Part of Netolyst DMS

Accounting software for distributors

In Pakistan there is no Tally to hand your books to. So most distribution houses run a billing program all month and then rebuild the accounts by hand. Netolyst DMS keeps the books itself. Every bill, payment, expense and goods receipt writes its own accounting entry the moment you save it.

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The bill, the payment and the goods receipt, each writing its own entry as it is saved.

Nobody types a voucherThere is no voucher screen, and your staff never need one. The documents they already make are the entries.
Your profit page is always readyProfit, the balance sheet and the cash flow are added up from the same documents that ran your business. Nothing is prepared at month end.
Money always sits somewhere realEvery rupee is in a named drawer or a named bank account, and no drawer can ever go below zero.
The books can be checked, not only trustedThe system can rebuild the whole journal from your documents and compare it with what is stored. A difference becomes something you can find.

Accounting comes with Netolyst DMS. It is not sold separately.

Everything on this page is part of Netolyst DMS — the same system that takes your salesman’s order, makes the bill, holds your godown and keeps the shop khata. There is no accounting-only version to buy. The books are not a module here: they are what the daily documents write as they are saved.

If you want to see the whole business and not only the money side, start with the full list of what it does and come back here for the accounting detail.

What it is

What is accounting software for a distributor?

It means your books being written by the work itself — the bill, the payment, the goods receipt, the expense — so that on any day you can read real profit, real cash and a real balance sheet without anybody preparing them.

A distribution house has two sets of numbers that must agree. One is what each shop owes you, shop by shop. The other is what the business as a whole made, holds and owes. In most houses the first lives in a billing program and the second is rebuilt in a register or a spreadsheet every month, usually by one person, usually late.

When the second set is rebuilt by hand it is always behind and always arguable. You cannot tell on a Tuesday whether the month is profitable. You cannot tell how much of your money is sitting in the market. And when a bank asks for accounts, somebody spends a week assembling them.

Netolyst DMS removes the second job. The shop-by-shop side is covered under the customer ledger, and the document that starts most of these entries is covered under invoicing. This page is about the books of the business itself.

This is not a separate accounting package: You are not exporting anything to Tally or to an accountant’s software, and you are not typing your bills into a second program. The books are inside the same system that made the bill.
This is not a bookkeeping job for your staff: Your counter clerk, your storekeeper and your cashier do their normal work. The accounting happens underneath. Nobody has to know what a debit is.
This is not tax software: No return is prepared and no government portal is connected. You get the accounts a bank, a partner or an auditor asks for. Filing stays with your tax consultant.

The problem

What goes wrong when your books are built at month end.

These are the everyday failures of running a distribution house on a billing program plus a separate set of books. None of them are unusual, and all of them come from the same cause.

You find out the month was bad in the next month
The accounts are assembled after the month has closed. By the time you see a poor margin, the goods that caused it are sold and the next order is already placed.
The books and the khata disagree
The shop ledger says one thing and the accounts say another, because two people built them from the same bills at different times. Finding out which one is right takes days.
Freight disappears into the profit figure
The bilty and the unloading are paid separately and written as an expense. So the goods look cheaper than they were, gross profit reads high, and the same freight is counted a second time further down the page.
The seth takes money out and profit drops
A withdrawal is written as an expense, so a good day on which the owner took cash home reads as a poor one. After that happens twice, nobody believes the profit page.
The drawer never quite matches
Cash is counted at night and the difference is quietly absorbed — a little added here, a little ignored there. Nothing is recorded, so nothing can ever be explained.
A bank asks for accounts and the house stops working
Somebody spends a week building a balance sheet and a cash flow out of registers. The result is late, it does not tie to anything, and it has to be built again the next time.

The books

Your books write themselves as you work.

Every document that touches money writes its own double-entry record at the same moment it is saved. Not at night, not at month end, and not in a second program.

One entry per document, written at the same timeThe bill, the payment, the goods receipt, the expense and the return each write their accounting record in the same save. Either both are written or neither is. There is no gap where the document exists and the entry does not.
No voucher screen, and none neededYour staff never post a journal voucher, because there is nowhere to post one. If a figure in the accounts is wrong, the document behind it is wrong, and that is the one place it gets fixed.
The balance sheet balances because it cannot do otherwiseEvery entry is built so its two sides come to exactly the same figure. Nothing is adjusted afterwards to make it balance.
The account list is fixed, so your reports stay comparableThe chart of accounts is set by the software and nobody can rearrange it. What you manage is the list that actually differs between houses: your expense categories, your asset categories, your cash points and your bank accounts.
The books can be rebuilt and checkedThe system can build the whole journal again from your documents alone and compare it with what is stored. One of the shipped reports exists only to check the statements against their own books.

The shop khata stays the record you show a shop. That the khata and the accounts agree is something a report proves, rather than something you have to assume. The khata itself — payments spread across open bills, cheques, advances and the aging list — is covered under customer ledger and credit control.

Cash and bank

Every rupee sits in a named place.

Money here is never a floating figure. It is in a drawer you named or a bank account you named, and every movement says which one.

The two places money is held in Netolyst DMS, and what each one gives you.
Where money sits	What you get
Cash point	A named place real cash sits — your counter drawer, the petty tin, the seth’s pocket. Main Cash is ready from day one and can never be removed. A drawer still holding money cannot be closed either.
Bank account	One account of one firm, with its bank, title, number, branch and IBAN. Kept per firm, because two firms’ accounts are two different legal entities’ money.

Each one keeps its own book, and nothing edits a balanceEvery document that moves that money adds a line, and each line carries the balance after it. You read it downwards, oldest first, the way a cash book is read.
A book can never go below zeroYou cannot pay out of a drawer that does not hold the money. The system refuses it at the moment of payment, instead of it being discovered when the month is closed.
Your opening balance is line one, and it freezesWhat was in the drawer or the account on the day you started is the first line of that book and nowhere else. Once it lands it is never edited. Until you enter it, the drawer holds nothing and paying out of it is refused.
Moving money is its own document, not an expenseDepositing the day’s takings is cash point to bank. One document, both books updated together. A transfer is never income and never expense, so it can never reach your profit page by mistake.

Expenses

Record what you spend, in the right place.

Money going out is not all the same kind of money going out. Netolyst DMS keeps three kinds apart, because mixing them is what makes a profit figure wrong.

The three kinds of money going out, and what each one does to your profit.
Kind of payment	What it is	Where it lands
Running the business	Rent, salaries, electricity, fuel, repairs, and whatever else you add. Recorded against an expense category you manage.	Your profit and loss account. This is the only kind that reduces profit as an expense.
Paid on goods	Freight or unloading paid against a goods receipt after the fact. It can never exceed what that receipt put into the cost of the goods.	Stays out of the profit page, because those rupees already reached profit inside the cost of the goods. This is what stops freight being counted twice.
Taken by the owner	The seth’s own money leaving the business.	Owner’s capital, never expense. There is no path from it into your profit figure.

Your own category list, kept cleanRent, Salaries, Electricity, Fuel, Repairs and Misc are ready to use, and you add your own. A category is closed, never deleted, so old vouchers keep reading correctly. A category-wise profit page groups your vouchers without adding rows to the account list.
A voucher is final, and the correction is a proper documentYou do not edit a posted voucher. You post a reversing one, allowed once, and both stay on the record. Nobody can make a payment quietly disappear.

Owner’s money

Money you take out never makes your profit look bad.

This is a small rule with a large effect. In most hand-kept books the owner’s withdrawal is written as an expense, so the night a seth takes cash home the day reads as a loss. After that, nobody trusts the page again.

Withdrawals are capital, not expenseMoney you take out reduces your capital in the business. It appears nowhere in the profit and loss account, so a good day stays a good day no matter what you took home.
Money you put in is treated the same way, in reverseCash you bring into the business increases your capital. It is never counted as income, so it can never make a bad month read as a good one.
The drawer still adds upIn the cash book a withdrawal is hidden from people who may not see it, but the line is still there. A drawer whose lines do not add up is worse than one with a line you are not allowed to read.
It sits behind its own keyRecording a withdrawal and reading one are separate permissions, and neither comes automatically with a job title.

Day close

Count the drawer and close the day.

A day close is one cash point, one day, counted and finished. It is the routine that makes tomorrow’s figure trustworthy.

opening float + cash in − cash out = expected counted − expected = difference

Your cashier types what was actually counted. The system already knows what should be there, and shows the difference with its sign.

A difference always needs a reasonNothing is absorbed quietly. The difference is recorded as cash short or over, with the reason attached, where you can read it tomorrow.
A large difference needs a second personAbove a limit you set, somebody else has to sign it off. Small daily rounding does not need a manager. A missing five thousand does.
It never stops your cashier going homeThe close is never blocked. A cashier who cannot close is a cashier who stops using the system, and then tomorrow’s count is wrong too.
Tomorrow’s float is decided tonightThe counted cash is split into what stays as tomorrow’s opening float and what physically moves out. There is no separate day start — tomorrow simply opens with what you left.
A closed day stays closedThe record is final. Reopening a day writes a new record beside the old one rather than changing it.

Profit

See real profit, with your own freight counted inside it.

Sales, minus what came back, minus what the goods truly cost you, is your gross profit. Then every cost on its own line, down to what the business actually made. It is added up from your documents, so it reads the same tomorrow as it does tonight.

Cost means what the carton really cost youThe company’s price plus your own freight and unloading, carried on the batch itself. Not the company’s printed rate, and not an average across batches.
Two margins, side by sideYour real margin, against what the carton actually cost. And the company’s margin, against the price on their own bill — the number their area manager quotes back at you. Both are shown in total and company by company.
The gap between them is your freightThe difference between those two margins is exactly your own freight riding inside the goods that sold. Printing both is how an argument across the table becomes a short one.
Every line opens the page that counted itA figure you do not believe is one press away from the documents underneath it. Nothing here is a total you cannot get behind.
What you made and what you collected are never mixedThe dashboard puts them in two separate blocks that never share a total, because they answer two different questions. Collected is read off the money itself, so a cheque counts on the day it is taken and comes off on the day it bounces.

Money you took out of the business appears nowhere on this page.

The Netolyst DMS profit page showing net profit for the month, the full path from total sales down to net profit through returns, cost of goods, gross profit and expenses, with the same figures drawn as a bar chart beside the list. — Dashboard · sales down to net profit, with every line one press from the documents

The cost figure on this page comes off the batch a bill sold from. How that cost is built, and why the same product can sit in your godown at three different costs, is covered under batch-wise inventory management.

Statements

Accounts your bank will accept.

These are the pages you hand to somebody outside the business — a bank, an auditor, a partner. All of them print as A4 and download as a real Excel file.

The four statements Netolyst DMS produces, and what each one answers.
Statement	What it tells you
Balance sheet	One day: what the business has, what it owes, and your share of it. It balances by construction, and every line sits on the side its balance actually runs.
Cash flow	A period. It ties to your cash and bank books, shows a transfer between your own accounts nowhere, and counts a cheque on the day it clears.
Profit and loss	The profit page above, laid out as a formal statement.
Linked accounts	The check that the statements say what their own books say. This is the report that makes the other three provable.

Two versions of each, side by sideYour own plain version, and the version a bank expects — where a related account prints under its parent and the cash flow is laid out the indirect way. You choose where your financial year is cut.
Excel that behaves like ExcelFigures arrive as figures your spreadsheet can add, not as text it has to guess at, and no cell can ever be read as a formula. The file was written by hand for exactly that reason.

Assets and loans

Your vehicles, your loans and what the bank charges you.

What a distribution house owns and owes sits in the same books as everything else, and it is recorded by a document rather than invented by the software.

Fixed assetsA vehicle, motorcycle, computer, item of furniture, equipment or building. Carried at what it cost you, less the depreciation charged so far, and grouped by an asset category you manage yourself.
Depreciation is a document you postOne run across the asset register, with a line for each asset. Nothing is charged silently by a monthly job nobody watched, so there is never a figure in your books you cannot point at.
Selling a van can never flatter your monthWhen you dispose of an asset, it and its depreciation both come off, and the profit or loss against what you got for it prints below operating profit. Never as sales.
Loans and overdrafts, in one placeA term loan, a working-capital line or a running finance, each in one account. The part due within the year is separated from the long-term part when you read it, off the loan’s own schedule, instead of by an entry somebody has to remember to post.
Markup is recorded, never guessedThe rate on a loan is information. Only the figure on the bank’s own advice reaches your books. The charge is recorded when the advice arrives, paying it is a separate record, and it prints as finance cost below operating profit.
A provision for money you may not collectYour accountant sets the allowance for doubtful debts to a figure they judge right, and only the movement is posted. A reason is required and there is no undo — the correction is the next figure you set.

The Netolyst DMS dashboard showing a bar chart of sales for every day of the month beside a table of what each day sold and made, with loss-making days shown in red. — Dashboard · every trading day, including the ones that lost money

Reports

47 reports, ready in one download.

Pick a date range, tick what you want, and take the whole lot in one go: an Excel workbook with a tab for each report, and a print sheet your browser turns into a PDF.

Built for somebody outside your businessThe pack covers the whole business, combined across your firms, because a bank does not want three separate sets of accounts.
Narrow it to one company when you need toWhere a report only means something for one company, you have to name that company on purpose. Leaving it blank does not quietly mean all of them.
Two reports for the visitor nobody plans forThe company’s area manager has no login. He gets a stock and sale statement per company and per period, in cartons and in rupees, and a credit list of your bills of that period that carried his goods with what is still outstanding on each.
Registers read three waysOne row per document of one kind over a period — as a screen, as a printed page, and as a tab in the workbook. The same figures, however you want to read them.

The dashboard sits beside all of this with a Needs attention list: the things somebody has to act on today, each row opening the page that fixes it. You only see the rows you have the keys to open, and a row is simply absent when there is nothing to do.

Connected

Your books are connected to the rest of your business.

Nothing on this page is a separate module somebody posts to. Each of these writes its accounting record itself, as part of the same save.

The bill

Records the sale, the tax it carried and what the shop now owes, and takes the goods out of your godown at what they cost you — all in the same moment.

The payment

Reduces what the shop owes and puts the money into a named drawer or bank account. A cheque reaches the bank book only when it clears.

The goods receipt

Records what you owe the company and gives the batch its real cost, with your freight already inside it. That cost is what your gross profit is measured against.

The return

Reverses the sale, credits the shop and brings the goods back, so your profit figure and your stock figure move together instead of separately.

Each of those four has more behind it: the bill, the payment and the khata, the goods receipt and the return.

Protection

Six accounting mistakes the system will not let you make.

Every one of these is a mistake a distribution house makes at least once a year with hand-kept books. Here none of them is possible.

A document exists but its accounting entry does not

The document and its entry are written together in one save. If one fails, neither is kept. There is no window where your books are behind your business.

Somebody reorganises the account list and the reports stop matching

The chart of accounts belongs to the software and nobody can edit it. What is yours to manage are your expense categories, your asset categories, your cash points and your bank accounts.

A payment goes out of a drawer that does not hold the money

A cash or bank book can never go below zero. The payment is refused when it is made, not discovered when the month is closed.

Freight is counted twice and gross profit reads wrong

Freight paid against a goods receipt goes into the cost of the goods and is capped at what that receipt actually carried. It cannot also land in the profit page as an expense.

A withdrawal by the owner makes a good day read as a loss

Withdrawals are capital, not expense. There is no route from that account into the profit and loss statement.

A cash difference is quietly absorbed at closing time

Every difference is recorded with its sign and a reason, and a large one needs a second person. Nothing is hidden, and nothing is smoothed away.

Limits

What this software does not do.

The fastest way to waste your time and ours is a demo that ends on something the product was never built to do. Here are the boundaries, before a conversation instead of after one.

No tax filing and no portal connectionNo return is prepared, nothing is submitted anywhere, and there is no FBR link. Tax is charged and printed on your own bill. Filing stays with your tax consultant.
Tax you paid on purchases is not claimed backIt goes into the cost of the goods and into what you owe the company. Nothing reaches an input-tax account, so if reclaiming purchase tax is central to how you work, raise it before a demo.
You cannot edit the chart of accountsIt is set by the software. That keeps your statements comparable and stops the account list being reorganised into a mess, but an accountant who wants their own chart should know this before starting.
Rupees onlyMoney is Pakistani rupees, written Rs 1,234.00. There is no second currency and no conversion.
No payrollSalaries are recorded as an expense. There is no employee payroll, no attendance and no salary slip.
No budgets and no cost centresYou cannot set a budget and report against it, and you cannot split costs across branches or departments as cost centres.
No connection to other softwareThere is no link to any ERP or accounting package, and no API today. Parties and products come in through a CSV template, and everything goes out as Excel and PDF.
It does not replace your auditorThe books tie by design and by automated test. Netolyst is a software company, not an audit firm, and nothing here is an audit opinion.

Pricing and the 14-day free trial are the same for every part of the product. They are explained on the Netolyst DMS pricing page.

Words

Words used on this page.

These are the terms this page uses and what each one means inside Netolyst DMS. Where trade and accounting use different words for the same thing, both are given.

Journal: The double-entry record every money document writes as it is saved. It runs underneath the product. There is no screen where anybody types into it.
Cash point: A named place real cash sits — your counter drawer, the petty tin. Main Cash is ready from day one and can never be removed.
Cash book: One drawer’s or one bank account’s own ledger, added to by every document that moves its money. It can never go below zero.
Transfer: Money moving between your own drawers and bank accounts. Never income, never expense, which is why it is its own document.
Drawings: Money the owner takes out of the business. Capital, never expense. Hidden from people without the key, but never removed from the drawer’s book.
Capital introduced: Money the owner puts into the business. Capital, never income.
Day close: One cash point’s one day: what should be in the drawer against what was counted, with the difference explained.
Real cost: What a carton actually cost you — the company’s price plus your own freight and unloading, carried on the batch itself. Accountants call it landed cost.
Markup: What a bank charges you for lending. Recorded when the bank’s advice arrives, never estimated in advance.
Provision: The allowance you set aside against money you may not collect. Set to a figure, not raised by an amount.
Report pack: 47 reports over one date range, leaving together as one Excel workbook and one print sheet.
Firm: One legal business you bill under, with its own letterhead and its own bank accounts. A house can hold more than one.

Frequently asked

Common questions about accounting.

Ask us your own question

What is accounting software for a distribution business?

It is the part of a distributor management system that keeps the books of the business itself, as opposed to the ledger of what each shop owes you. It records every bill, payment, expense, goods receipt and return as a double-entry accounting entry, and produces the profit and loss account, the balance sheet and the cash flow from those entries. In Netolyst DMS it is not a separate module anybody posts to: the documents your staff already make are the entries.

Do I still need Tally or a separate accounting program?

No. Every money document writes its own accounting entry as it is saved, so the profit page, the balance sheet and the cash flow come out of the same transactions that ran your business. Nothing is exported to an accounting package and nothing is retyped into one. There is also no integration with one, which is the other side of the same decision.

Do my staff have to post journal vouchers?

No, and they cannot. There is no voucher screen. The bill, the payment, the expense and the goods receipt are the entries. If a figure in the accounts is wrong, the document behind it is wrong, and that is where it is corrected.

How do I know the books are right?

Two ways, both built in. The system can rebuild the whole journal from your documents alone and compare it with what is stored, so a difference is something you can find rather than argue about. And one of the shipped reports exists only to check the statements against their own books.

Can I change the chart of accounts?

No. It is set and owned by the software. What you do manage are the lists that genuinely differ between distribution houses: your expense categories, your fixed-asset categories, your cash points and your bank accounts. That split is deliberate. It keeps the statements comparable while leaving you the parts that are actually yours.

If I take money out of the business on a good day, does my profit drop?

No. Money the owner takes out is treated as capital, not as an expense, and there is no path from that account into the profit and loss statement. In the cash book the line is hidden from people without the permission to see it, but it is never removed, so the drawer still adds up for whoever is counting it.

What happens when the cash drawer does not match?

Your cashier types what was actually counted. The system already knows what should be there and shows the difference with its sign. A reason is always required, and above a limit you set a second person has to sign it off. It never blocks the close, and it is recorded as cash short or over so you can read it the next morning.

Can I keep more than one bank account and more than one cash drawer?

Yes. You can name as many cash points as you actually have, and as many bank accounts as your firms hold. Each keeps its own book with a running balance, none of them can go below zero, and moving money between them is a transfer document rather than an expense. Bank accounts are held per firm, because two firms’ accounts are two different legal entities’ money.

Does it handle bank loans and overdrafts?

Yes. A term loan, a working-capital line or a running finance each sit in one account, and the part due within the year is separated from the long-term part when you read it, off the loan’s own schedule. What the bank charges you is recorded when its advice arrives rather than estimated in advance, and it prints as finance cost below operating profit.

Can I get accounts in the format my bank asks for?

Each statement prints in two versions side by side: your own plain one, and the one a bank expects, where a related account prints under its parent and the cash flow is laid out the indirect way. Where your financial year is cut is a setting. Everything prints as A4 and downloads as a real Excel workbook.

Does it file my tax returns or connect to FBR?

No. No return is prepared, nothing is submitted, and there is no FBR connection. Tax is charged and printed on your own invoice. Filing stays with your tax consultant. Purchase tax is also not reclaimed — it goes into the cost of the goods and into what you owe the company.

How does freight end up in my profit figure?

Freight and unloading paid on a load go into the cost of the batch that load created, not into your expenses. So your gross profit is measured against what the carton actually cost you, with your own freight inside it. Freight paid later against a posted goods receipt is capped at what that receipt carried and stays out of the profit page, which is what stops the same rupees being counted twice.

Who in my office can see the profit and the accounts?

Only the people you give those keys to. Cost, margin, the accounts and the owner’s withdrawals are separate permissions, and none of them comes automatically with a job title. A counter clerk can make bills all day without ever seeing what a carton cost. Nobody can give somebody a permission they do not hold themselves, and everything anyone changes is written to a log that cannot be edited.

Can I bring my existing balances in when I start?

Yes. What was in each drawer and bank account on the day you start is the first line of that book and is then frozen. Party balances come in the same way, as the first line of each party’s book, from a CSV template. Stock comes in as ordinary goods receipts so that every batch has a real cost from day one. The cutover uses the same doors the daily work uses.

Talk to us

Tell us how your books are kept today.

Who writes them, how long your month end takes, and what your bank asks you for. Your reply will come from the engineers who built the accounting, not from a sales desk.

Built for a Pakistani distribution house holding one to four dealerships, billing in rupees and keeping its own books. Not an audit tool, not payroll, and not a tax filing service.

Let’s connect