Short answer: Wholesale is about credit, volume and discipline: many parties, big bills, bill-by-bill outstanding, different rates for different dealers and monthly GST returns that match the books. BizKhata handles party ledgers with bill-by-bill outstanding, retail/wholesale/dealer rates, purchase and sale vouchers, and a full accounting set, and it runs offline.
What wholesalers need
- Party-wise pricing. The same item is sold to a retailer, a sub-dealer and a counter customer at three rates.
- Credit control. Receivables are your biggest asset and your biggest risk.
- Purchase tracking. Knowing exactly what you owe each manufacturer and when.
- Stock with batches where the products have batch and expiry (FMCG, food, pharma distribution).
- GST accuracy across thousands of lines per month.
Bill-by-bill outstanding
Every sale invoice stays open until a receipt is matched against it. The outstanding report shows invoice number, date, amount pending and number of days, in slabs. You can see at a glance who is beyond 30, 60 or 90 days, and send reminders to those parties first. Credit notes and unapplied receipts reduce the balance correctly.
Rates for dealers
Store retail, wholesale and dealer rates on each item. When you pick the party type the right rate is used, so salesmen cannot quote the wrong price by mistake.
Estimates and orders
Quote with an Estimate; convert to a sale when the order is confirmed. Sales orders and purchase orders keep your commitments visible.
Purchases and input credit
Record manufacturer invoices as purchase vouchers; batch, expiry and rate are stored. Debit notes handle returns. Your monthly GSTR-3B check compares tax on sales against purchases, helping you spot mismatches before filing.
Full accounting without a second tool
Cash and bank books, contra entries between them, journal vouchers for adjustments, trial balance, profit and loss and balance sheet are inside the same app. At the end of the year, send the data to your CA with share-to-CA export; no re-typing.
Speed for large bills
Wholesale bills run into dozens of lines. The Busy/Tally-like keyboard keys let a trained operator enter an entire bill without touching the mouse. Carbon billing mode gives you a duplicate-style copy for transport and party.
Multi-staff control
Use the app lock and role-based access so that clerks enter bills but only owners see profit reports. Back up daily.
Month-end checklist for distributors
| Task | Where |
|---|---|
| Reconcile bank | Bank book and contra |
| Chase outstanding | Outstanding report by age |
| Check sales tax vs purchases | GSTR-3B check |
| File GSTR-1 | GSTR-1 check, export |
| Send books to CA | Share-to-CA |
| Backup | Backup and restore |
Why offline suits wholesalers
A godown or mandi office rarely has dependable internet, and your data should not sit on someone else’s server. With BizKhata your data stays on your computer.
Pharma and FMCG distribution
If you distribute medicines or dated FMCG, the Wholesale Distributor business template switches on the batch tools: earliest-expiry-first batch allocation, expiry colour-coding, expired-batch blocking, scheme upsell and party ageing. Purchases carry batch, expiry and MRP, and sale lines carry the batch, so a retailer’s complaint about a batch can be traced to the invoice.
Schemes and free quantities
Many distributors run “10 plus 1” schemes. Items can hold a purchase buy quantity and a free quantity, so the scheme you get from the company is recorded, and the effective rate is clear. This keeps your margin visible instead of buried in a scheme letter.
Route and collection discipline
A simple weekly rhythm works for most distributors: print the outstanding report for each route or salesman, collect against old invoices first, and record each receipt against the right bill. When a retailer pays partly, the remaining balance stays visible on that bill.
Importing from your old software
The Import page can read data from Tally XML, Busy exports, Vyapar backups, pharmacy or distributor software exports in CSV or Excel, and plain CSV or Excel files. Try the import on a copy first, compare the trial balance and outstanding with the old system, and only then switch.
Transport and dispatch
For goods sent by transport, the sale can be accompanied by a delivery challan and e-way bill details where required. Check the current e-way bill rules for your consignment value with your CA. Carbon billing mode gives you a duplicate-style copy for the transporter and the party.
Multiple computers in one office
On the same network, one computer can act as the host and others as staff devices through the LAN setup, so several people can bill and enter purchases at the same time on the same data. Test this in the trial with the number of users you need, and always back up the host computer.
About BizKhata
BizKhata is an offline-first desktop GST billing and accounting app for Windows and Mac. It includes Sale, Purchase, Estimate, Credit and Debit notes, POS, Fast billing, Carbon billing mode, GSTR-1 and GSTR-3B checks, e-invoice support, stock with batches and expiry, party ledgers with bill-by-bill outstanding, cash and bank, contra, journal vouchers, trial balance, P&L, balance sheet, share-to-CA export, Busy/Tally-like keyboard keys, dark mode, app lock, and backup and restore. Start the 7-day free trial from the download section; see pricing.
FAQ
Which software is best for a wholesale distributor? Software with party-wise rates, bill-by-bill outstanding, purchase tracking and GST checks. BizKhata offers these and runs offline.
Can I see which invoices are overdue? Yes, the outstanding report shows pending amount and days, with age slabs.
Does it support different rates for dealers? Yes, retail, wholesale and dealer rates can be stored per item.
Can my CA access the books? Yes, use the share-to-CA export.
Does it track batches? Yes, stock supports batches and expiry.
Can multiple users work? Role-based multi-user access and app lock are available.