Distributor reconciliation checklist
Use this before you blame the system or the van. It is a method with synthetic examples. It does not read your ledger and it does not require a form submission.
Sample day
| Line | Example | Check |
|---|---|---|
| Load out | 40 cases of SKU A leave the depot | Warehouse issue equals van opening stock |
| Invoices | 28 cases billed to 11 outlets | Each invoice has an outlet and a price-list version |
| Returns | 2 cases returned, 1 damaged | Reason codes exist before stock is added back |
| Cash | KES 86,000 counted | Matches invoices marked cash, minus change |
| Mobile money | Two M-Pesa references typed by the rep | References match the amounts on those invoices. This does not prove a bank settlement file |
| Left on the van | 10 cases | 40 − 28 + 2 returns = 14, so 4 cases are still unexplained |
Order of work
- Freeze the price list and the load document for that route date.
- List invoices, returns, and collections from van sales.
- Explain every unit that is not on an invoice, a return, or the closing stock.
- Only then ask ERP to post. If ERP is not the book of record yet, export the same lines for the accountant.
- Write down what you could not see. Missing collection references are a process gap, not a software trophy.
Related commercial pages: distributor management and Kenya field sales.