Distribution guide
Salesman Order Booking and Load Sheets: A Guide for Distributors
A distribution day has three parts: salesmen book orders in the market, the warehouse loads the vehicle, and the delivery and recovery come back in the evening. When orders arrive on paper or by phone call, every step is re-typed and something gets lost. A clear daily routine fixes most of it.
By Rana Yasir Ali, Founder & CEO6 min read
1. Book orders where they are taken
A salesman standing in a shop should enter the order right there — items, quantities, the shop’s price tier and any scheme — so it reaches the office at once. Seeing the shop’s previous orders while booking helps him suggest the right quantities.
2. Keep a status on every order
- Booked — waiting for dispatch
- Partly fulfilled — some lines delivered, some short
- Fully fulfilled — invoiced and delivered
- Cancelled lines — recorded, not deleted
3. Print one load sheet per vehicle
A load sheet adds up every order on a route into one list: item by item, how many cartons and pieces go on the vehicle. The warehouse loads from it, and the driver checks it before leaving.
| Orders on the route | 18 shops |
|---|---|
| Cooking oil 5 L | 42 cartons |
| Tea 950 g | 15 cartons + 6 packs |
| Detergent 1 kg | 30 cartons |
| Free goods (schemes) | shown on their own lines |
4. Turn orders into invoices in one step
Once goods are loaded, each order should become an invoice without re-typing. The invoice carries the same prices and schemes the salesman booked, so the shop is billed exactly what it agreed to.
5. Close the route the same evening
When the vehicle returns, record what was delivered, what came back, and what was collected from each shop. A route closed the same day is a route whose numbers can be trusted tomorrow.
6. Watch receivables by route
Market credit is the biggest risk in distribution. Review what each route owes, how old it is, and which shops are over their credit limit before the next booking round.
HisabMate
How HisabMate runs distribution
From the salesman’s phone to the load sheet and the evening collection.
- Mobile order-booking form for field salesmen, with item history
- Order status from booked to partly and fully fulfilled, with line cancellations
- Convert an order into an invoice in one step
- Load sheet and detailed load sheet for dispatch
- Schemes like 10+1 and price tiers applied while booking
- Route-wise customers, receivables and collections, and credit limits
- Owner notified on the phone when a new order is booked
Questions
What is a load sheet?
A list of every item and quantity going on one vehicle for one route, added up from all the orders on that route.
Should salesmen see other salesmen’s orders?
Usually not. Each salesman sees his own orders; the owner and office see all of them.
Roman Urdu
Load sheet kya hoti hai?
Ek route ke saare orders ko jor kar banne wali list — kaunsa item kitne carton gaari par jayega.
Salesman order booking ka software?
HisabMate mein salesman mobile se order book karta hai, office ek click mein invoice banata hai, aur load sheet tayar milti hai.