Run a distribution operation that never loses the plot.
From purchase order to proof of delivery — Acacia runs your catalogue, stock, orders, routes, invoicing, and collections as one real-time system.
The chaos you know
Distribution breaks in the gaps between systems. These are the cracks Acacia closes.
Stock you cannot trust
The system says one thing, the warehouse says another, and nobody knows the real figure until someone walks the aisles. Every wrong number becomes a wrong order.
FEFO ignored, stock expiring
Batches get picked in the wrong order, near-expiry stock sits behind fresh stock, and write-offs land at month end as a nasty surprise instead of a prevented loss.
Orders trapped in WhatsApp threads
Reps take orders on chat, prices get negotiated in DMs, and half of them never make it into the system cleanly. Credit and stock are checked after the promise, not before.
Cash stuck in uncollected invoices
Invoices go out, then disappear into a follow-up backlog. Aging creeps up, nobody is sure who owes what, and overdue accounts keep ordering on credit.
How Acacia runs distribution, day to day
Six connected workflows take a single order from capture to collected cash — each step checked, recorded, and visible in real time.
Order capture
Orders from sales reps, email, or WhatsApp land in one queue. Credit limits and live stock are checked automatically before an order is ever confirmed — so you never promise what you cannot deliver or sell to an account on hold.
Step 01
Order capture
- Rep, email & WhatsApp intake
- Automatic credit check
- Live stock check
FEFO allocation
First-expired-first-out is enforced automatically, including customer-specific shelf-life rules. A chain that demands 12+ months of remaining life only ever gets qualifying batches — the system refuses to allocate stock that would be rejected at the gate.
Step 02
FEFO allocation
- First-expired-first-out
- Customer shelf-life rules
- Zero rejected deliveries
Warehouse execution
Confirmed orders become picking lists with bin locations. Pickers work mobile, van loading is verified against the manifest, and dispatch is confirmed before anything leaves the yard.
Step 03
Warehouse execution
- Picking lists & bin locations
- Verified van loading
- Dispatch confirmation
Delivery & proof
Routes are planned and drivers assigned. Proof of delivery is captured on the spot, returns and short-deliveries are handled against the original order, and every exception is logged instead of lost.
Step 04
Delivery & proof
- Route planning
- Driver assignment
- Proof of delivery & returns
Invoice & compliance
A KRA eTIMS invoice is generated and submitted automatically on dispatch — then delivered to the customer by WhatsApp and email. No manual re-keying, no end-of-day compliance scramble.
Step 05
Invoice & compliance
- KRA eTIMS on dispatch
- Auto-submitted
- Delivered via WhatsApp & email
Collections
AR aging is live. Automated reminders go out with M-Pesa payment links, payments match themselves against invoices, and credit holds drop automatically onto overdue accounts before they order again.
Step 06
Collections
- M-Pesa payment links
- Automatic payment matching
- Credit holds on overdue
Built for how distributors actually operate
Batch & expiry tracking
Every batch carries its manufacture and expiry dates through the whole flow, with near-expiry alerts before stock becomes a write-off.
Customer shelf-life rules
Per-customer minimum remaining-life rules enforced at allocation, so deliveries never get rejected at the receiving bay.
Route & van sales
Plan beats and routes, run van sales with on-board stock, and reconcile every van back to the warehouse at day end.
Credit control
Credit limits and terms per customer, enforced at order entry, with automatic holds the moment an account runs overdue.
Trade schemes & pricing tiers
Volume breaks, customer price lists, and promotional schemes applied automatically and tracked for effectiveness.
Real-time stock across locations
One trusted stock figure across every warehouse and van, updated as goods move — not reconstructed at month end.
Driver & delivery management
Assign drivers, sequence drops, capture proof of delivery, and handle returns against the originating order.
Distributor dashboards
A live owner's view of orders, dispatches, receivables, credit holds, and expiring stock — today's truth, every morning.
Acacia gave us control we never had before. Every invoice, every stock movement, every payment — visible in one place, every morning.
Three ways to run it on Acacia
Run distribution on Acacia ERP, extend your current ERP with Acacia Connect, or compose your own blend with Acacia Compose.
Acacia Connect
Keep the ERP you already run and extend it with the operational engine on top.
See pricingDistribution questions, answered
Still weighing it up?
Talk to our team. We will walk you through exactly how Acacia would run your operation.
Book a CallSee Acacia run a real distributor's day, end to end.
From an order on WhatsApp to a matched M-Pesa payment — in one walkthrough.
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