Order management software for distributors and traders: from order to cash

The flow from quote to cash

1. Quote: approved internally, sent, followed up and accepted. See quotation management.
2. Order acknowledgement: created from the accepted quote, approved, then moved to In Dispatch and Dispatched.
3. Delivery challan: the goods-movement document for what leaves the godown. A challan is a document only; stock is reduced by the invoice, so goods are not counted twice.
4. Sales invoice: with GST as CGST, SGST or IGST. A challan can be linked to an invoice, and several challans can be linked to one invoice.
5. Receipt and credit note: record payments by cash, cheque, NEFT, RTGS, UPI or IMPS, and credit notes for returns or adjustments.
6. Follow-up: see who owes what, by age, and remind them. See payment reminders.

Each step starts from the one before, so a quote does not have to be typed in again as an order, or an order as an invoice. Orders and quotes go through an approval before they move on, and the permission needed for each step is set per user.

Prices that follow the customer

Customers can be grouped and categorised. A pricing rule gives a discount or a margin and can apply to everything, an item, a customer, a customer group or a category, with a priority and an optional start and end date. A rule set on a single customer overrides the group’s, and the group’s overrides the category’s.

Stock by location, and buying against orders

• Stock is kept per location, with a reorder level and a maximum level for each item at each location.
• Move stock between locations with a distribution, and correct counts with a stock adjustment.
• Raise purchase orders to vendors, with a link back to the customer order that triggered them, and allocate purchased quantities to customers.
• Receive against a purchase order, record vendor invoices and pay vendors, with several invoices settled in one payment.

A link for your customers

Give a customer a link, with no login needed, and they can see their statement and ageing and browse your catalogue at the prices that apply to them. When they submit a reorder, it arrives as a pending order for you to confirm. The customer never finalises anything.

Several firms, and your accountant

• Run more than one firm under one login. Each master (customers, vendors, items, employees, taxes, banks) can be shared across firms or kept separate, and a firm can be given read-only access to another’s records.
• Export sales, receipt, purchase and payment vouchers for TallyPrime to import, import masters from a Tally export, and match Tally voucher numbers to Uny5 documents. There is no live link to Tally.
• Produce e-invoice and e-way bill files to upload to the government portals yourself, and GSTR-1 data for your accountant. Nothing is filed from Uny5.

Who it fits, and what it is not

Uny5 suits a trading or distribution business that sells to other businesses on quotes and orders, from one or more locations, and wants quotes, orders, stock and collections in one place.

Frequently asked questions