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Flowyana

For Trading & Distribution

Wholesale, from order to collection.

Quotations become orders, orders ship from the right warehouse, invoices go out on credit terms — and AR aging tells you exactly who owes what before it becomes a problem.

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  • Quotations, sales orders, delivery notes, and credit invoicing
  • Multi-warehouse stock with reservations and transfers
  • Supplier POs, goods receipts, bills, and landed costs
  • AR and AP aging from the same books

What a Trading & Distribution setup on Flowyana covers.

Flowyana is trading and distribution software for wholesalers, importers, and distributors who buy in bulk and sell on credit. Quotations become sales orders, orders reserve stock and ship from the right warehouse, invoices go out on terms with VAT split, and AR aging shows who owes what. Purchasing, stock, and accounting sit on the same records, so margin and cash are always current.

A trading business lives in the gap between buying and getting paid. Goods arrive before the supplier bill, leave before the invoice, and the money comes in thirty or sixty days later. When those steps sit in separate tools, the gaps fill with spreadsheets: what was delivered but not invoiced, what was received but not billed, and which client is quietly sliding past ninety days. Flowyana keeps each step as a document converted from the one before it, so nothing is typed twice and every open quantity is visible.

The same setup works for a Dubai free-zone importer, a Riyadh building-materials distributor, a Johannesburg wholesaler, or a Cairo trading house. Tax rates, the registration label printed on documents, the financial year, and the labels your team sees are settings for your country. Branches and warehouses can be added as you grow, and staff can be limited to the branch they work in.

You start on the ERP plan, which runs sales, purchasing, inventory and accounting from day one, and add CRM, approvals or another product when you want them, by moving up a plan or as an add-on.

The workflow

How trading & distribution run on Flowyana.

  1. Quote

    Price the deal

    Quotations from your real catalogue and units, sent as branded PDFs or shared by link, with an expiry reminder before they go stale.

  2. Order

    Confirm and reserve

    A confirmed sales order reserves stock, so the same cartons are not promised twice; part-deliveries leave a backorder you can see.

  3. Invoice

    Bill on terms

    Invoices convert from the order or delivery note, post to the books with tax split out, and cannot bill more than was delivered.

  4. Collect

    Watch the aging

    AR aging shows current, 30, 60, and 90+ per client, and an overdue-payment reminder flags invoices that slip past their due date.

Common problems

What it fixes.

In depth

A closer look.

Wholesale order management, from quotation to delivery

Each step is converted from the one before it: quotation to sales order, order to delivery note, delivery note to invoice. Quantities carry forward, so a partial delivery leaves the rest open and a second delivery picks it up. Delivery notes are optional per workspace. Turn them off and the invoice delivers the stock itself, which suits counter trade. Units with conversion let you sell by the carton and count by the piece. A product can carry several barcodes for different pack sizes.

  • Partial deliveries, partial invoicing, and a backorders report
  • Stock reservations from confirmed orders
  • Pending-deliveries and delivered-not-invoiced reports
  • Quotation expiry reminders and conversion tracking

Inventory and multi-warehouse stock for distributors

Warehouses and locations each hold their own stock, and transfers between them show as in transit until they are received. Adjustments need a reason and keep an audit trail. Low-stock alerts work per branch, with a suggested reorder quantity and a preferred supplier. For goods that expire or carry a warranty, batches with expiry dates and serial numbers are tracked from receipt to sale, with first-expiry-first-out picking.

  • Batches, expiry dates, and serial numbers with warranty
  • Barcode and label printing, including your own EAN-13 prefix
  • Stock valuation, dead stock, and stock-cover reports
  • Product and opening-stock import from Excel or CSV

Purchasing, imports, and landed costs

Purchase orders go to suppliers with their own price lists and lead times. Goods receipts record what arrived, purchase invoices bill against it, and supplier payments settle the bill. Freight and duty on the bill are allocated across the received lines, so landed cost reaches stock. Purchase returns raise a debit note automatically, and damaged lines can be written off with a reason. Where your country uses withholding tax on supplier payments, the bill can carry it.

  • Bill control: billed quantity capped at what was received
  • Landed costs split by weight or value
  • Purchase returns with automatic debit notes
  • Goods-received-not-billed and AP aging reports

Credit control, payments, and receivables

Clients are shared by CRM, sales, and accounting, so the balance you see is the balance in the books. Customer payments can settle one or several invoices; advances and credits are held on the client and applied later. Credit notes correct lines or give a flat credit, and refunds can be split across payment methods. Invoices can carry a pay link and QR code where a supported payment gateway is available, and documents can be shared by link, email, or WhatsApp.

  • AR aging per client and client credit report
  • Overdue-payment reminders on a schedule
  • Credit notes applied across invoices
  • Approval workflows for quotations, orders, and invoices when you want them

Accounting and VAT that post themselves

Every invoice, bill, delivery, receipt, and return posts a balanced entry with tax split by rate, and stock and cost of goods post as goods move. The trial balance, P&L, balance sheet, and tax summary read from those postings. In the UAE, Saudi Arabia, and Oman, tax return reports lay the figures out in the official return format to file from; elsewhere, a standard layout does the same job. Filing itself is still done by you or your accountant on the tax authority’s portal.

  • Bank reconciliation with statement import
  • Branch and cost-centre reporting
  • Close and lock dates for finished periods
  • Arabic–English documents where you need them

Your module set

Use these. Skip the rest.

This is the typical module set for your industry, inside the plan that fits it — trim it or extend it, and add other products as you grow.

CRMSales & InvoicingInventoryPurchasingAccountingExpensesReports

See the plans and prices →

Automation

The busywork runs itself.

Workflows watch what happens in your business and act on your rules — assign, notify, create the follow-up. Set them once and the process stops depending on who’s on shift.

Explore automation

Questions

Asked by trading & distribution.

Is Flowyana suitable trade business software for wholesalers and distributors?

Yes. It covers the full trading cycle: quotations, sales orders, delivery notes, credit invoicing, purchase orders, goods receipts, supplier bills, multi-warehouse stock, and double-entry accounting with VAT. Every document converts from the previous one, and each step posts to the same books.

Can we sell on credit and see what each client owes?

Yes. Credit invoices post to the client’s account, payments and advances settle against them, and AR aging splits each client’s balance into current, 30, 60, and 90+ days. Overdue-payment reminders flag invoices that slip past their due date.

How does multi-warehouse stock work?

Each warehouse and location holds its own stock. Transfers move goods with a tracked in-transit status, confirmed orders reserve stock, and reports read per warehouse or across all of them.

Does it work for trading businesses in South Africa, the UAE, or Egypt?

Yes. Your country sets the tax rates, the registration label on documents, and the financial year: 15% VAT in South Africa, 5% in the UAE, 14% and 5% in Egypt, and so on. The trading workflow is the same everywhere; only those settings change.

Can we track landed costs on imports?

Yes. Freight, duty, and other charges on a purchase bill are allocated across the received lines by weight or value, so stock carries its landed cost and margins read correctly.

Can we invoice and buy in foreign currencies?

Not yet. Each workspace keeps its books and documents in one home currency, with the correct decimals for it (three for the Kuwaiti dinar or Omani rial, for example). If you need to issue invoices in several currencies, tell us before you buy.

Can we import our products and clients from spreadsheets?

Yes. Products, opening stock, clients, suppliers, and leads import from Excel or CSV with column mapping and a preview. Rows that fail are kept in a file you can download, fix, and import again.

Do we need every module?

No. A typical trading setup is sales, inventory, purchasing, and accounting. The ERP plan runs all four from day one. Add CRM, expenses or approvals when you want them, by moving up a plan or as an add-on.

Built for how you run.

Tell us about your business and we’ll walk you through Flowyana set up for trading & distribution — your module set, your workflow, the plan that fits.

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WhatsApp +91 97460 84243Call +91 97460 84243hello@flowyana.com