INVENTORY & DISTRIBUTION

The right stock.
In the right place.
Ready for the next order.

TEZ ERP connects demand, purchasing, inventory, branches, warehouses, stock transfers, packing and dispatch in one controlled distribution workflow.

Know what is physically available. What is already committed. What is moving between locations. What is expected from vendors. What is ageing. And which customer orders can be fulfilled now.

Map your distribution workflow See TEZ Inventory in Action ↓

MULTI-LOCATION STOCK INDENTS REORDER CONTROL STOCK TRANSFERS BATCH & SERIAL PICK & PACK DISPATCH PHYSICAL STOCK AGEING VALUATION

DISTRIBUTION IS NOT JUST ABOUT HOW MUCH STOCK YOU HAVE

It’s about whether the right stock is available at the right location.

A distributor can have excess inventory across the organisation and still lose an order because the required item is unavailable at the location serving the customer.

TEZ helps answer the questions that determine fulfilment:

Do we have the item?
Which branch or warehouse has it?
How much is physically available?
How much is already committed?
Is any quantity in transit?
Is more stock expected against a purchase order?
Can another location fulfil the requirement?
Should we transfer it or purchase it?
Which orders can be dispatched today?

Inventory becomes useful when quantity, location, commitment, movement and demand are read together.

ONE DISTRIBUTION FLOW Capture Demand Check Availability Decide the Source Receive & Control Pick & Pack Dispatch Analyse

ONE DISTRIBUTION FLOW

From demand signal to delivery confirmation.

Capture DemandReceive a customer order, branch indent, replenishment requirement or reorder signal.
Check AvailabilityReview location-wise stock, pending commitments, stock in transit and applicable incoming purchases.
Decide the SourceFulfil from the current location, transfer from another branch or procure from a vendor.
Receive & ControlTrack purchase orders, transit, GRN, quality checks and stock acceptance as applicable to the configured process.
Pick & PackGenerate picklists, select the required batch or serial number, pack cartons and prepare labels.
DispatchRecord transporter, LR, vehicle, boxes, weight, freight and delivery information.
AnalyseReview fulfilment, closing stock, physical variance, ageing, valuation and item performance.

DEMAND→ AVAILABILITY→ ALLOCATION→ REPLENISHMENT→ PICKING→ PACKING→ DISPATCH→ DELIVERY

A DISTRIBUTION CONTROL VIEW

See the stock position behind the order.

A useful stock number is not a single number. TEZ helps authorised teams review the different conditions influencing availability:

Stock in Hand

Quantity recorded at the selected branch, godown or department.

Pending Commitments

Applicable pending Sales Orders or Proforma Invoices that may need to be considered before committing more stock.

Stock in Transit

Material dispatched from one location but not yet completed at the receiving location.

Incoming Stock

Applicable Purchase Orders, GRNs or purchase transactions in the procurement pipeline.

Reorder Requirement

Items that have reached or fallen below the defined stocking threshold.

Ageing Stock

Inventory that has remained unsold or unused for longer periods.

Physical Variance

Difference between stock recorded in TEZ and stock physically counted.

Closing Stock Value

The quantity and value of inventory under the selected valuation method.

One item can therefore be understood as:

On HandCommittedIn TransitIncomingAvailable AgeingValued

STOCK VISIBILITY WHERE THE DECISION HAPPENS

Users should not leave the transaction to find out whether stock exists.

Stock information should be available while teams are creating and reviewing:

Sales Orders
Purchase Orders
Indents
Delivery Challans
Stock Transfers
GRNs
Sales Invoices
Purchase Invoices
Dispatch transactions

Use item search and stock-query views to check the relevant product across permitted companies, branches and departments. Search using applicable references such as:

Item NameAliasProduct CodeUPCBarcode GroupBatchSerial Number

This gives sales, procurement and warehouse teams faster access to the same inventory position.

SALES ORDER SUMMARY

Know which orders can be executed before making another promise.

TEZ Sales Order Summary brings the order and its fulfilment context together. Review applicable information such as:

Pending Sales Orders
Items ordered
Ordered quantity
Stock in hand
Applicable Proforma Invoice commitments
Purchase Orders in the pipeline
Pending quantity
Order status
Customer
Branch
Expected fulfilment position

This helps the team separate orders into practical action groups:

Fulfil Now

Required stock is available at the serving location.

Transfer & Fulfil

Stock is unavailable locally but available at another location.

Purchase & Fulfil

Stock is unavailable internally and needs procurement.

Partially Fulfil

Only a portion of the ordered quantity can currently be supplied.

Hold for Review

Commercial, credit, approval or availability conditions require attention.

The order list becomes an execution plan—not simply a record of customer demand.

DEMAND CAN ENTER FROM DIFFERENT CHANNELS

Bring the requirement into one fulfilment process.

Depending on the implemented environment and integrations, demand may originate from:

Sales executives
CRM
Agent portal
Customer portal
B2B orders
B2C or e-commerce channels
Website or API integrations
Quotations
Sales Orders
Branch indents
Internal departments

Once captured, the requirement can move through the same controlled availability, allocation and fulfilment process.

Different entry channels should not create disconnected stock commitments.

INDENT MANAGEMENT

Let branches request stock without immediately creating another purchase.

An indent is a formal material requirement raised by a branch, warehouse or department. TEZ supports indents between applicable:

BranchesGodownsWarehousesDepartments Head office and branch locations

The indent records:

Requesting location
Required item
Required quantity
Requirement date
Applicable remarks and references
Pending, partial or completed status
Transactions created against the requirement

After reviewing availability, the requirement can follow the appropriate path:

If stock exists internally

INDENT→ STOCK TRANSFER

If stock must be purchased

INDENT→ PURCHASE ORDER

If material arrives with an invoice

INDENT→ PURCHASE INVOICE

If only part can be supplied

The indent remains partially open for the balance quantity.

This creates control over branch demand and helps prevent separate teams from purchasing material already available elsewhere.

USE INTERNAL STOCK BEFORE PURCHASING MORE

Distribution control begins with allocation.

When a branch raises an indent, procurement should be able to determine:

Whether the requesting branch already has usable stock
Whether another location holds excess stock
Whether any quantity is already moving toward that location
Whether a purchase order is already pending
Whether the requirement justifies a new purchase
Whether the indent can be partially fulfilled internally

TEZ connects location-wise stock with indents and stock transfers, allowing the organisation to rebalance inventory before committing additional working capital.

Move what you already own.

Purchase only what the network still needs.

MULTI-LOCATION INVENTORY

Distributed stock. Central visibility.

Maintain and analyse stock across applicable:

CompaniesBranchesGodownsWarehousesDepartments

Local users can work with the locations relevant to them. Authorised management can review a wider or consolidated inventory position. Analyse stock by:

Location
Inventory group
Item
Brand
Batch
Serial number
Date
Department
Inward and outward movement

No separate branch stock sheets.

No delayed consolidation. No dependence on calls to determine where an item is lying.

STOCK TRANSFERS

Move inventory without losing accountability.

Transfer stock between branches, godowns or departments using a dedicated Stock Transfer voucher.

Maintain applicable information including:

From branch
To branch
From department
To department
Indent reference
Item
Quantity
Rate
Value
Batch number
Serial number
Expiry
Transporter
Vehicle number
LR number
LR date
Remarks
Supporting documents

Transfers can also support applicable:

Barcode printingE-way bill generationE-way bill printing Excel uploadCustom print formatsSearch by batch or serial number

Every internal movement retains its business context.

TRANSFER-IN-TRANSIT CONTROL

Stock should not appear received before it actually arrives.

A transfer can pass through a controlled movement cycle:

TRANSFER RAISED→ GOODS DISPATCHED→ STOCK IN TRANSIT→ DESTINATION RECEIPT→ STOCK ACCEPTED

Transit visibility helps distinguish between:

Stock at the source
Stock physically moving
Stock received at the destination
Stock still awaiting acceptance or completion

This prevents the organisation from treating dispatched stock as if it were already ready for use at the destination.

Where required, receipt and acceptance controls can be configured around the organisation’s transfer process.

REORDER CONTROL

Replenish before availability becomes an emergency.

The correct minimum stock is not always the same at every branch. TEZ supports branch-wise reorder levels so stocking thresholds can reflect local demand.

Use reorder information to identify:

Items below minimum stock
Items approaching a defined threshold
Location-specific shortages
Suggested replenishment requirements
Items requiring purchase or transfer review

Reorder quantities can also be updated in bulk through Excel-based processes.

Instead of repeatedly checking every SKU, TEZ can surface items that have reached or fallen below configured stocking levels. Applicable alerts can be shared with relevant stakeholders through configured:

MIS alertsEmailSMSWhatsApp communication

Branch Manager

May need a location-specific shortage.

Procurement

May need a consolidated requirement.

Management

May need the value and risk behind the shortage.

Right item. Right location. Right replenishment decision.

PROCUREMENT CONNECTED TO DEMAND

Purchase because the business needs stock—not because somebody sent a message.

Create purchase requirements using the context available from:

Sales OrdersIndentsReorder levelsStock shortages Existing stock at other locationsPurchase Orders already in the pipeline

Applicable TEZ workflows support one-click or assisted creation of Purchase Orders from underlying requirements. The purchase team can therefore examine:

DemandExisting StockInternal AvailabilityPending Orders Reorder LevelRequired Quantity

—before placing another order.

PURCHASE ORDER CONTROL

Know what was ordered, what arrived and what remains pending.

Track a Purchase Order through:

CREATION→ APPROVAL→ VENDOR COMMS→ TRANSIT→ PARTIAL RECEIPT→ GRN→ PURCHASE INVOICE→ CLOSURE

Maintain visibility over:

Ordered quantity
Received quantity
Billed quantity
Pending quantity
Due date
Vendor
Branch
Department
Item
Value
Status

A Purchase Order should remain visible until its underlying requirement is actually resolved.

RECEIVING, GRN & QUALITY CONTROL

Receiving stock is more than entering a purchase bill.

Use GRN and applicable inward processes to record material received against:

Purchase OrdersVendor delivery documentsDelivery Challans Transit recordsPurchases received before invoicing

Depending on the configured workflow, receiving can include:

Quantity verification
Batch or serial capture
Expiry capture
QC readings
Defective, damaged or incorrect-item identification
QC approval
Supporting documents
Put-list or storage instructions
Stock acceptance
Purchase Invoice creation

This keeps the physical receipt process distinct from financial billing where the organisation requires that separation.

IMPORT & BILL OF ENTRY CONTROL

Bring import information into the inventory trail.

For imported goods, TEZ provides Bill of Entry functionality to capture applicable information such as:

Overseas vendor
Country of origin
Port of loading
Port code
CHA
Forwarder
Bill of Entry number
Purchase Order
Supplier invoice
Bill of Lading
Currency and exchange rate
Packages and gross weight
Item quantity and value
Customs duties and taxes
Freight
Insurance
Miscellaneous charges
Supporting documents

This gives procurement, inventory and finance a structured record of the import transaction and its related costs.

WAREHOUSE EXECUTION

Tell the warehouse exactly what to pick, pack and send.

From picklist to dispatch, each step hands off a controlled instruction instead of an informal message.

Generate a Pick List from the relevant order or transaction for warehouse processing. A Pick List can guide the team on:

Customer or destination
Order reference
Item
Required quantity
Applicable batch
Applicable serial number
Branch or warehouse
Special handling information

The warehouse receives a controlled fulfilment instruction instead of an informal message or printed invoice.

TEZ Packing Management supports structured packing against customer and order requirements. Maintain packing information such as:

Customer
Company
Branch
Department
Order number
Carton number
Packing date
Item
Batch number
Quantity per carton
Number of cartons
Total packed quantity
Rate and value
Supporting document

Multi-Entry Packing

Enter the item, batch, quantity per carton and number of cartons—TEZ calculates the total packed quantity.

Packing Records

Search and filter packing by order, item, carton, company, branch, department, date or quantity.

Labels & Barcodes

Generate applicable carton or item labels and barcode prints for identification during movement and dispatch.

Once a sales transaction is ready for dispatch, TEZ Dispatch Management helps the logistics team track its movement. Capture applicable dispatch information such as:

Transporter
LR number
LR date
Vehicle number
Number of boxes
Weight
Freight
Company voucher number
Dispatch date
Delivery status
Received date

Transactions can move from open to dispatched status as the dispatch information is updated. The process is completed when the relevant delivery or received information is recorded.

Bulk Dispatch

Where several invoices move through the same transporter and vehicle, they can be processed together.

Bulk Updates

Dispatch information can be updated through Excel for higher-volume operations.

Customer Communication

Configured email communication can notify the customer about dispatch information.

DELIVERY DOCUMENTS

Keep the commercial, physical and statutory movement connected.

Distribution workflows can include:

Sales OrderProforma InvoicePick ListPacking List Carton labelsSales InvoiceDelivery ChallanE-Invoice E-Way BillTransport detailsDispatch status Receipt or delivery confirmation

Create downstream documents from the underlying order so information does not need to be entered repeatedly.

DELIVERY CHALLAN STOCK

Physical possession and accounting ownership are not always the same.

Goods sent through a Delivery Challan may physically lie with a customer or another party while still belonging to the business until billed or otherwise accounted for. TEZ can retain such material within the appropriate book-stock treatment while allowing configured availability controls to consider the physical movement. This distinction helps businesses understand:

Stock as per books
Stock physically at the location
Stock lying under Delivery Challan
Stock available for further commitment
Stock awaiting billing

This is especially important where material is sent for approval, trial, processing or delayed billing.

BOOK STOCK VS PHYSICAL STOCK

The ERP quantity must eventually agree with what is actually present.

Stock as per Books

Quantity computed by TEZ from recorded purchases, sales, transfers, production and stock-changing transactions.

Physical Stock

Quantity actually counted or scanned at the branch, warehouse or department.

TEZ Physical Inventory supports:

Company-wise counting
Branch-wise counting
Department-wise counting
Date-wise physical records
Barcode scanning
Batch and serial-based counting
Historical physical inventory records
Missing-stock identification
Excess-stock identification

Generate a variance report showing what is missing and what has been found extra.

COUNT→ COMPARE→ INVESTIGATE→ ADJUST (CONTROLLED TRANSACTION)

STOCK ADJUSTMENTS

Every correction should have an explanation.

Actual inventory can differ from recorded stock because of:

DamageLossBreakageExpiryIncorrect receipt Incorrect issueCounting differencesUnrecorded movement ReturnsData-entry errors

Use controlled adjustment transactions rather than directly manipulating closing stock. Maintain the reason, user, date, location, item, quantity and supporting context behind the correction.

TRACEABILITY & IDENTIFICATION

Trace inventory at lot level, unit level and expiry.

For batch-controlled products, maintain the batch through applicable:

ReceiptTransferPackingDispatchSale ReturnPhysical inventory

Use batch-wise closing stock to understand which batches remain available at the selected location. This is valuable for:

PharmaceuticalsFMCGFood productsChemicals ComponentsImported goodsOther lot-controlled material

For individually traceable inventory, record the serial number against applicable transactions. Search by product and serial number to investigate the unit’s transaction history. Serial-level visibility is useful for:

ElectronicsAppliancesEquipmentMachinery High-value componentsWarranty-controlled products

Quantity tells you how many units moved. Serial numbers tell you which units moved.

Maintain expiry information for applicable batch or serial-controlled stock. Use the Expiry Report to review information such as:

Item
Batch
Quantity
Expiry date
Vendor
Branch or location

This gives the distribution team time to prioritise movement, prevent unsuitable dispatch and reduce avoidable write-offs.

TEZ supports barcode-oriented processes across applicable:

Item identificationBillingStock searchBatch tracking Serial trackingPackingBarcode and label printing Physical inventory

Use an existing UPC or product code, or generate barcode prints from the ERP for applicable items.

PRICING CONTROL

Distribution pricing should not depend on somebody remembering the agreed rate.

Maintain applicable:

Purchase rate
Sales rate
MRP
Last transaction rate
Customer-specific rate contracts
Customer-group rates
Item-wise discount
Invoice-level discount
Tax rate
Rate-change permissions

For a rate-contract customer, TEZ can pick the maintained customer-and-item rate automatically. For other customers, the standard configured rate can apply. Authorised users can control who is permitted to change commercial rates and discounts during a transaction.

NEGATIVE-STOCK CONTROL

Stop the same stock from being promised repeatedly.

TEZ provides configurable rules around negative-stock treatment. Availability controls can be configured to consider applicable transactions such as:

Pending Sales OrdersProforma Invoice commitmentsDelivery Challans GRNsPurchase InvoicesCurrent recorded stock

The organisation can decide whether negative stock is permitted and which commitments or inward documents should influence the warning. Different businesses can therefore apply the control appropriate to their operating model.

CLOSING STOCK & VALUATION

See quantity, movement and value together.

TEZ Closing Stock reporting provides applicable visibility into:

Opening quantity
Inward quantity
Outward quantity
Balance quantity
Stock value

Filter by:

CompanyBranchDepartmentGroupBrand ItemDateRateGrouping preference

Click an item to review its inward and outward history and understand how the closing quantity was created.

Begin with the view relevant to the question:

Item-Wise Closing Stock

Review individual SKU quantities and values.

Group-Wise Closing Stock

Understand inventory by product hierarchy or material group.

Branch-Wise Stock

Compare inventory across operating locations.

Department-Wise Stock

Review stock held by internal responsibility or function.

Batch-Wise Closing Stock

See the balance against individual batches.

Consolidated Stock

Review permitted inventory across the organisation.

Physical Inventory Variance

Compare recorded stock with actual counted stock.

TEZ supports inventory valuation views including:

Last Purchase Price

Values stock using the latest available purchase rate.

FIFO

First-In, First-Out valuation.

LIFO

Last-In, First-Out valuation.

Weighted Average

Values inventory using the calculated average cost.

Purchase Price

Uses the maintained purchase price, which can be updated for the required valuation view.

The appropriate method for financial reporting should be selected in accordance with the organisation’s accounting policies and applicable requirements.

Analyse inventory by ageing periods to understand how long material has remained in stock. TEZ supports ageing analysis across dimensions such as:

CompanyBranchDepartmentMaterial group BrandItemAs-on date

Use ageing buckets to distinguish:

Recently received stockRegular-moving stockSlow-moving stock Excess stockPotentially obsolete stock

Inventory ageing changes the question from “How much stock do we have?” to “How long has this stock remained here, and what should we do about it?”

RETURNS & EXCEPTIONS

Real distribution processes contain exceptions.

TEZ provides controlled transactions and references for situations such as:

Sales returnsPurchase returnsCredit notesDebit notes Damaged stockRejected stockShort receiptExcess receipt Incorrect dispatchExpired stockPhysical stock variance Order cancellationPartial fulfilment

The inventory impact remains connected to the transaction that explains it.

DISTRIBUTION REPORTING

Reports for the warehouse. Decisions for management.

Applicable inventory and distribution reports include:

Stock Query
Closing Stock
Group-Wise Closing Stock
Batch-Wise Closing Stock
Location-Wise Stock
Stock Transfer Register
Pending Indents
Reorder Report
Low-Stock Report
Physical Inventory Variance
Inventory Ageing
Expiry Report
Batch and Serial History
Sales Order Summary
Pending Purchase Orders
Pending Sales Orders
Packing Records
Dispatch Status
Item-Wise Sales
Item-Wise Purchase
Item Analytics

Reports can be filtered, exported and configured for the information relevant to the user.

FROM SUMMARY TO TRANSACTION

A stock figure should have a movement trail behind it.

CONSOLIDATED STOCK→ BRANCH / WAREHOUSE→ INVENTORY GROUP→ ITEM→ BATCH / SERIAL→ INWARD / OUTWARD MOVEMENT→ UNDERLYING VOUCHER

Do not simply display the closing quantity. Show how it was created.

ROLE-BASED DISTRIBUTION CONTROL

Every team needs visibility—but not necessarily the same visibility.

See order status and relevant stock availability before making a commitment.

Review local stock, indents, incoming transfers, shortages and pending fulfilment.

Work with receipt, stock movement, picklists, packing and dispatch.

Review demand, reorder requirements, indents, internal availability and pending purchase orders.

Manage transporters, vehicles, LR information, boxes, weight, freight and delivery status.

Review stock value, purchases, sales, goods under challan, closing stock and inventory impact.

See consolidated stock, ageing, shortages, movement and working-capital exposure.

Role-based access can restrict users by applicable company, branch, department, transaction and report.

APPROVALS & ACCOUNTABILITY

Sensitive stock decisions need controlled authority.

Configure approvals and user rights around applicable:

Purchase Orders
Sales Orders
Stock Transfers
Stock Adjustments
Dispatch
Rate changes
Discounts
Negative stock
Transaction editing
Document printing
Transaction cancellation

Use audit trails and supporting documents to retain the user and transaction history behind important activity.

DISTRIBUTION AT SCALE

15+ locations. 400+ users. One controlled operating environment.

VK Group and Vinay Electricals operate across more than 15 locations with over 400 users working through TEZ ERP. At this scale, inventory management cannot depend on one central user maintaining a consolidated sheet. Different branches, departments and users need to perform their own authorised activities while management needs consolidated visibility across the network.

15+ Locations

400+ Users

The operating requirement includes:

Location-wise stock
Department-wise activity
Role-based access
Multiple approval levels
Branch requirements
Stock transfers
Order visibility
Central reporting
User accountability

That is the environment TEZ ERP is built to support.

Client name and operating figures should be reconfirmed before publication.

BUILT AROUND DIFFERENT DISTRIBUTION MODELS

Configure the workflow around how goods actually move.

Wholesale Distribution

Manage high-volume orders, customer pricing, replenishment, packing and dispatch.

Multi-Branch Trading

Move inventory between locations and maintain branch-wise stock visibility.

FMCG & Expiry-Controlled Distribution

Track batches, expiry, ageing, cartons and high-volume dispatch.

Equipment & Electronics Distribution

Use serial numbers for unit-level tracking and warranty context.

Project Supply

Track orders, partial fulfilment, delivery challans and destination-wise movement.

Import Distribution

Connect purchase orders, Bill of Entry information, inward movement and inventory.

B2B and B2C Operations

Bring orders from different channels into a common availability and fulfilment process where integrations are configured.

OUR APPROACH

Standard where it should be.
Configurable where your process requires it.

Use established inventory and order controls as the foundation. Configure:

Companies and branches
Departments
Stock locations
Inventory hierarchy
Reorder levels
Negative-stock rules
Batch and serial tracking
Expiry tracking
Alternate units
Rate contracts
Approval hierarchies
Voucher formats
Pick and packing formats
Dispatch fields
Reports and columns
Alerts
User access

Where the distribution model requires additional depth, TEZ can assess custom workflows, reports, portals, APIs and integrations.

Big enough to handle complex requirements. Focused enough to give every client individual attention.

WHAT CAN YOUR DISTRIBUTION TEAM ANSWER IN TEZ?

Twenty questions your ERP should answer without a spreadsheet.

Which location has this item?
How much is physically available?
How much is already committed?
Which orders can be fulfilled immediately?
Which order requires a stock transfer?
Which requirement needs procurement?
What is currently in transit?
Which transfer has not been received?
What remains pending against this indent?
What remains pending against this Purchase Order?
Which batch should be dispatched?
Which stock is approaching expiry?
What was packed in this carton?
Which invoices are awaiting dispatch?
Which transporter and vehicle are carrying the goods?
Which items are below reorder level?
Which stock is slow-moving?
Does physical stock agree with book stock?
What is the closing-stock value?
Which transactions created this quantity?

A serious distribution system should answer these questions without a spreadsheet investigation.

TEZ ERP INVENTORY & DISTRIBUTION

See demand. Position stock.
Fulfil faster. Protect working capital.

TEZ connects Sales Orders, Stock Queries, Multi-Location Inventory, Indents, Reorder Levels, Purchase Orders, Stock Transfers, Transit Control, GRN & Quality Control, Batch & Serial Tracking, Pick Lists, Packing & Cartons, Dispatch Management, Physical Inventory, Ageing & Valuation and Configurable Reporting into one distribution process.

Sales OrdersStock QueriesMulti-Location InventoryIndents Reorder LevelsPurchase OrdersStock Transfers Transit ControlGRN & QCBatch & Serial Tracking Pick ListsPacking & CartonsDispatch Management Physical InventoryAgeing & ValuationConfigurable Reporting

Know what you have. Know where it is.
Know what is committed. Know what moves next.

Bring us one month of orders, stock and movement data. We will show you how TEZ can connect demand, replenishment, warehouse execution and dispatch around your actual distribution process.

Plan an Inventory & Distribution Demo Talk to a TEZ ERP Expert