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NexDistribution 6

NexDis (Nex Distribution - ND) and its latest version – ND6 – is a Distribution Management System that are specifically designed and developed for Indonesian trading companies. ND6’s unique features and functionalities (proforma invoice, virtual warehouse, separation between cash and credit customers, 5 level of discounts in percentage as well as in nominal value, and many more) are well-suited to Indonesian trading practices, making it a perfect out-of-the-box DMS solution for medium size businesses which normally employee a few staff who perform multiple roles and yet may not be highly-trained.

ND6 is a distributor’s main operating system in performing its daily trading activities. It allows a distributor to control inventory (including reject and returned products), to manage goods for canvassing, to take order as well as making canvass sales, to manage accounts receivables, sales and accounts payables. In addition, ND6 can also help a distributor prepares its monthly tax report, manages discounts and promotions. Finally, ND6 offers over 100 reports making it easy for users to monitor its business and to strategically manage its operations.

Today, hundreds of distributors all throughout Indonesia have already benefited from ND6 and its predecessor – ND95. Our users distribute and deliver products of Nestle, Mayora, UBM, Khong Guan, Susu Bendera, SGM, Dwi Kelinci, Anker Bir, Bir Bintang, Pepsi Cola, Lampu Dop, Lampu Jehann Klauss, Kiwi, Reckitt, Gillette, Ceres, Unicharm, Softex, Sweety, Popoku, Danone, Tropical, Sania, Avena, Sunco, Arnott, Mandom, SKG, Nivea, Panasonic, Viva Cosmetic, Revlon and many other principals.

ND6 consists of 12 fully-integrated basic modules : inventory control, canvas operation, TO sales, purchasing, account receivable, account payable, sales analysis, promotion activity setup, tax invoice, cash and bank, general ledger and application manager, and interface modules to generate/extract data to be used in other applications.

Inventory Control Module

Inventory on ND6 is divided into several warehouses: saleable warehouses, non-saleable (badstock) warehouses, canvas car and non-inventory warehouses. Non-inventory warehouses are used to keep products that have been sold to customer, but are still kept in distributor 's warehouse for certain period.

All items inside a van or canvas car are considered in good condition until moved from them and then sorted accordingly. Unit of Measurement can be set up to 4 levels and conversion ratio are specified in the master file of each item.

If the product-batch features is activated, ND6 will track and keep the inventory record per batch level and can automatically assign batch for selling-out items on FIFO basis.

Warehouse settlement features allow you to manage the location of each product group, that can help warehouse staff to easily picking dan placing product in the warehouse.

ND6 main dashboard will show the week-cover value and how many no-sale product items within last 30 days. Week-cover value indicates whether your inventory is over or in shortage condition.

Goods movements associated with the sales occur through canvas operation and sales modules. Goods admission is made via purchasing module.

Inventory Control module also provides a function to do inventory check (stokopname). Inventory check process is very flexible, for example upon completing a month-end inventory check and prior to entering the results into ND6, you are still able to start transacting the following month without having to wait for the inventory check results to be consolidated into the system. Inventory check report can be printed to show physical stock, computer stock and their difference. Prior to process the inventory check document, you can execute a simulation process to get know what will the result.
ND6 generates on which products have too high an inventory level and which products are frequently suffering out-of-stock (OOS) condition.
ND6 tracks the spread of items based production or batch code. This facility comes in handy should there be a product recall from the market. ND6 can also verifies whether a retuned good originated from its warehouse.
ND6 can allocate stocks for sale by each salesman. This feature is necessary after a price increase announcement to avoid hoarding by certain salesman.

Reports generated by this module include:

  • Distributor stock balance report,
  • Van stock balance report,
  • Inventory value report,
  • Warehouse goods movement report (standard, allocated, BS and dented),
  • Van inventory movements report,
  • Warehouse inventory card report (standard, allocated, BS and dented),
  • Van inventory card report,
  • Inventory Expiry report,
  • Overstock reports,
  • Stock shortages reports,
  • Slow-moving items report,
  • Daily Sales and goods movement report,
  • Inventory Costing Reports
Canvas Operation Module

This module provides all functionalities related to the management of Canvassing activities, such as adding goods to a van, transferring goods from the van to the warehouse, inventory adjustments, van inventory check, sales and returned goods.

All credit sales will be automatically booked in the accounts receivables and subsequently repayment can be recorded through an entry in receivables module.

Main reports produced in this Canvas Operational module are:

  • Sales report
  • Returned goods report
  • Discount report
  • Daily Stock and Sales Summary
  • Job performance report
  • Van inventory balance report
  • Van inventory movement report
  • Van inventory card report
Sales Module

Sales module summarizes sales functions for the Order Taking (TO) sales and the overall sales function (TO and Canvas), some functions are:

  • Customer PO Entry, for entering purchase order placed by modern trade outlets. The purchase orderscan be delivered in single or multiple shipment.
  • Sales Order Entry, for entering order from general trade outlets (without PO) or entering shipment of customer's PO.
  • Order Approval, for approving first sales order of New Outlet (if activated) or approving sales order that exceed maximum order value allowed.
  • Credit Authorization, to assign a Credit Voucher to a sales order of customer that has exceeded his credit limit or invoice limit. Credit and invoice limit (max invoice allowed) of a customer, can be assigned globally or per division.
  • Generate and print proforma invoices. In ND6 proforma invoices are optional, you can directly generate sales invoices if you prefer to do so.
  • Generate and print sales invoices.
  • Generate Packing List, Tracking Packing List. To assist goods issuance from a warehouse, summary lists (packing-list) can be printed consisting of a list of invoices and a list of product items. Recap per item is used to release goods from the warehouse (loading), whereas Recap by invoice is used as a delivery invoice by drivers who deliver the goods. Items in the recap will be printed in the order of warehouse storage-bin location to help the warehouse staff easily do the picking.
  • Packing List status can be track from Open to Loaded, Check-Out ( being deliver ), Check-In and Done.
  • Proforma Invoice Rejection, Sales Invoice Rejection, for entering product items that rejected by customers on the day of delivery. The rejected items will be deducted from the proforma or sales invoices, and the promotion and discount of the invoices will be recalculated.
  • Proforma Invoice Cancellation, Sales Invoice Cancellation. When a customer reject the whole proforma or sales invoice, that the invoices should be cancelled.
  • Sales Return Order for entering product items that will be returned by customers. A SPB (surat penarikan barang) will be issued to acknowledge the delivery-team to withdraw the product from customers.
  • Sales Return for entering product items returned by customers.
  • Approve Sales Return for approving sales return document. Only approved sales return that allowed to be used to deduct the customers account receivable.

ND6 also provides a credit-control facility such as open invoice and credit limit. Open invoice limits the number of unpaid invoices. Upon order entry, ND6 will verify and alert of anyoutstanding invoice of the customer. ND6 allows a customer to be put on a watch list or to be blocked, whenever an order by such a customer is entered, an alert is issued. Credit limit control can also be applied on salesman basis.

Sales Module can handle tax invoices and generate list of VAT-out. Tax invoice can be printed per invoice or as a combination of several invoices. Additional tax invoice (from business/other division) can be entered manually on ND6 and a summary tax report generated. ND6 can handle two different addresses for VAT tax registered address and delivery address.

Reports generated from this modul include :

  • Sales overview,
  • Sales record,
  • Returned goods record
  • Discount report,
  • Promotion report,
  • Job performance report,
  • Invoice registration list,
  • Sales, account receivable and billing recap,
  • Sales/customer book,
  • Returns/customer book,
  • Returned goods report,
  • Sales agent report,
  • Weekly sales report,
  • Monthly sales report,
  • Total sales report (per item, per salesman, per customer, per area, per market)
  • Goods distribution report,
  • Salesman/goods sales report,
  • Customer/goods sales report,
  • Area/goods sales report,
  • Major subscribers contribution report,
  • And many more.
Accounts Receivable Module

Accounts receivable module provides features for handling and controlling customer accounts. Transactions managed by this module include:

  • DraftA/R Payment, for enteringtemporary settlement to paid invoices. The payment could be done in cash, posted-cheque or giro, bank transfer or adjustment.
  • Approve Draft Payment, toprocess the draft payment to real payment and update the balance of every paid invoices.
  • Debit Notes, for manually enter the account receivable debit memorandum that are not derived from sales transactions.
  • Credit Notes, for manually enter the account receivable credit memorandum that are not derived from sales return transactions.
  • Account Receivable Payment, for entering settlement to paid invoices. The payment could be done in cash, posted-cheque or giro, bank transfer or adjustment.
  • Receivable Correction, to correct if there is a subsequent discount or cash discount cancellation with respect to late payments.
  • Generate Collection List (Surat Jalan Penagihan), In order to assist in customers billing, ND6 may issue a collection list based on set criteria (area, day of visits, salesman, date), which then submitted with the original invoice to the salesman/collector.
  • Contra Bill. Inline to some modern trade customer billing procedure, ND6 provides function to enter and print contra bill or receipt to the customer.

Credit Control in ND6 may be in the form of credit limit or restriction of open invoices. Over limit can be specified to each customer whether it is rejected or only provided a warning/alert. If refused, ND6 still provides an authorization for certain employees to give permission for issuing invoices. If required, ND6 can print a billing statement footnote on a commercial invoice that is printed by the computer to inform receivable balance, post-dated giro balance, and remaining credit limit to the designated shop. In determining credit limit balance, ND6 takes into account the balance post-dated giro balance; therefore post-dated giro liquidation process should be done everyday. Limit or credit limit applied to the customer can also be applied to salesman for limiting credit allowance to the market.

ND6 also provides a feature to update the credit limit automatically based on RPP (average purchase per week) or by RNN (average value receipt), which multiplied by a user pre-determined factor.

Functions for handling postdated-cheque or giro are also provided by ND6, such as deposit giro to bank, giro clearance, giro rejection and giro clearance cancellation.

Reports generated from this modul include :

  • Receivable Settlement Report,
  • Collection List Report,
  • Receivable per invoices grouped by customer, salesman or area,
  • Receivable per customer,
  • Receivable per salesman,
  • Receivable per area,
  • Receivable per division,
  • Receivable per vendor,
  • Receivable card per salesman and per customer
  • Receivable and giro mutations,
  • Payment Details
  • Over limit credit report,
  • Bad debt report,
  • Outstanding Credit Note,
  • Collection History
Purchasing Module

Purchasing features in ND6 includes :

  • Proposed Order Booking, provides the facility to help distributors estimate order to the suppliers. Hence, distributors may know the actual number of items required for inventory purposes.
  • Order Booking, for entering the final order to the vendor.
  • Order Booking Approval, for approving order-booking before submit to the vendor.
  • Good In Transit (Advanced Shipping Notice), In order to help distributors trackpositionof the incoming stock, any shipping notification can be entered directly into the computer.
  • Good Received (GRN), for entering purchasing admission data from main distributors. Purchasing entered into the computer will automatically generate account payables.
  • Purchase Return (MRV), for entering products items that be returned to vendors or destroyed.