Mastering the Distribution Module: A Comprehensive Guide for Modern Supply Chains | Aorabook ERP
In a competitive market, moving products from the warehouse to the retailer isn't just about transport—it’s about precision, timing, and financial accuracy. Managing routes, vehicle capacities, and payment collections manually often leads to stockouts, missed deliveries, and "lost" cash.
Aorabook ERP’s Distribution Module is built to bridge the gap between sales and logistics.
Are You Struggling with These Distribution Hurdles?
If your distribution team is relying on paper notes and phone calls, you are likely facing:
Route Inefficiency: Drivers taking longer paths or skipping outlets.
Collection Discrepancies: Cash collected in the field does not match office records.
Loading Errors: Vehicles are being overloaded or sent out with the wrong products.
Manual Reporting: Spending hours at the end of the day reconciling DSRs.
What a Distribution Business Can Do with Aorabook ERP?
With the Distribution Module, you can:
Create sales plans and assign monthly targets
Assign products to sales officers
Configure route plans with outlet lists
Assign vehicles and delivery personnel
Generate sales invoices
Prepare delivery sheets automatically
Dispatch goods from the warehouse
Track delivery confirmation
Record payment collections
Apply approval workflow
Generate DSR report
Generate delivery preparation report
Generate payment collection report
Monitor sales target vs achievement
All activities flow into accounting automatically. Aorabook ERP transforms your logistics into a data-driven machine.
Step-by-Step Tutorial: The Distribution Workflow
Now I will explain the complete process as I actually use it.
Step 1: Distribution preparation, Setup & Configuration
Before I start selling or delivering products, I first prepare the distribution structure.
1. Create Distribution Branch & Warehouse
I begin by creating the branch and warehouse from where distribution will operate.
Navigate to:
Sidebar > Others > Location > Branch/Warehouse
Here, I define:
The distribution branch
The linked warehouse
This setup ensures that inventory movement, delivery, and accounting are all connected to the correct physical location.
2. Add Sales Team or staff management
Next, I add the people who will operate the distribution.
Navigate to:
Sidebar > Human Resource > Add new staff
I create different roles such as:
Sales Supervisor
Salesman
Delivery Man
Driver
Each role has specific responsibilities and system permissions. This allows the ERP to track who did what and when.
3. Add Vehicle
Now I register the delivery vehicles.
Navigate to:
Sidebar > Distribution > Vehicles > Add new Vehicles
Vehicle ID
Model & license number
Warehouse
Driver & deliveryman
This ensures that every delivery is linked to a specific vehicle and team.
4. Distribution Configuration:
Here, I configure operational rules such as:
Navigate to
Sidebar > Distribution > Distribution settings
General Settings:
Invoice delivery status update time
Strictly Route Access
Force invoice action
Allowable distance for create order
Collection Approval
Report sending:
Sales order report
Delivery Report
Delivery Notification
These rules bring discipline and management control into daily operations.
Step 2: Add & Assign Route
Now I create delivery routes.
Navigate to
Sidebar > Distribution > Route > Add new Route
For each route, I define:
Route name
Branch and warehouse
Delivery schedule
Assigned salesman
Assigned driver
Once routes are defined, sales and delivery activities automatically follow these routes.
Step 3: Add & Assign Product
Here, I assign specific products to specific salesmen.
This prevents unauthorized product selling and ensures better inventory control.
Add product:
Navigate to:
Dashboard > Add new > New Product
Sidebar > Products > Add Products
Navigate to
Sidebar > Distribution > Product > User Assign > Select salesman & Products
Step 4: Generate sales target
I generate sales targets based on routes or salesmen. Later, the system automatically compares these targets with actual sales.
Navigate to
Sidebar > Distribution > Sales target > Generate
Now real transactions begin. Before this step, products, inventory, VAT rates, and customers are already configured.
Product 1: Selling price 100 USD
Product 2: Selling price 200 USD
Stock: 100 units each item
Total stock value: 12,000 USD
Navigate to:
Dashboard > Add new > New Sale
Sidebar > Sales > New sales
For Customer 1, I create an invoice:
Product 1: 40 units, 10% discount, VAT 5%
Product 2: 40 units, 5% discount, VAT 5%
Invoice Total: 11550 USD
For Customer 2:
Product 1: 30 units, 5% discount, VAT 5%
Product 2: 30 units, 5% discount, VAT 5%
Invoice Total: 8977.50 USD
At this stage, both invoices show:
Delivery status: Pending
Payment status: Pending
Navigate to:
Distribution > Sales Invoice
The deliveryman opens My Planner / Store List to see daily delivery tasks.
Navigation:
Web: Sidebar > Distribution > My planner
Mobile apps: Menu > Distribution > Store list / Dashboard > Storelist
The system shows:
Stores to visit
Route sequence
Invoice details
Delivery Preparation Report:
Before dispatch, I review the delivery preparation report, which automatically shows:
Total invoice of the day
Product-wise quantity
Invoice-wise product quantity
Total amount
Customer name
Salesman name
Route name
Here, on this day 2 invoice, 2 products, a total of 140 units, have to be delivered.
The system can also notify customers that their delivery is on the way.
Then select the invoice for delivery done:
During delivery, the deliveryman can:
View invoice
Delivery invoice
Partial delivery
Add payment
Option for delivery later
Cancelled invoice
Example:
Invoice 1: Collected 10550 USD
Invoice 2: Collected 8977.50 USD
Once delivery is completed, the outlet is automatically removed from the store list.
Dashboard > Invoice list
Edit Quantity:
Add Payment:
Delivery from the web:
Navigate to:
Sidebar > Distribution > Sales invoice > Delivery icon
Here I collect payment 10550 from 11550. I collect all the money in cash.
Now we can see the status of invoice are delivered, and payments are pending, due to setting up the approval system.
Payable amount 8977.50 &10550, and the rest of amount is due 1000.
Pending payment:
Since payment approval is enabled, collections are not finalized immediately.
Navigate to
Sidebar > Distribution > Pending payment
A supervisor or admin reviews and approves the collections.
Multiple invoice approved at the same time. Mark all invoices and click on the approve button.
Approved payments then appear in the Approved Payment list.
Approve Payment list:
Navigate to:
Sidebar > Distribution > Approved Payment
From the collected cash, the salesman incurs expenses.
Example:
Field expense paid: 500 USD
This expense is entered through the DSR.
Accounting impact:
Expense Account is debited
Salesman Account is credited
The expense voucher goes through approval to maintain control.
Now the expenses voucher needs approval.
Navigate to:
Sidebar > Account > Journal > Voucher approval
Partner ledger:
Sidebar > Account > Account list > Partner account
Now I review system-generated reports.
Distribution Reports:
Navigate to
Sidebar > Reports > Distribution reports
Sales Report
Sales Target report:
Products sales order report
Invoice-wise sales order report
Salesman-wise sales order report:
Sales Order All Branch Summary
Sales all branch summary report:
Distribute report
Here we can view details of:
Deliverable products and amount
Delivered products and Amount
Adjustment unit & amount
In hand unit of products
Remaining balance
DSR Report
This report shows:
Total cash & credit sales
Total cash & credit collection
Total expense
Cash in Hand
Payment Collection Report:
Invoice 2 - 260290 — 8977.50
Invoice 1- 260289 — 10550
Accounting report
Trial balance
Income Statement
My total sales amount: 21000
Sales discount: 1450
Total Income = 19550
Less, COGS 8400
Net operating income: 11150
Less: Expense 500
Net profit: 10650
Balance Sheet report
Now we can see the full scenario
Cash balance: 19027.50
Collected balance – 19527.50
DSR Expense — 500
Inventory Stock: 3600
Beginning balance: 12000
Cost of goods sold: 8400
Account receivable: 1000
Total sales: 20527.50
Total collection: 19527.50
VAT control account: 977.50
Total equity:
Opening balance: 12000
Net Profit: 10650
The system also provides:
Salesman location history
Real-time GPS tracking
Minimum distance enforcement for order creation
Productive vs non-productive time analysis
This entire workflow—from sales order to delivery, collection, expense adjustment, DSR, and final accounting—is handled inside the Aorabook ERP Distribution Module.
This is exactly how we operate a distribution business—and you can do the same, with full visibility and control.
Aorabook ERP’s Distribution Module is not just a logistics tool—it is a complete operational and financial control system. It ensures transparency, accountability, and efficiency from order creation to final accounting, making it ideal for FMCG, wholesale, distributor, and multi-route sales operations.
