In distribution, a sale travels farther than its invoice. It begins with availability, passes through a warehouse or vehicle, ends in delivery, and may remain unpaid. When inventory, invoicing, and banking live in separate files, each team holds a reasonable but different version. Software needs to preserve the journey and expose exceptions.
Availability by location
A company total does not say whether today's route can deliver. Separate the main warehouse, branches, vehicles, damaged goods, and transit when those states change decisions. Record transfers with origin, destination, owners, and receipt. A load that left but never arrived should neither disappear nor appear available in both places.
Define catalog, units, and names before import. Case, pack, and unit may represent different quantities; a bad conversion alters purchasing, sales, and counts. The kardex should explain every balance through receipts, issues, transfers, and adjustments. When physical stock differs, inspect pending documents before correcting it.
Sale, delivery, and invoice
Agree when stock is reserved, dispatched, and invoiced. Invoicing before availability can promise the impossible; reducing inventory during both dispatch and invoice creates false shortages. Test a complete sale, partial delivery, return, and credit note. Each document needs a known effect and a responsible person.
Costa Rican electronic invoices require the relevant tax identity, lines, CABYS, taxes, and payment method. Keep XML and Hacienda response with the readable representation. If delivery changes, issue the suitable corrective document instead of editing history. Operations and accounting should see the same event.
Credit and route collection
A credit sale creates a second operation. Configure due dates, apply partial payments to the correct invoice, and review aging by customer. Salespeople need overdue information plus disputes and promises. An age-only list may chase the wrong customer while a large balance remains ownerless.
Cash, transfers, and SINPE collections should reach bank control without duplication. Provide receipts and handoffs under company policy, then reconcile deposits to invoices and evidence. A similar amount is insufficient; date, customer, reference, and payment composition matter. Grouped collections and fees need detail.
Purchasing and replenishment
Replenishment should consider balance by location, actual orders, vendor lead time, and goods in transit. Buying because the total dropped can fill the wrong warehouse. Receive against the supplier document, confirm quantities, and separate differences. XML provides tax information; receiving count confirms physical goods.
Review dormant items, negative balances, frequent adjustments, and concentration among customers or suppliers. No signal decides alone. Seasonal stock may sit still, while repeated negatives may reveal sales posted before receipts. Assign an owner and date so a dashboard does not become a gallery of ignored warnings.
Reports answer different decisions
Sales by customer shows who buys, aging who owes, inventory by location where goods sit, cash flow money movements, and income statement accounting performance. Do not substitute one for another. Bring them together around a decision such as funding a purchase, changing a route, revising credit, or retiring a product.
Tario connects invoicing, purchasing, receivables, payables, banking, accounting, reports, and inventory. Advanced inventory is an add-on, so evaluate total price for the locations and control needed. Main plans differ by invoice, user, and AI-credit limits. Model the real volume, not the quietest month.
Test one complete route
Choose twenty products and a closed week. Enter a purchase, receipt, vehicle transfer, cash and credit sales, return, partial payment, and deposit. Count the vehicle and reconcile the bank. Compare inventory, receivables, and accounting with current controls. Include a shortage or partial delivery to test exception handling.
The right system does not promise that differences vanish. It helps find them near their origin and follow them to resolution. Warehouse, route, sales, collections, and accounting no longer reconstruct the same day from separate messages. Each team keeps its role while sharing a history that can be checked.