sit side by side and you add costs such as fuel, loading labour and godown rent. At closing you count the drawer and match the book the same day.

A hypothetical week

On Monday the bottler's truck brings 300 crates of soft drinks and 120 cases of water. You record a purchase entry and stock rises. You pay half by bank transfer and record the payment against that supplier.

From Tuesday to Thursday retailers come to the godown counter. A hotel takes 20 crates on credit, and a grocer pays part in cash and part by Khalti. On Wednesday the internet drops for an hour; billing carries on and syncs when the line returns. On Thursday six bottles break during unloading, and you record a stock adjustment.

On Friday two shops order through the Online Store and pay by eSewa. The low-stock list flags 1-litre water ahead of the weekend, so you call the supplier. On Saturday you reconcile Cashbook and check the purchase and supplier reports. An energy drink hasn't moved in six weeks, so you skip it on the next order.

A checklist for choosing beverage distributor software

• Can each pack size have its own price, by the crate and by the bottle?
• Are supplier purchases recorded where the stock lives, with payments tracked?
• Can you sell on credit to regular retailers?
• Does billing keep working when the godown's internet drops?
• Can you record breakage as a stock adjustment with history?

Our guide to inventory and purchasing in one system goes deeper on the buying side.

Where Saauzi fits and where it doesn't

Saauzi fits a distributor or wholesaler that bills at a godown counter, buys from a handful of suppliers and sells to regular retailers. Be clear about the limits:

• No route planning, van sales or delivery logistics.
• No batch or lot numbers, and no tracking of expiry dates. Rotate stock first-in, first-out by hand.
• No stock transfers between branches. If you move crates between godowns, record a stock adjustment at each.
• No automatic crate-to-bottle conversion. Record broken-down crates with stock adjustments.
• Nothing built for returnable empties or crate deposits.
• Cashbook is not full accounting. VAT and excise returns stay with your accountant.

What it costs

Your first app is free forever, so you can start with POS Shop alone. One flat subscription unlocks every Saauzi app, including the Online Store and Cashbook: NPR 1,500 per user per month or NPR 12,000 per user per year (US$20 per user per month or US$200 per user per year internationally), with no commission on sales.

With four users, say you, two counter clerks and a godown manager, that's NPR 6,000 (US$80) a month, or NPR 48,000 (US$800) a year on annual billing. The pricing page has the details.

FAQ

Can Saauzi track expiry dates on my stock?

No. There's no batch, lot or expiry tracking, so rotate stock by hand and check dates on the shelf.

Can I sell crates and single bottles of the same drink?

Yes. Set pack sizes up as variants, each with its own price, and record broken-down crates with stock adjustments.

Does Saauzi plan delivery routes?

No. It covers billing, stock, supplier purchases, online orders and cash, not routes or deliveries.

If your stock lives in one notebook, credit sales in another and supplier payments in a third, you can bring them onto one system and keep your own delivery routine. See how Saauzi sets up software for beverage distributors, and start with POS Shop free.