SCM Distribution System: Routes, Van Load Sheets, Settlements & Field Sales

Distribution software Pakistan teams usually run vans, routes, and field sales on paper load sheets or WhatsApp tallies—then scramble at day-end to match what left the godown with what was sold, returned, damaged, or lost. In Wise Supply Chain, the optional Distribution module turns that day into documents on the same inventory spine as warehouses and sales invoices: route → van → load sheet → field invoices → settlement. This guide walks through each feature so distributors can see how mobile stock stays auditable.

When Distribution is available

Distribution is not on for every company by default. It requires the Supply Chain Management module plus the company-level Enable Distribution flag (set by admin or reseller when the account is provisioned). Once enabled, the Distribution menu appears with routes, sales persons, vans, van load sheets, and van settlement sheets—and warehouses can be marked as in-transit for mobile stock.

Routes: territory for customers and loads

Distribution routes are named territories or beats (code, name, description, active/inactive). Assign customers to a route so field sales and load planning stay organised by geography—not a free-text “area” on a spreadsheet. Van load sheets also pick a route, so each day’s dispatch is tied to a defined beat your ops team can report on.

Sales persons: who runs the beat

The sales person master stores name, contact details, optional code, and status. Optionally link a sales person to a system user when field staff also log in. Load sheets and settlements carry the sales person, so “who took this van today?” is a document field—not tribal knowledge.

Vans & in-transit warehouses: stock that travels

Each van has a name, vehicle number, and a dedicated in-transit warehouse—a warehouse flagged for van / mobile stock. That location is where loaded inventory sits while the vehicle is on the road. Confirming a load transfers quantity from a normal godown into the van’s in-transit warehouse; settlement later returns unsold stock (and writes off damage or loss) from that same mobile location.

This is the operational heart of van sales software: you always know how much is in the vehicle, not only how much left the main warehouse this morning.

Van load sheets: dispatch from godown to van

A van load sheet plans the day’s stock: van, sales person, route, load date, source warehouse (non in-transit), destination in-transit warehouse, and product lines with quantities. While the sheet is draft, operations can still edit lines. On confirm, the system:

• Checks available stock in the source warehouse (blocks oversell of the godown).
• Creates a confirmed stock transfer from godown → van in-transit warehouse.
• Applies inventory movements so Inventory Levels show stock on the van, not still in the godown.
• Locks the load sheet as confirmed and links it to that transfer for audit.

Nothing silent happens: the transfer number and load number give warehouse and finance the same reference when questions arise later.

Van settlement sheets: sold, returned, damaged, lost

At day-end (or end of the trip), create a van settlement sheet against a confirmed load. Lines start from loaded quantities. For each product you record:

• Sold — quantity delivered to customers (must be covered by sales invoices before settlement confirm).
• Damaged — write-off from the van warehouse via stock adjustment.
• Lost — separate write-off adjustment for shrinkage or loss.
• Returned — computed as loaded − sold − damaged − lost; transferred back to a chosen return warehouse.

The equation is deliberate: every unit that left the godown must be explained as sold, returned, damaged, or lost— the classic failure mode of paper van books is unexplained shortages. Returned quantity cannot go negative; the system validates the split before confirmation.

Invoice the sold quantity before you close the day

Settlement does not invent revenue. Sales invoices link to a draft van settlement sheet and draw pending sold quantities from it. You can invoice one customer or many against the same settlement until sold lines are fully covered. Confirming settlement is blocked until sold quantities match invoiced quantities (including drafts that consume the allocation)—so stock write-back and AR never get ahead of billing.

Invoices issue stock from the van’s in-transit warehouse, keeping field sales and warehouse balances aligned. If FBR digital invoicing is enabled for the company, the same invoices can be validated and posted to the FBR API—van sale today, compliance submission on the same document.

What happens on settlement confirm

When settlement is confirmed (and sold is fully invoiced), Wise Supply Chain:

• Transfers remaining returned quantities from the van warehouse back to the return warehouse.
• Posts damage and loss stock adjustments against the in-transit warehouse.
• Writes accounting entries for van settlement write-offs where configured.
• Marks the settlement confirmed and the related load sheet settled.

Day-end closes with a trail: load transfer, field invoices, return transfer, and any damage/loss adjustments—all tied to settlement and load numbers.

How Distribution fits the rest of SCM

Distribution sits on top of SCM inventory management: multi-warehouse balances, stock movements, transfers, and adjustments. Purchasing still fills the godown via POs, purchase invoices, and GRNs; field sales settle into the same customer ledgers and financial reports as counter sales. Optional FBR posting is documented in supply chain with FBR digital invoicing.

Practical rollout for distributors

1. Enable Distribution on the company; create in-transit warehouses and link each van.
2. Set up routes and assign customers; create sales person records.
3. Train morning dispatch: draft → confirm van load sheets from the main godown.
4. During the day, raise sales invoices against the draft settlement’s sold quantities.
5. At close, complete sold / damaged / lost lines, invoice any remaining sold qty, then confirm settlement.
6. Review stock movements and Inventory Levels for godown vs van until the team trusts the numbers.

Want to see load sheets and settlements on your own SKUs and routes? Book a free demo or explore the supply chain software Pakistan guide and product overview.

Feature names and screens may evolve between releases; behaviour described reflects routes, sales persons, vans, in-transit warehouses, van load sheets, van settlement sheets, settlement-linked sales invoices, and stock transfer/adjustment effects as currently shipped in the Distribution module of Wise Supply Chain.