DMS Settings
Warehouse automation, price lists, schemes, geofencing, order booking rules, payment reconciliation and WhatsApp credentials.
Exalix DMS - Built on ERPNext v15
Exalix DMS: distribution management
Exalix DMS: distribution management
built inside ERPNext
Connect manufacturer, distributor and retailer operations in one system. Automate beats and routes, van loading and reconciliation, field orders and collections, schemes and WhatsApp alerts - on the same database as your ERPNext books, with no sync delay.
- Real-time secondary sales
- Direct Meta WhatsApp Cloud API alerts
- Van loading posted as ERPNext Stock Entries
- Automatic slab-based scheme engine
23
DMS Screens5
WhatsApp Templates3
Live Reports1
Database, No SyncHow It WorksThe connected
The connected
secondary distribution cycle
Follow the data from the distributor's warehouse to the retailer and back into the ledger. Pick a step.
Step 1 of 5
Distributor warehouses created automatically
When a customer is saved under a distributor channel, Exalix DMS creates that distributor's own warehouse and resolves the right DMS price list - no manual setup per distributor.
TriggerA customer is saved under a channel type that needs a warehouse.
System doesCreates the distributor's warehouse and maps its price list.
CustomerDMS Channel TypeDMS Price List Mapping
Step 2 of 5
Beats and routes planned by day
Routes sit under territories, beats group the outlets on each route, and beat allocations give every sales rep their outlets for each day of the week. Planned visits can be created automatically every day.
TriggerA rep is allocated a beat for a day of the week.
System doesThe day's outlet visits are scheduled for that rep.
DMS RouteDMS BeatDMS Beat Allocation
Step 3 of 5
Every van is a mobile warehouse
Each vehicle gets its own van warehouse. Submitting a van loading sheet posts a Stock Entry from the distributor's warehouse to the van, so stock in transit is always visible in ERPNext.
TriggerThe storekeeper submits the van loading sheet.
System doesPosts a Stock Entry distributor warehouse → van warehouse and alerts the manager on WhatsApp.
VehicleDMS Van AssignmentDMS Van Loading SheetStock Entry
Step 4 of 5
Geofenced visits and order booking
Reps check in at the outlet; if geofencing is on and they are outside the allowed radius, check-in is blocked. They book orders with the right price list and scheme, record the visit outcome or no-order reason, and GPS breadcrumbs are logged through the day.
TriggerThe rep checks in at an outlet and books an order.
System doesValidates the radius, applies schemes, and creates the ERPNext Sales Order on approval.
DMS Sales VisitDMS GPS LogDMS Order BookingSales Order
Step 5 of 5
Collections and day-end settlement
Cash, cheque and UPI collections are recorded against the visit and reconciled into ERPNext Payment Entries. At day end the van unloading sheet compares sales, expected payment, cash and bank collections, and shows the variance.
TriggerCollections are submitted and the van is unloaded at day end.
System doesCreates reconciled Payment Entries, returns unsold stock and reports the variance.
DMS Field CollectionPayment EntryDMS Van Unloading Sheet
ModulesWhat Exalix DMS
What Exalix DMS
does for each team
Van loading & stock control
Mobile warehouses and van reconciliation
Every delivery van is a warehouse in ERPNext. Loading sheets move stock onto the van with a Stock Entry; the unloading sheet brings unsold stock back and reconciles sales against cash and bank or UPI collections.
- Van warehouse created automatically when a vehicle is saved
- Loading sheet posts the Stock Entry onto the van
- Unloading sheet reports sales, collections and variance
DMS Van Loading SheetSubmitted
| Item | Loaded | Sold | Returned |
|---|---|---|---|
| Item A | 100 | 80 | 20 |
| Item B | 250 | 240 | 10 |
Stock Entry posted: distributor warehouse → van warehouse
Illustration with sample data
Field force automation
Geofenced outlet visits with GPS logs
Check-in is validated against the outlet's coordinates and the radius set in DMS Settings. Visits record check-in and check-out times and locations, duration, the outcome, and a reason whenever no order is taken.
- Geofencing radius and validation set in DMS Settings
- Visit outcome and no-order reason captured on check-out
- GPS breadcrumb logging and surveys attached to visits
DMS Sales VisitChecked in
- Outlet
- Sample Provision Store
- Distance from outlet
- 14 m (allowed 50 m)
- Outcome
- Order taken + payment collected
- Duration
- 16 min
Illustration with sample data
Promotion & slab engine
Schemes applied on the Sales Order itself
Schemes apply to customers, customer groups, channel types or territories, on item codes, item groups or brands. Slabs match on quantity or amount and give a discount percentage or amount plus free items - resolved automatically when the Sales Order is validated.
- Highest matching slab applied automatically
- Free items added as their own order rows
- Distributor scheme claims can raise the credit note automatically
Scheme resolved on Sales OrderSample
- Order
- 250 units of Item A
- Matched slab
- 250 - 499 units
- Discount
- 10%
- Free items
- +10 units of Item B
Illustration with sample data
Meta WhatsApp Cloud API
WhatsApp alerts straight from your own Meta account
Exalix DMS talks to the Meta WhatsApp Cloud API directly, using your own WhatsApp Business phone number and token stored in DMS Settings. You pay Meta's standard conversation rates, with no middleman platform markup.
- Five templates, each switched on or off in DMS Settings
- Sent from document events and a 7 PM daily schedule
- A failed message never blocks the transaction
WhatsApp templatesMeta Cloud API
- dms_order_confirmed to retailer
- dms_payment_receipt to customer
- dms_van_loaded to manager
- dms_van_unloaded to manager
- dms_daily_summary to rep + manager
Illustration with sample data
Real-time reports
Reports on the same database as your books
DMS data lives in ERPNext's own database, so reports are live - no overnight sync. See rep productivity, secondary sales performance and van stock reconciliation from one place.
- Sales Representative Productivity
- Secondary Sales Performance
- Van Sales Stock Reconciliation
Built-in reportsLive
- Sales Representative Productivity visits vs orders
- Secondary Sales Performance by outlet and beat
- Van Sales Stock Reconciliation loaded vs sold vs returned
Illustration with sample data
Scheme Engine
Try an example
Try an example
slab scheme
Move the slider to see the scheme engine pick the highest matching slab, apply the discount and add free items - exactly what happens when a Sales Order is validated. Your own slabs are set per scheme.
- 100 - 249 units: 5% discount + 2 free units of Item B
- 250 - 499 units: 10% discount + 10 free units of Item B
- 500+ units: 15% discount + 25 free units of Item B
- Subtotal
- ₹12,000
- Matched slab
- 100 - 249 units
- Scheme discount
- 5%
- Free items
- +2 units of Item B
- Net total (before GST)
- ₹11,400
Example scheme for illustration
Meta WhatsApp Cloud API
WhatsApp alerts
WhatsApp alerts
with no platform markup
Exalix DMS sends WhatsApp templates straight from your own Meta Business account. Meta's standard conversation rates apply - there is no middleman adding a per-message fee. Pick a template to preview it.
Your business numberTo: Retailer
dms_order_confirmedYour order DMS-OB-00123 has been confirmed. Order value: ₹15,400.Sent automaticallySample values - the approved wording lives in your Meta account
Screen DirectoryEvery screen in
Every screen in
Exalix DMS
23 screens run inside ERPNext, plus 11 child tables that sit inside them. Search by name or filter by area.
Showing all 23 screens
DMS Tenant
One distributor account on a shared system, with its own admin and data.
DMS User
Field and back-office users per tenant, linked to an ERPNext user.
DMS Role
Custom DMS roles and permissions per tenant.
DMS Channel Type
Channels such as distributor or retailer, and whether each needs a warehouse.
Relationship Type
Which channel sits above which, for example distributor over retailer.
DMS Channel Relationship
Links a distributor to its retailers, with validity dates.
DMS Price List Mapping
The price list each distributor or channel type buys at.
DMS Route
Routes by zone, city and territory.
DMS Beat
The outlets on a route, assigned to a sales rep.
DMS Beat Allocation
Which rep covers which beat on which day of the week.
DMS Sales Visit
Check-in and check-out with GPS, duration, outcome and no-order reason.
DMS GPS Log
GPS breadcrumbs of each rep through the day.
DMS Order Booking
Orders taken in the field, with scheme and discount; creates the Sales Order on approval.
DMS Field Collection
Cash, cheque and UPI collected against a visit, reconciled into Payment Entries.
DMS Survey Template
Market and outlet questionnaires.
DMS Survey Response
Answers captured during a visit.
DMS Van Assignment
Vehicle, driver, rep, beat and van warehouse for the day.
DMS Van Loading Sheet
Loads the van and posts the Stock Entry onto it.
DMS Van Unloading Sheet
Day-end sales, collections and variance, with unsold stock returned.
DMS Scheme
Who and what a scheme applies to, with slabs on quantity or amount.
DMS Distributor Scheme Claim
Distributor's claim for scheme discounts given to retailers, with optional automatic credit note.
DMS Return Claim
Expired or damaged returns with approval, return invoice, stock entry or refund.
No screens match that search.
Works with these ERPNext documents
CustomerSaving a distributor creates its warehouse.
VehicleSaving a vehicle creates its van warehouse.
Sales OrderDMS price list, secondary-sales warehouse and schemes applied on validate.
Delivery Note & Sales InvoiceSubmitting a primary sale posts the stock receipt into the distributor's warehouse.
Payment EntryKeeps visit and collection outstanding in step as payments post or cancel.
Stock EntryVan loading, unloading and returns move stock between warehouses.
Why It's DifferentERPNext DMS vs
ERPNext DMS vs
a standalone DMS
| What matters | Exalix DMS on ERPNext | Typical standalone DMS |
|---|---|---|
| Sync delay | Real time - one database with ERPNext | Batch sync between systems, often overnight |
| Accounting | Orders, stock and payments post in ERPNext directly | Separate books to reconcile with the ERP |
| WhatsApp alerts | Direct Meta Cloud API at Meta's standard rates | Usually through a BSP with per-message markup |
| Schemes & claims | Applied automatically on the Sales Order; claims can raise credit notes | Often manual entries and claim spreadsheets |
| Several distributors | Tenants on one system, each with its own users and data | Separate installs or licences per distributor |
| Customisation | Open Frappe framework you can extend | Limited to the vendor's release roadmap |
QuestionsExalix DMS
Exalix DMS
FAQs
Exalix DMS is a Frappe app for ERPNext v15 built by Exalix Tech. It runs on the same database as ERPNext, so Stock Entries, Sales Orders and Payment Entries are created directly in ERPNext with no sync delay.
Each vehicle has its own van warehouse. The van loading sheet posts a Stock Entry from the distributor's warehouse to the van. At day end the unloading sheet compares sales and expected payment with cash and bank or UPI collected, shows the variance, and moves unsold stock back.
Exalix DMS connects directly to the Meta WhatsApp Cloud API using your own WhatsApp Business phone number and token, stored in DMS Settings. It sends five templates - order confirmed, payment receipt, van loaded, van unloaded and a 7 PM daily summary - each of which can be switched on or off. You pay Meta's standard rates with no middleman markup.
Yes. The geofencing radius is set in metres in DMS Settings. With geofencing validation on, a rep cannot check in at an outlet from outside that radius.
Primary sales to the distributor go through ERPNext Delivery Notes and Sales Invoices, which post the stock receipt into the distributor's warehouse. Secondary sales to retailers start as DMS Order Bookings that create the ERPNext Sales Order on approval, using the distributor's secondary-sales warehouse and DMS price list, with collections reconciled into Payment Entries.
A scheme targets customers, customer groups, channel types or territories and items, item groups or brands. Its slabs match on quantity or amount and give a discount and free items, applied automatically on the Sales Order. Distributors claim the scheme discounts they passed on, and the claim can raise the credit note automatically.
Yes. Each distributor is a DMS Tenant with its own admin, users and roles, and DMS records are kept per tenant.
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Start Today
Ready to optimise
Ready to optimise
your channel distribution?
Stop losing margin to paper loading sheets, disputed scheme claims and manual invoices. See Exalix DMS running your own beats and schemes.
- Live demo on ERPNext
- Configured to your channels and schemes
- Implemented by the team that built it
- Call us+91 77780 25099
- WhatsAppChat on WhatsApp
- Emailsales@exalixtech.com
Book an Exalix DMS demo
Tell us about your distribution network and we'll show you beats, van sales, schemes and collections on a live system.
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