Module Reference

Nine Modules. Three Layers. Everything a Distributor Needs.

A detailed breakdown of every capability in RetailSutra — from product master records to GPS delivery confirmation and GST filing.

Platform Overview

All Nine Modules at a Glance

01
Master Management
Product, retailer & salesman master records — the foundation of all transactions.
02
Inventory & Stock
Real-time stock ledger, batch tracking, expiry alerts, and movement analysis.
03
Purchase Management
Inbound stock, scheme entry, debit notes, and vendor outstanding aging.
04
Counter Sales & Billing
Fast desktop billing with barcode scanner, GST auto-split, and credit limit checks.
05
Field Sales App
Android app for salesmen — route-wise orders, GPS visits, offline sync.
06
Delivery App
OTP delivery confirmation, UPI QR payment, and photo proof per invoice.
07
WhatsApp Automation
Retailer-initiated commands and system-triggered alerts via WhatsApp Business API.
08
Accounting & Ledgers
Cash/bank book, retailer & vendor ledgers, PDC tracker, and credit aging.
09
Compliance & Analytics
GST filing, E-Invoice, E-Way Bill, KPI dashboard, and audit trail.
📋
Module 01 — Master Management
The backbone of all transactions. Poor masters = poor data quality across every downstream module.
Desktop
Product Master

Every SKU, Fully Configured

  • Product Name, Brand, Category, Sub-category
  • HSN Code with automatic CGST / SGST / IGST split by buyer state
  • MRP, PTR (Purchase Trade Rate), PTS (Price to Stockist)
  • Barcode / SKU, unit conversion: Box → Strip → Piece
  • Batch Number and Expiry Date tracking per receipt
  • Retailer scheme configuration (Buy 10 Get 1, % discount)
  • Product image attachment, Minimum Order Quantity
Retailer Master

Know Every Shop

  • Shop name, owner, WhatsApp-verified mobile, GSTIN
  • Full address, GPS pin, route mapping, and beat plan assignment
  • Credit limit (₹), credit days, outstanding balance in real-time
  • Shop type, loyalty tier, estimated monthly off-take
  • Active / Inactive / Blocked status for overdue management
Product Master
Retailer Master
Salesman Master
Product Name
Brand
Category
Sub-Category
HSN Code
GST %
MRP
PTR
PTS
Barcode / SKU
Unit (Box/Strip/Pcs)
Batch Number
Expiry Date
Min. Order Qty
Scheme Config
Product Image
Fast / Slow Flag
Reorder Level
💡 Salesman master: route assignment, monthly target, commission slabs, IMEI device binding
📦
Module 02 — Inventory & Stock Management
The most critical module. Stock errors translate directly into financial losses and missed deliveries.
Real-Time
📦 Live Stock Ledger — Godown A 25 Mar 2026
Product Qty (Cases) Batch Expiry Alert
Pepsi 250ml 142 cases B-240112 Aug 2026 ✅ OK
Lay's Classic 38 cases B-250301 Jun 2026 ✅ OK
KitKat 2-finger 22 cases B-241108 Apr 2026 ⚠ 38 days
Parle-G 800g 67 cases B-240920 May 2026 ✅ OK
Sprite 1L 6 cases B-241215 Mar 2026 🔴 Overdue
Auto reorder: Sprite 1L flagged · Near-expiry clearance alert sent to sales team
Smart Stock Intelligence

Never Lose Track of a SKU

From the moment stock arrives to the moment it leaves the godown, RetailSutra tracks every movement with full traceability.

  • Live stock ledger per SKU with godown-wise view
  • Unit conversion display: box / strip / piece simultaneously
  • Batch-wise stock tracking linked to every purchase entry
  • Expiry alerts at 30, 60, and 90 days — per batch per SKU
  • Dead stock alert for items beyond 90 days with no movement
  • Fast vs. slow-moving analysis with auto reorder suggestions
  • Godown-to-godown transfer with audit trail
  • Van loading stock tracking for each delivery run
  • Damaged stock register with photo evidence
🛒
Module 03 — Purchase
Inbound stock management
  • Vendor selection → batch entry → scheme entry (Buy 10 Get 1)
  • Free stock entry, auto tax calculation, auto stock update on save
  • Purchase returns with debit note generation
  • Vendor outstanding aging: 0–30 / 30–60 / 60+ days
  • Purchase register: date-wise, vendor-wise, product-wise
  • Scheme profitability — net effective rate calculation
  • Rate history — product-wise purchase price trend over time
🧾
Module 04 — Counter Sales & Billing
Fast desktop billing for walk-in and phone orders
  • Search by product name, barcode, or brand
  • USB and Bluetooth barcode scanner support
  • Mixed payment modes: Cash, UPI, Cheque, Credit
  • Auto GST invoice with IGST / CGST / SGST based on buyer state
  • Scheme auto-detect and apply at the time of billing
  • Real-time credit limit check — block or warn on overdue retailer
  • Rate override with manager-level permission and full audit log
📱
Modules 05 & 06 — Field Sales App + Delivery App
Android-first. Works fully offline. Syncs automatically on reconnect — essential for semi-urban and rural routes.
Android
📋 Salesman App
  • Route-wise retailer list with visit status
  • Previous order history per retailer
  • Pending outstanding displayed at a glance
  • Scheme highlight with visual banners
  • Quick +/− quantity buttons, voice input
  • Digital signature on order submission
  • GPS location tagged on every visit
  • Check-in / check-out timestamp per shop
🚚 Delivery App
  • Invoices assigned to delivery person from office
  • Auto-suggested route sequence by GPS proximity
  • OTP delivery confirmation per retailer per invoice
  • Dynamic QR code per invoice for UPI payment
  • Cash and UPI collection with receipt generation
  • Partial delivery — auto shortage note creation
  • Photo proof capture for dispute resolution
RetailSutra salesman mobile app showing route-wise retailer list and order booking screen
📲
Module 07 — WhatsApp Automation Layer
The biggest differentiator. Retailers interact through WhatsApp — no app, no training, zero friction.
Big Differentiator
Why WhatsApp? Over 500 million active users in India. Retailers already use it daily. They just save a business number — and everything works from there.
Retailer-Initiated Commands
Retailer Sends System Responds With
ORDER Category menu → item selection → order confirmation with delivery date
LEDGER 30-day statement PDF, current outstanding balance, last payment date
SCHEME Active schemes personalised by retailer tier and route
OUTSTANDING Amount due, due date, overdue breakup by bucket
STATEMENT Full account statement PDF for selected period
CATALOGUE Product catalogue PDF with current rates and MRPs
System-Triggered Automated Messages
  • Order confirmed — summary with expected delivery date
  • Invoice generated — PDF attachment and amount due
  • Delivery done — confirmation with items delivered
  • Payment received — receipt with balance outstanding
  • Payment due — reminder 3 days before due date
  • Payment overdue — escalating alerts: 1, 3, 7 days overdue
  • New scheme live — broadcast to all eligible retailers instantly
  • Monthly statement — auto-sent on the 1st of each month
📒
Module 08 — Accounting & Ledgers
Complete double-entry accounting for Indian distributors — cash book to P&L, with no dependency on a separate accounting software.

Books & Ledgers

  • Cash Book — daily cash entries and running balance
  • Bank Book — bank-wise reconciliation view
  • Retailer Ledger — individual account statement per shop
  • Vendor Ledger — payables management with aging
  • PDC (Post-Dated Cheque) tracker with due-date alerts
  • Credit aging: 0–30 / 30–60 / 60–90 / 90+ day buckets
  • Collection vs. sales reconciliation report

Owner KPI Dashboard

  • Daily sales: today vs. yesterday vs. same day last month
  • Monthly trend: last 12 months sales vs. target
  • Collection health: collected vs. billed cash flow gap
  • Outstanding aging at a glance with overdue risk flag
  • Top 20 products by revenue and volume
  • Top 20 retailers — loyalty and frequency indicator
  • Salesman performance: visits, orders, collection, productive calls
  • Gross margin % after scheme, return, and damage adjustments
🔒
Module 09 — Compliance & Security
Built from the ground up for Indian regulatory requirements — GST, E-Invoice, E-Way Bill, and DPDP Act 2023.
🧾
GSTR-1 Filing
Auto-generate B2B, B2C, CDNR, and HSN summary in government format. One-click upload to GST portal.
📊
GSTR-3B Summary
Monthly tax payable summary with ITC (Input Tax Credit) calculation across all purchases.
🔗
E-Invoicing (IRN)
Mandatory for turnover >₹5 Cr. Auto IRN generation via NIC API with QR code embedded on invoice.
🚛
E-Way Bill
Auto-generate for goods movement >₹50,000. Direct NIC API integration. Cancel and extend supported.
🔒
Data Encryption
AES-256 at rest, TLS 1.3 in transit. IMEI-bound mobile app with remote wipe on deactivation.
📱
DPDP Act 2023
Indian data privacy compliance — consent management, data localisation on AWS India region.
📋
Audit Trail
Every entry, edit, and deletion permanently logged with user, timestamp, and before/after values.
💾
Automated Backups
Daily automated backup to AWS S3 with 90-day retention and point-in-time recovery capability.

Nine Modules. One Connected System.

Talk to our team to see how RetailSutra maps to your distribution operation.

Get in Touch