FMCG Distributor Billing Software

Last updated: 23 October 2026

This page is for FMCG distributors and stockists who bill retailers for one or more companies, and for the owners and accountants who run those businesses. It explains what FMCG distributor billing software must do and how ValueSoft does it, including the GST rules that matter most for schemes, claims and dispatch.

Who is this for?

What must FMCG distributor billing software do?

An FMCG distributor sits between the company and the retailer. You buy from the company in cases (the company calls this primary sales), and you sell to retailers in cases and pieces (your sales to retailers are the company's secondary sales). Salesmen visit shops and book orders, the godown loads goods for delivery, and the company runs schemes that you pass on and later claim back. Good FMCG distributor software has to handle all of this without a separate register for each job:

1. Two units per item, such as case and piece, on bills and in stock.
2. Schemes and discounts on the bill, worked out the same way every time.
3. Claims with the company for breakage, expiry and schemes.
4. Salesman orders that reach billing without re-typing, and a loading sheet for each salesman.
5. Secondary sales and outstanding reports by company, area and salesman.
6. GST returns, e-Invoice and E-Way Bill from the same bills.

Note that primary and secondary units (case and piece) are a different idea from primary and secondary sales. ValueSoft handles both.

How does case and piece billing work?

Every item in ValueSoft can have a primary unit and an alternate unit, for example Case and Pc. On the bill you can sell full cases, loose pieces or both, and you can choose to enter rates with tax included. Stock reports show your stock in primary or secondary units, godown by godown, so the godown and the office talk about the same numbers.

Our Hindi video tutorial on primary and secondary units in FMCG trade walks through units and the loading sheet step by step.

How are schemes and discounts applied on the bill?

FMCG companies change schemes often, and a wrong scheme on a bill becomes a dispute with the retailer or the company. ValueSoft applies them from settings, not from memory:

• Discount % and scheme % on bill lines.
• QPS (quantity purchase scheme, earned when the retailer buys a set quantity).
• Product-wise schemes and party-wise product discounts, plus free items.
• Party-wise, company-wise and product-wise discount settings, so each retailer gets the right terms.

While billing, ValueSoft warns you about loss and low-margin sales and shows item-wise profit and purchase history, so you can see when a scheme eats into your margin. More detail is on our scheme management page.

How do I settle claims with the company?

Breakage, expired goods and scheme amounts you passed on to retailers are money the company owes you, and they are easy to lose track of. ValueSoft tracks breakage, expiry and scheme claims with the principal company and settles them with the company. Day to day, that covers:

• Damage received from retailers and your own self-breakage, each with settled or pending status.
• Joining breakage memos, and tagging one party to another when a retailer's firm name changes.
• Company-wise near-expiry reports for the next 30, 60 or 90+ days, so you return goods in time.
• Self-breakage to move expired goods out of saleable stock in one step.
• Credit and debit notes for settlements, in every plan except Basic.

How does the CSR salesman app work with billing?

The ValueSoft CSR app is an Android app for your sales representatives. In the shop, a salesman can:

• book a party-wise order with scheme and discount;
• check live stock, and batch and expiry where you keep them;
• see the customer's ledger and outstanding before taking the order;
• open product-wise sale statements and reports.

The order reaches your office at once, so nobody re-types it. The owner can track salesmen and create salesman IDs from the eOwner app, and orders taken on the owner app can be turned into bills automatically. The apps exchange data with ValueSoft through Kala Softech's server, so they need internet.

1. 1

   Salesman books the order

   On the CSR app, with the retailer's schemes, live stock and outstanding in front of him.

2. 2

   Order reaches the office

   It comes into ValueSoft at once, with no re-typing.

3. 3

   Bills are made

   Billing follows your units, schemes and bill series.

4. 4

   Loading sheet is printed

   A salesman-wise summary of the goods on that salesman's bills.

5. 5

   Dispatch is tracked

   Order printing, arranging goods, bill audit, packing and delivery, step by step.

6. 6

   Dues are followed up

   Salesman-wise and area-wise outstanding, with reminders on WhatsApp or SMS.

What is a loading sheet?

In ValueSoft the loading sheet is a salesman-wise sale summary of the goods on one salesman's bills. Your godown can use it to load that salesman's goods in one go instead of reading every bill, and our Hindi video tutorial shows it together with case and piece units. The same reports give salesman-wise outstanding, so each salesman knows what to collect on the next visit.

Can I give the company secondary sales data?

Yes. Your sales to retailers are the company's secondary sales, and every one of them is already in your ValueSoft bills. Useful reports include:

• Product sale summary by company or area, with current stock.
• Party sale performance: active and inactive retailers, with rise and fall in sales.
• Company-wise, party-wise and bill-wise profit.
• Salesman reports: loading sheet and salesman-wise outstanding.

Export any report to Excel, PDF or image, or email it to the company, its area manager or your accountant.

How do purchase, godowns and stock transfer work?

Import purchases from the company's or supplier's CSV, Excel or PDF bill instead of typing them, with a one-time mapping for each supplier's format, and let ValueSoft work out the sale rate from the purchase rate and your margin. Short supply entries, purchase history and joining two or more invoices into one keep the purchase side clean.

For buying, ValueSoft prepares orders for every company from your sales, current stock and reorder levels, with suggested quantities, and emails them to the company and its staff. Stock is kept godown-wise and company-wise, and you can make stock transfers between branches, godowns or sub-stockists. Dispatch is tracked step by step, from order printing and arranging goods to bill audit, packing and delivery, and you can monitor each employee on each step.

How do I control outstanding and credit?

Credit to retailers is where FMCG distributors lose the most money. ValueSoft shows area-wise customer outstanding, supplier outstanding and due dates, lets you set a credit limit and credit days for each party, and tracks the average payment period of each customer. Send bills, ledgers and outstanding on WhatsApp, send bulk SMS reminders for dues, and email statements as PDF or Excel.

What GST work is built in?

• Tax-wise, separate input and output GST ledgers.
• GSTR-1: export to Excel, CSV or JSON, or save it directly to the GST portal.
• Reconciliation of GSTR-1 and GSTR-3B with your sales and of GSTR-2A/2B with your purchases, for one or many months.
• Reverse charge (RCM) and GST-in/GST-out entries.
• e-Invoice and E-Way Bill from your bills in one click.
• Tally export of accounting data, if your CA works in Tally.

Which GST rules matter most for FMCG distributors?

These are the rules distributors ask about most. They are summarised in plain words; check the sources below or ask your CA for your own case.

• e-Invoice. If your aggregate turnover (all GSTINs under one PAN) has been ₹5 crore or more in any financial year since 2017-18, B2B invoices, credit notes and debit notes must be reported to an Invoice Registration Portal (IRP) to get an IRN and QR code. This applies from 1 August 2023.
• 30-day limit. From 1 April 2025, businesses with turnover of ₹10 crore or more must report each invoice, credit note and debit note to the IRP within 30 days of its date.
• E-Way Bill. Rule 138 of the CGST Rules requires an E-Way Bill before you move goods whose consignment value is more than ₹50,000. You may also make one for smaller consignments.
• Schemes. CBIC Circular 92/11/2019-GST says a "buy one, get one free" offer is two goods sold for one price, not a free supply, and the supplier keeps its input tax credit (ITC). A discount shown on the invoice is left out of the taxable value. A discount given later is left out only if it meets section 15(3) of the CGST Act; otherwise it is a commercial credit note and does not reduce GST.
• Credit notes. Under section 34, a credit note must be declared in your return by 30 November after the end of the financial year, or by the annual return date if earlier. From 1 October 2025, you cannot reduce your output tax for a credit note unless a registered buyer has reversed the matching ITC.
• New GST rates. Revised GST rates apply from 22 September 2025. Check the HSN code and rate of every item in your item list.

ValueSoft vs manual registers vs a generic billing app

Does it work without internet, and how are backups kept?

ValueSoft runs on your Windows PC, so billing, stock and accounts work without internet. You need internet for GST portal filing, e-Invoice, E-Way Bill, WhatsApp and SMS, the mobile apps and online backups. Backups are your choice: your local disk, your own Google Drive, or, if you opt in, Kala Softech's backup server over the internet. If you work offline, take your own backups regularly.

How much does FMCG distributor software cost?

The desktop licence is a one-time price with GST included. Updates and support are free for the first year; from the second year there is a yearly AMC (annual maintenance charge) of ₹3,500 per user. Plans differ by monthly billing limit: Lite allows ₹5 lakh and 600 bills a month and Plus ₹7.5 lakh and 800 bills, while Max has unlimited billing with full accounting and GST. If you bill more than ₹7.5 lakh a month, choose Max. eOwner app plans start at ₹4,000 a year and eRetail at ₹2,000 a year; ask our team about CSR app pricing.

Compare every feature on the pricing page.

Switching from another software

When you switch from Marg, Tally or Busy, our team moves all your master data and your bills into ValueSoft, as part of free migration assistance. We then help with setup and train your staff on billing, purchase and GST, including in Hindi. Call or WhatsApp +91 6200826175 or email service@kalasoftech.com.

Sources

Rules on this page were checked on 23 October 2026 against these official sources:

• GST tutorial: Steps for e-Invoicing (₹5 crore threshold from 1 August 2023; documents covered)
• GSTN: Advisory on the 30-day time limit for reporting e-Invoices, AATO ₹10 crore and above
• CBIC: E-Way Bill rules (Rule 138, CGST Rules)
• CBIC: Circular No. 92/11/2019-GST on sales promotion schemes
• CBIC: CGST Act, section 15 and section 34
• Press Information Bureau: GST Simplified: FAQs before the new rates (September 2025)