Trading & Distribution ERP Purchase, Landed Cost, Gate Pass, Sale, Invoice and Accounts in One Flow
TradeFlow runs a trading business end to end: purchase orders with every direct expense landed onto the cost, goods receipt and gate passes at the warehouse, approved sales orders, delivery challans, invoices with payments, cheque register, and a five-level chart of accounts with vouchers and thirty-plus financial reports underneath. Multi-company, multi-warehouse, built by Xelent Solutions for traders in Pakistan.
Do You Know What a Carton Actually Cost You by the Time It Reached the Shelf?
Most trading houses in Pakistan buy on a PO, pay freight, clearing, labour and octroi out of petty cash, and sell at a price "that should be fine". The gate keeper has a register, the accountant has Excel, and the owner has a feeling about the margin. TradeFlow replaces the feeling with a number.
Freight, clearing and labour for a consignment are paid from petty cash and never reach the cost of the goods, so the "margin" on every sale is overstated
The gate keeper's register and the stock ledger disagree, and nobody can say which delivery left without a challan
A salesman promises stock that was already committed; the order ships before anyone with authority has looked at it
Post-dated cheques sit in a drawer; the accountant finds out one bounced when the bank statement arrives a month later
The chart of accounts was set up by whoever was there first; the auditor spends the first week asking what account 4-12-07 is for
Two sister companies share one warehouse and one Excel file, and consolidating their books at year end takes the accountant three weeks
Every document feeds the next one.
Purchase Order → Direct Expenses → Landed Cost → GRN & Inward Gate Pass → Stock Ledger → Sales Order (approved) → Delivery Challan & Outward Gate Pass → Invoice → Payment & Cheque → Voucher → Financial Statements
Freight, Clearing, Labour and Every Other Expense Landed Onto the Cost of Each Item
A purchase order carries its items and its direct expenses — freight, clearing agent, customs, labour, transport, insurance, anything you define. The inventory cost sheet spreads those expenses across the PO's items, so every unit enters stock at its true landed cost, not its supplier price. Purchase orders move through configurable statuses, can be re-opened under permission, and print with the supplier's details. Goods receipt notes record what actually arrived, line by line, against what was ordered.
- Purchase orders with supplier, warehouse, items, taxes and configurable statuses; re-open under permission
- Direct expense types you define: freight, clearing, customs, labour, transport, insurance and more
- Inventory cost sheet allocates PO-level and item-level expenses across the items to a landed cost per unit
- Goods receipt notes record what arrived against what was ordered, with print data for the store
- Pending purchase orders report shows what is still on the water or at the port
- Purchase returns against the PO adjust stock, supplier ledger and tax together
Direct expenses
Allocated by value across 4 items
Stainless sheet 304 · 1.2mm
120 sheets · UoM: sheet
Copper wire 2.5mm · 100m
400 coils · UoM: coil
Ball valve 1" brass
600 pcs · UoM: piece
PVC pipe 4" · 6m
340 lengths · UoM: length
Six Steps From the Supplier's Quotation to a Balanced Trial Balance
Each document is created from the one before it. The purchase officer never re-types the supplier, the gate keeper never re-types the items, the accountant never re-types the invoice.
Purchase Order
Raise a PO on a supplier for a warehouse, with items, units, taxes and the direct expenses you expect. Track it through your own statuses from draft to received.
Supplier commitment recorded
Landed Cost
Enter the actual freight, clearing, customs and labour bills. The cost sheet allocates them across the PO's items and posts the landed cost per unit.
True cost before the first sale
GRN & Inward Gate Pass
Receive the goods line by line on a goods receipt note; the gate keeper raises the inward pass against it and the stock ledger is updated for that warehouse.
Stock in · supplier payable posted
Sales Order & Approval
Enter the customer's order; it waits for approval under its own permission. A product sale ledger shows what each item sold for before.
Nothing ships unapproved
Challan & Outward Gate Pass
Delivery challans are created from the approved order and printed in bulk; the outward gate pass is raised against the challan at the gate.
Stock out · delivery documented
Invoice, Payment & Voucher
Invoice the delivered orders with taxes, record payments and cheques against it, and let the vouchers post to receivables, sales, cash and bank.
Ledger balanced without re-entry
Fifteen Modules. One Stock Ledger. One General Ledger.
Trading documents on the left, accounting on the right, and every stock movement and every rupee lands in both. Nothing is typed twice.
Purchase Orders & Statuses
- Supplier, warehouse, items, UoM, taxes and expected expenses
- Configurable PO statuses; re-open under permission
- Print data, pending PO report, product-wise purchase ledger
Direct Expenses & Inventory Cost
- Define expense types once; attach at PO or item level
- Cost sheet allocates expenses to a landed cost per unit
- Stock valuation uses landed cost, not supplier price
Goods Receipt Notes
- Receive against a PO line by line with variances
- Printable GRN for the store and the supplier
- Posts stock and supplier payable
Inward & Outward Gate Passes
- Inward against PO or GRN; outward against delivery challan
- Expected vs actual quantities recorded at the gate
- Printable pass for the driver; gate register by date
Warehouses, Stock Ledger & Adjustments
- Multiple warehouses; stock per product per warehouse
- Stock ledger of every movement with document reference
- Stock adjustments drafted, then confirmed under permission
Sales Orders & Approval
- Customer, items, pricing and taxes; approval before dispatch
- Product sale ledger: what this item sold for, to whom, when
- Print data for the order confirmation
Delivery Challans
- Raised against approved sales orders
- Bulk print for the day's dispatch
- Feeds the outward gate pass and the invoice
Invoices & Payments
- Built from a customer's delivered sales orders
- Multiple payments per invoice; delete under permission
- Print data with company branding; sales-by-customer report
Sale & Purchase Returns
- Sale returns from customers, purchase returns to suppliers
- Pull items from the original PO; stock and ledger adjusted
- Return stock report
Cheque Register
- Received and issued cheques with bank, number and due date
- Status lifecycle with history: post-dated, deposited, cleared, bounced
- Cheque issued and cheque aging reports
Chart of Accounts
- Control → head → sub-head → code → posting account
- Templates per business type; generate codes; transfer accounts
- Opening balances with dates; tree view with available slots
Vouchers & Registers
- Cash/bank payment and receipt, purchase and sales vouchers
- Auto-numbered, printable, with attached documents
- Purchase, sale and voucher registers importable from Excel
Products, Partners & Geography
- Products with categories, units of measure and taxes
- Suppliers and customers with ledgers
- Countries, states, cities and currencies
Companies & Branding
- Multiple companies, each with its own chart, documents and branding
- Switch company from the header; per-user default company
- Onboarding wizard sets up a new company from a template
Users, Roles & Activity Log
- Per-module view/create/edit/delete plus approve and confirm abilities
- Activity log of every change with the user who made it
- Global search across documents, partners and accounts
A Five-Level Chart of Accounts, Set Up From a Template in an Afternoon
Control accounts split balance sheet from profit and loss; under them sit heads, sub-heads, account codes and finally the posting accounts with their opening balances. A new company picks a chart template for its business type and gets a working ledger immediately. Vouchers — cash payment, cash receipt, bank payment, bank receipt, purchase and sales — are double-entry, numbered automatically, printable, and can carry scanned documents. Trading documents post their own vouchers: an invoice hits receivables and sales, a payment hits cash or bank, a GRN hits stock and payables.
Pick a template, get a chart
Business types come with chart templates. A new company is onboarded with a working five-level chart and can still add, rename or transfer accounts afterwards.
Documents post their own vouchers
Invoices, payments, GRNs and returns create balanced entries against receivables, payables, sales, stock, cash and bank; the accountant reviews rather than re-keys.
Manual vouchers for everything else
Six voucher types with auto numbering, account search, attached scans and print. Cash and bank behaviour is set once in account settings.
Statements an auditor accepts
General ledger, trial balance, income statement, balance sheet, notes to accounts and notes to P&L, each to Excel and PDF, per company.
15 Oct 2026 · Company: Al-Noor Trading (Pvt) Ltd · Posted by Nadia (accounts)
01-01-02-001HBL Current A/C 0123
Bank · deposit of customer cheque
01-02-01-014Rafiq & Sons (receivable)
Customer · against INV-2026-0882
Source document
Invoice INV-2026-0882 · Rafiq & Sons · balance now Rs 0
Inward GP-0522
Al-Karam Traders · 4 items · driver: Shahid
Outward GP-0871
Rafiq & Sons · 2 items · vehicle LEA-4412
Outward GP-0872
Madina Hardware · 6 items · vehicle FDA-9901
Inward GP-0523
Sale return · Madina Hardware · 40 × ball valve
Stock adjustment ADJ-0071
Physical count · −6 × PVC pipe 4" (damaged)
Stock in today
1,460 units
Stock out today
2,115 units
Adjustment pending
ADJ-0071 unconfirmed
Nothing Enters or Leaves the Warehouse Without a Pass Against a Document
An inward gate pass is raised against a purchase order or goods receipt note; an outward gate pass against a delivery challan. The gate keeper sees the expected items and quantities, records what actually passed, and prints the pass for the driver. Every pass, challan, GRN, return and confirmed stock adjustment writes to the stock ledger per warehouse, with units of measure and categories on each product. Stock adjustments are drafted, reviewed and confirmed under a separate permission, so a count correction is never a silent edit.
- Inward gate pass against a purchase order or GRN; outward gate pass against a delivery challan
- Expected quantities shown to the gate keeper; actual quantities recorded and printed
- Stock ledger per warehouse with the document behind every movement
- Stock adjustments: draft, review, confirm under a separate permission
- Units of measure and categories on every product; stock status and stock valuation reports
- Item ledger, return stock and stock report for any date range and warehouse
Approve the Order, Deliver Against the Challan, Invoice What Was Delivered, Chase the Cheque
A sales order waits for approval before a single unit leaves the warehouse; approval is its own permission. Delivery challans are raised against the order and can be printed in bulk for the day's dispatch. An invoice is built from the customer's delivered sales orders, carries taxes, and records every payment against it. Cheques received or issued go into the cheque register with their bank, due date and status, and the cheque aging report shows what is post-dated, deposited, cleared or bounced. Sale returns and purchase returns close the loop with stock and ledger both adjusted.
- Sales order approval as its own permission; nothing ships unapproved
- Delivery challans from approved orders; bulk print for dispatch
- Invoice built from the customer's delivered sales orders with taxes
- Multiple payments per invoice; sales-by-customer and customer ledger reports
- Cheque register with bank, due date, status history and cheque aging
- Sale returns and purchase returns adjust stock and ledgers together
Madina Hardware · 6 items · Rs 412,000. Sales manager to approve; product sale ledger shows last price to this customer was 3% higher.
Rafiq & Sons · against SO-0765 · outward GP-0871 printed for vehicle LEA-4412. Ready to invoice.
Rafiq & Sons · Rs 640,000 · settled by cheque 4471025 via BRV-00317. Customer ledger balance now zero.
Madina Hardware · MCB · Rs 250,000 · due 28 Oct. On the cheque aging report; status will move to Deposited then Cleared or Bounced.
40 × ball valve back from Madina Hardware via inward GP-0523. Stock and receivable adjusted; return stock report updated.
Last year's Excel sale register analysed, column mapping saved, and imported so customer ledgers open with full history.
Thirty-Plus Reports, Every One to Excel and PDF
Financial statements that an auditor will accept, stock reports that match the warehouse, and the analytical reports an owner actually reads — all from the same ledger the daily documents post to.
Financial Statements
General ledger, trial balance, income statement, balance sheet, notes to accounts and notes to P&L, each exportable to Excel and PDF.
Cash & Bank
Day book, cash book, receipt and payment summary, cash and bank position and the cash flow statement.
Analysis
Comparative financials, common-size statements, group-wise profitability, monthly and quarterly trend, ratio analysis and fund flow.
Audit
Audit trail, exception reports and voucher entry audit, so every unusual entry has a name and a timestamp next to it.
Cheques
Cheques issued and cheque aging by status and due date, for the cashier's morning and the bank reconciliation.
Stock
Stock valuation at landed cost, stock report, stock status, item ledger and return stock by warehouse.
Purchasing
Daily purchase, pending purchase orders and supplier ledger.
Sales
Daily sale, sales by customer and customer ledger.
Vouchers
Voucher type summary and account-wise summary for any period and company.
Each company is its own set of books
Own chart of accounts, documents, numbering, branding, currency and settings. Switch from the header; your default company is remembered.
Warehouses under a company
Stock, gate passes and adjustments are per warehouse; stock reports filter by one or show all.
History comes with you
Purchase registers, sale registers and vouchers import from Excel with saved column mappings, so opening balances and ledgers start with the past in them.
Built for Businesses That Buy in Bulk and Sell in Bulk
The same system runs one trading company with one godown and a group with several companies, warehouses and an accounts department. Roles decide who sees what.
Importers & Indenters
Containers, clearing agents, duties and port labour. You need the landed cost per unit before you quote, and a gate pass for every pallet.
- Direct expenses landed onto cost
- GRN against PO with variances
- Pending PO report for what is still at sea
Wholesale Traders
Hardware, electricals, chemicals, building materials, packaging. You need approved orders, bulk challans and a cheque register that actually gets looked at.
- Sales order approval before dispatch
- Bulk challan printing
- Cheque aging and customer ledgers
Trading Groups
Several companies, shared warehouses, one accounts department. You need separate books per company and the same reports across all of them.
- Multi-company with per-company charts
- Company switching and default company
- Audit trail and activity log
Roles included out of the box
Every module has view, create, edit and delete permissions, and sensitive actions — approving a sales order, re-opening a PO, confirming a stock adjustment, viewing financial reports — are separate abilities. An activity log records who changed what, and the audit trail and voucher entry audit reports expose it.
Already have years of purchase and sales registers in Excel?
TradeFlow imports purchase registers, sale registers and vouchers from your existing spreadsheets with saved column mappings, so history comes with you.
Frequently Asked Questions
What trading-house owners and their accountants ask us first.
How is landed cost calculated?
A purchase order lists its items and the direct expenses attached to it: freight, clearing, customs, labour, transport, insurance or any type you define. When the actual bills are known, the inventory cost sheet allocates the expenses across the PO's items and records a landed cost per unit. Stock is valued at that landed cost, so the stock valuation report and the margin on every sale reflect what the goods really cost you.
What is the difference between a GRN, a gate pass and a delivery challan?
A goods receipt note records what arrived against a purchase order, line by line. An inward gate pass is the gate keeper's record that those goods physically entered the warehouse, raised against the PO or GRN. A delivery challan is the dispatch document for an approved sales order, and the outward gate pass is raised against it when the goods leave. Each one is printable and each one writes to the stock ledger, so the gate register and the stock ledger always agree.
Can I stop orders shipping before a manager has seen them?
Yes. Approving a sales order is a separate permission from creating one. A delivery challan can only be raised against an approved order, and an outward gate pass only against a challan, so an unapproved order cannot leave the warehouse. The product sale ledger on the order shows what the item was last sold for, so the approver has context.
Do I need separate accounting software?
No. TradeFlow includes a five-level chart of accounts set up from a template for your business type, six voucher types with attachments and printing, account settings for cash and bank behaviour, and over twenty financial reports including general ledger, trial balance, income statement, balance sheet, notes, cash flow, ratio analysis and audit trail. Trading documents post their own entries, and the same accounting core powers Ledgerly, our standalone accounting product.
How does the cheque register work?
Every cheque received or issued is entered with its bank, number, amount and due date, and moves through statuses such as post-dated, deposited, cleared or bounced, with the history kept. The cheque issued and cheque aging reports show what is due, what is in the bank and what has bounced, and the receipt or payment voucher is linked to the cheque.
We have years of data in Excel. Can it be imported?
Yes. The purchase register, sale register and voucher register each have an import page: upload the spreadsheet, the system analyses the columns, you map them once and the mapping is saved for next time. That brings opening ledgers and history into TradeFlow without re-typing, and the activity log records the import.
Know Your Landed Cost, Your Stock Position and Your Cash and Bank Balance — Today, Not at Year End
Bring one purchase order with its expense receipts, a week of sales and your current chart of accounts. We will load them into a demo instance and walk you from PO to balance sheet in under an hour.
Built and run by Xelent Solutions in Faisalabad — a PSEB-registered software house.
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