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Project
B2B Field Sales and Distribution Platform
An ERP-integrated enterprise operations layer that manages the entire cycle, from the order in the field to the entry in accounting, from a single hub.
Bayi360 is a B2B field sales platform, fully integrated with the ERP, developed for a distributor that supplies fast-moving consumer goods to hundreds of retail outlets across Turkey. The sales rep in the field, accounting at head office, the packing staff in the warehouse, the logistics partner and the dealer themselves all work on the same data, within their own authorization limits. Orders, collections, returns, waybills, promotions and bank reconciliation are managed in a single cycle; manual data transfer disappears.
The speed of the field, the control of head office.
Our client was working with a process in which the field team noted down orders on their phones during dealer visits, passed them on to head office, and had them keyed into accounting by hand. Price lists differed from dealer to dealer, pack-quantity rules were unknown in the field, and collection receipts reached head office days later. Warehouse picking was done from paper, and barcodes for the logistics company were written by hand. Management only saw the answer to the question “who visited which dealer today, what did they sell, what did they collect” at the end of the month.
At Karatsoft, we started by building an operations layer on top of the ERP without changing it. In the first phase, orders and collections were brought to the field; in the second phase, warehouse barcode scanning and logistics APIs were added; in the third phase, the promotion engine, return validation, bank reconciliation and the customer portal went live. Today, with more than 130 screens and reports, the system manages the entire chain, from the field to accounting, from a single hub.
Tell us what you need; we'll set out the scope, integrations and roadmap in writing in the first meetings. Built around the way you work, without touching your ERP, accounting or banking systems.
The main screens and their highlights: on every image we magnify the area that matters most. Tap an image for details.
The sales rep starts the day with this screen: dealer portfolio, annual and monthly revenue, collections, target attainment and visit rate are all in front of them at a glance. The list below shows pending orders with their status and shipment date. The figures come from the ERP in real time; the gap between collections and target helps determine the day's route and the priority dealers.
An order starts with the selection of a dealer; products appear with their images in a catalog divided into categories. Promoted, best-price and new products stand out through a label on the card. The window that opens when you tap a product shows the stock, the quantity reserved in other carts and the pack multiple; the system does not accept an entry that exceeds the sellable quantity or does not match the pack multiple.
The cart screen produces the financial summary of the order. On each line, the list price, the chained discount defined for the dealer and the net price sit side by side; the screen also flags any promotions triggered and gift products. The sales rep generates a PDF of the VAT-inclusive pro forma; when they confirm the order, it goes straight into the accounting software without waiting to be keyed in.
The moment the sales rep selects a dealer, they see the current balance from the ERP; they enter cash, POS and cheque collections on the same screen, while bank collections are processed by the administrator or accounting. The system finds the cash account on its own from the sales rep's account code and locks the transaction date to today. The actions menu leads to the dealer information, the statement and the aging report in one click.
The “My Dealers” screen lists the sales rep's portfolio with account code, company name and balance. The actions menu on each row opens the dealer information, orders, best-selling and never-purchased products, the detailed statement, aging, notes, login details and contact persons. The list of never-purchased products puts the cross-selling opportunity in front of the sales rep during the visit.
The aging report hides closed invoices and shows only open and partially paid invoices, with due date, amount paid and remaining amount. Each row states how many days the invoice is overdue or how many days remain until its due date. A single button switches the view to overdue debts; the chart below shows how the debt is distributed across months.
The performance report places the selected year's revenue and collections side by side, month by month. The line chart shows the gap between the two curves, and the table on the right gives the monthly amounts; at the bottom are annual revenue, annual collections and the collection-to-revenue ratio. Amounts include VAT and measure the actual cash inflow the sales rep brings to the company.
Warehouse staff prepare the order by scanning barcodes, without seeing prices. With every scan, the product image and its aisle, shelf and row information appear on the screen; the screen counts scanned, missing and excess quantities, as well as cartons and volumetric weight (desi), in real time. Because the order is split by category, different warehouse zones pick the same order simultaneously.
The list shows the shipments of three carriers together: each row shows the waybill and order numbers, cartons, volumetric weight (desi) and current status. The system generates the courier barcode itself via the API and the warehouse prints it in one click; the logistics partner's ATF (warehouse delivery slip) return flows back into the system. The alert box at the top counts the shipments whose return is still missing.
The administrator chooses one of four promotion types: single, total quantity, multi-quantity combination or price promotion. They then define the customer group, the date range, the qualifying products and the reward; the reward can be a gift product, a discount or points. As the purchase quantity multiplies, the gifts and points multiply automatically; discounts can be chained up to six levels.
A return proceeds in five steps: the sales rep selects the dealer and enters the products by barcode or from the stock list, and the system checks the past orders of each product. A product the dealer has never ordered in the past cannot enter the return list. Accounting approves by entering the official invoice number and date; the return waybill is created automatically with the feedback from the logistics company.
The administrator selects a date range and compares the sales, collections and number of dealers visited of all sales reps in a single table. When they open a row, that person's day appears on the same page: distribution by product group, types of collection, overdue balance and the vehicle's last location. The administrator can step in during the day, without waiting for the month-end report.
The dealer logs in with their own username and password; the system recognizes the customer account automatically and asks for no further selection. The console shows the current balance, the overdue amount and the annual purchase total, with the status of the orders below. The representative's contact details and the bank account to pay into are on the same page; the dealer can place orders 24/7.
The open banking service brings bank transactions into the system; the system matches each transaction to the right customer account by tax number. If several accounts are linked to the same tax number, the row waits for the user's selection; accounting assigns items such as commissions to other expenses. Accounts on the block list are not processed automatically; the tiles at the top show the difference between the bank balance and the accounting balance.
The activity logs record collections, order preparation, incoming API requests, courier and cart activity down to the second. Each row shows the user, document, item, action taken and the previous–next value. The original state of a record deleted or changed in the ERP stays here; the administrator finds out who changed what without asking the technical team.
Instant notifications and alerts, quick actions and live data: users and field teams get their work done from their phones, without waiting.
Prices, stock, customer accounts and balances are read in real time; orders, collections and waybills are written directly to accounting.
Stock − quantity in other carts = sellable quantity; two sales reps are prevented from selling the same product at the same time.
Values between a product's pack multiples are rejected; even if one slips through in the ERP, it is rounded up to the next multiple and logged before going to logistics.
Up to 6 levels of successive discounts; once the customer account is selected, the old price is struck through and the net price is shown.
Single, total quantity, multi-product combination and price promotions; gift stock, discount or points; the reward grows per multiple.
In a short shipment, the gift reverts to a paid item or the reward is cancelled; the invoice and the physical dispatch stay 100% consistent.
A second cart for urgent orders, inactive carts, administrator templates and bulk cart upload from Excel.
For collections, the cash account is determined from the sales rep's account code; the transaction date can only be today.
A dealer for whom a collection or order is entered counts as “visited”; falsified manual reports come to an end.
A single order is divided into lines by warehouse zone, picked simultaneously and merged on the waybill.
Product image on every scan; audible alert for excess quantity; aisle/shelf data from the ERP.
Barcode, waybill and tracking are automatic; the ATF (warehouse delivery slip) return from the logistics partner is fed back into the system.
Bulk waybill orders are processed independently and in sequence; if the connection drops, processing resumes where it left off.
A product that was not ordered in the past cannot be accepted as a return; the look-back period is set by the administrator.
The moment of first entry, previous/next value and the “original seen” mark are kept in a separate table; they remain even if deleted from the ERP.
Open banking transactions are matched to the customer account by tax number; difference report and customer account block list.
Everyone sees only their own area; the administrator simulates every user's screen.
Dealers place orders 24/7 and see their statement and aging; no customer account selection is needed.
Collection, waybill, accounting, logistics and bank reports are sent by e-mail every evening.
Product images in the ERP are transferred to a separate image repository and updated automatically every 30 minutes; the catalog opens quickly.
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Move between slides with the arrow keys or by swiping.
How we work
This project was run on the same four principles; yours will be too.
Scope, integrations and roadmap are written down and agreed in the first weeks; no surprises along the way.
ERP, accounting, banking, e-invoicing: whatever you run, we integrate on top of it and your data stays where it is.
Role-based access, two-factor authentication, data-protection compliance and a log of every action are built into the foundation, not bolted on later.
Maintenance, monitoring and new releases come from the team that built the project; someone who knows your system is always a call away.
Bayi360
The console is the field team's daily decision screen: it pulls portfolio, revenue, collection, target and visit data from the ERP in real time and gathers pending orders with their shipment dates on the same page; the sales rep sees only their own portfolio.
When the sales rep logs in, they first see the KPI tiles: total number of dealers, revenue for the year and for the month, collections during the month, target attainment rate and number of dealers visited. Nobody enters the visit count by hand; the system automatically marks a dealer as visited when an order or collection is entered for that dealer during the month. The table below lists pending orders with status, date, shipment date and amount; the buttons above lead to a new order and to the PDF output.
Management used to learn who had visited which dealer, what they had sold and what they had collected only at the end of the month. The console puts this information in front of the person in the field during the day. The deviation between collections and target lets the sales rep rearrange the day's route and dealer priorities immediately. Because the figures are read from the ERP, head office and the field look at the same data; nobody has to prepare a separate report.
The new order screen is the catalog in which the sales rep enters orders on behalf of the dealer; sales alert labels highlight featured products, while the product window checks the stock, reserved and pack multiple rules at the moment of ordering.
The sales rep first selects the dealer; the catalog opens with the prices defined for that dealer. On the left, the categories are listed with their product counts; the cards carry the product image, price and stock. The product window shows the unit and box price, the box and carton quantity, and the stock, reserved quantity and pack multiple together. The system calculates the sellable quantity: it deducts the quantity reserved in other carts from the stock. For a product with a pack multiple of 10, an entry of 15 units is not accepted; only multiples such as 10 and 20 go into the cart.
In the past, pack-quantity rules were unknown in the field, and the same product could be sold by two sales reps at the same time. Global reserved stock prevents this conflict at the moment of ordering: everyone sees the true quantity, with the quantities waiting in other carts already deducted. Pack multiple validation stops, right at the start, any order that would reach the warehouse and logistics with an incorrect quantity. The sales alert labels also keep promoted and new products in front of the sales rep; the screen reminds them what to recommend to the dealer.
The cart screen gathers customer-specific net prices, chained discounts and triggered promotions in a single table; the sales rep checks the VAT-inclusive pro forma one last time and sends the order to accounting as confirmed.
For each product, the table shows the quantity, list price, discount, net price and amount. Discounts are chained across up to six levels; 5% and 10% are not added together but applied one after the other. When the cart meets the conditions of a promotion, the screen names the promotion and adds the gift product to a line at zero cost. At the bottom are the shipment date and order note, on the right the subtotal, VAT and grand total; the “Pro forma PDF” and “Confirm order” buttons sit right above.
Price lists used to differ from dealer to dealer. The cart now applies the dealer-specific net price and discount chain itself; the sales rep does no calculations, and accounting sees the same net price. The sales rep opens a second cart for an urgent order, keeps large orders waiting in an inactive cart, and applies a template prepared by the administrator to the cart with one click. Speed in the field increases without compromising control at head office.
The collections screen writes cash, POS and cheque collections made in the field directly to the ERP; the system selects the cash account and fixes the transaction date to today, so no one can backdate or postdate a record.
The sales rep selects the dealer from among active, inactive or all customer accounts; the account code, company name and current balance come from the ERP in real time. The list below shows the dealer's past collections with type, receipt number and bank. For a cash collection, the cash account fills in automatically and the date field is locked; the sales rep enters only the amount and the receipt number. For POS, the bank and receipt are mandatory; for a cheque, the due date, document number, place of issue, bank–branch and IBAN are mandatory; no record is created with a missing field.
In the past, collection receipts reached head office days later. Now every collection is visible in accounting the moment it is entered; the sales rep transfers the cash in their cash account to the company's bank with the “Apply Transfer” command. The date lock prevents tampering with backdated records, and automatic cash account detection prevents use of the wrong cash account. The system also stores the moment of first entry of each collection separately; even if the record changes in the ERP, the administrator can reach the original.
The “My Dealers” screen turns a simple list of customer accounts into a comprehensive sales tool: from the same row, the sales rep opens the balance, order history, product analyses, notes and contact persons, and goes into the visit well prepared.
At the top of the screen are the total number of dealers and the total outstanding balance of the portfolio. The “Active” and “Inactive” buttons narrow the list, and the search box quickly finds the target dealer among thousands of records; the administrator can additionally filter by sales rep. The “Actions” menu on a row opens the dealer information, pending and completed orders, product analyses, the detailed statement, aging, notes, portal login details and the contact person list. The statement and aging, which carry a lot of data, open as a full page.
The sales rep sees only the dealers assigned to them; commercial information does not circulate unnecessarily even within the team. Notes keep a record of each dealer's history, and this information stays in the company as institutional memory. The list of never-purchased products opens a ready-made topic for cross-selling during the visit. The dealer's portal access is also set up from here and can be shut off in a single step in a risky situation.
The aging report is the screen where the sales rep sets collection priorities: it lists open invoices with days overdue, separates overdue debts with a single button, shows the distribution of debt by month in a chart, and takes the report to the field as a PDF.
The tiles at the top summarize the number of debtor accounts, those that are overdue, and the total and overdue balance. The button next to the heading switches the default all-debts view to overdue debts. In each account's heading, the address appears next to the account code and company name; the sales rep plans the visit accordingly. The table has document, due date, type, amount, paid and remaining columns along with the overdue label; the sales rep takes the report to a visit or meeting as a PDF.
By filtering out closed invoices, this view focuses the team directly on problem receivables. By looking not only at the amount but at the days overdue, the sales rep quickly notices which dealer is consistently late. The monthly distribution chart provides data for cash-flow planning. Checking a dealer's overdue position here before a visit grounds the collection conversation in concrete figures. Because the report is not prepared by hand, nobody is left struggling with month-end tables; the field team devotes its time to sales and collections.
The performance report makes the difference between what the sales rep sells and what they collect visible on a single screen, using VAT-inclusive amounts, a monthly chart and a table; the year filter makes it easy to compare with past periods.
The user selects a year and filters; the screen shows the VAT-inclusive revenue and collection amounts for every month of that year in both a chart and a table. Comparing consecutive months makes it easier to read the sales trend. The row below the chart gives total annual revenue, annual collections and the ratio of collections to revenue. The sales rep sees only their own figures; the sales manager selects the people on their team and reads the same report for the team.
Sales alone are only half the picture; the real question is whether the money for the goods sold has reached the company. Showing revenue and collections on the same chart reveals this gap month by month and lays a solid foundation for tracking target attainment. The administrator sees the team's trend without waiting for a report before a meeting; collection, waybill and accounting reports also arrive automatically by e-mail every evening.
The order preparation screen manages barcode picking in the warehouse from start to finish: it helps find the right product with the product image and shelf location, catches shortages and excesses instantly, and prepares the carton count and volumetric weight (desi) for packing.
The warehouse operator selects the order line that falls to their zone; the aisle, shelf and row information coming from the accounting software draws the picking route. When the operator scans the barcode, the product image appears on the screen and the system asks for the quantity; if the entry exceeds the ordered quantity it opens a warning window, and it reports a product that is still missing with red text and a sound. When the operator has scanned all products, the “Send to packing” button has the missing/excess report confirmed one last time; the operator then enters the carton, volumetric weight (desi) and carrier details.
The warehouse used to pick orders from paper. The product image on the screen makes it possible to compare it with the box in hand and to avoid mixing up products with similar packaging; the audible alert lets the operator work without looking at the screen. Delivering aisle and shelf information to the handheld terminal shortens picking time by up to 40%. The system records every scan, deletion and quantity change to the second; if an error occurs in a shipment, the report shows who changed which line, and at what time.
The logistics screen tracks every shipment leaving the warehouse in a single list with its carrier, waybill and delivery status; the barcode, tracking number and ATF (warehouse delivery slip) return flow between systems automatically, without anyone typing them in.
The list opens with separate tabs for the logistics partner and two courier companies; the tiles at the top count the week's waybills, the shipments for which an ATF return has been received, and missing-return alerts. After warehouse approval, the “Create waybill” command merges the category lines into a single table and generates the courier barcode via the API. The status column shows that the barcode has been generated, that the shipment has been handed over to the courier, that the ATF has been received, or delivery; the “Track” button opens the shipment's latest status.
Previously, barcodes were written by hand for the logistics company. Today the barcode, waybill and tracking number are generated automatically; the Warehouse Delivery Slip (ATF) information from the logistics partner is fed back into the system, and customer service tracks the shipment in real time. If a different courier company is defined on the dealer card, the logistics partner prepares the package and hands delivery over to that company. Bulk waybill operations run independently and in sequence; if the connection drops, the job resumes where it left off.
The promotion engine turns sales policy into rules: the administrator defines the promotion once, and the system calculates the conditions at the moment of ordering, adds the gift or points to the cart and re-validates at shipment.
When the administrator selects the type from the “New promotion” menu, the form opens only the fields required for that type. A single promotion looks at the target quantity of one stock item, a total-quantity promotion at the sum of several stock items, and a multi-quantity promotion at a separate mandatory quantity for each product. A price promotion, on the other hand, kicks in when the cart amount of product groups that are not part of any other promotion exceeds the limit. If a parent customer group has been added to a promotion, the system does not allow its subgroups to be added separately.
Chained discounts of up to six levels and four promotion types had to be calculated flawlessly in the field. The engine does this calculation at the moment of ordering: in a promotion that gives 1 gift for every 10 units, a dealer who buys 20 units automatically gets 2 gifts added and one who buys 30 units gets 3. In combination promotions, the lowest multiple determines the reward. The gift product remains chargeable until the conditions are actually fulfilled in the warehouse; this way the invoice and the physical dispatch match exactly.
The stock return screen runs the return in a single flow from the field to accounting; past order validation prevents a dealer from returning a product it never bought and from profiting from a price difference through returns.
When the sales rep selects a dealer, the system automatically opens a return list specific to that dealer; if needed, several independent lists can be defined for the same dealer. The sales rep adds products by barcode or from the stock list and sends the return report to the dealer as a PDF and by e-mail; they cannot carry out any financial transaction. Accounting sees all the lists in a single panel and selects the request, and the system checks the past orders of the products. When accounting enters the invoice number and date and approves, the return waybill is created.
Validation requires the return to match past order data and prevents financial deviations such as profiting from a price difference. If the list contains an ineligible item, the system warns, creates the waybill with the eligible ones and leaves out those with no record. The administrator determines how many years back the validation looks. In both sales and purchase returns, uploading a bulk list via Excel reduces manual entry and operational workload by 90%.
The “Today” screen is the control center from which the administrator monitors the field team during the day; it compares sales reps on sales, collections and visits over the selected date range and opens each person's details without leaving the main list.
The tiles at the top total the sales waybills, collections and number of dealers visited for the selected day or range. The sales rep comparison table gives each person's sales and collection amounts and the number of dealers visited, together with their portfolio. The “Open” button expands that sales rep's Today statistics below the table as an accordion: what they sold from which product group, the breakdown of collections into cash, cheque or POS, their overdue balance, and their vehicle's location and mileage.
Management used to get the answer to the question of who went to which dealer, what they sold and what they collected at the end of the month. This screen gives the same answer during the day. In the settings, the administrator maps each sales rep to the sales manager they report to; a sales manager sees only their own team, while the general manager sees the whole company. Vehicle location and mileage information comes in real time from an integrated service; the administrator tracks the vehicle on the map in real time.
The customer portal gives the dealer access to their own balance, orders, statement and representative 24/7, without needing an intermediary; because the account of the dealer who logs in is recognized automatically, the risk of entering an order against the wrong customer account disappears.
When the dealer logs in with their username and password, the screen greets them by name and loads their account automatically. The tiles on the console show the current debt, the overdue amount and the total purchases for the year; the “My Orders” table lists the date, status, number of items and amount of each order. The menu leads to the pages for new order, cart, collections, stock, account statement, account aging, representative and bank account.
The dealer does not have to call the sales rep to find out their balance or order status; the information is on their screen at any hour. Account aging clearly shows how many days each invoice is overdue and makes it easier to plan payment; the corporate bank account details speed up payment. Because an order placed by the dealer goes through the representative's approval, speed does not compromise control. The customer manager role, in turn, manages the dealers in a customer account group from a single user account.
Bank reconciliation brings the actual transactions coming from open banking together with the accounting records; it matches automatically by tax number, leaves only the exceptions to the accounting team, and reports the difference between the two balances instantly.
At the top of the screen are the actual bank balance, the accounting balance and the difference between them, together with the number of transactions. The bank transactions table shows, alongside the date, bank, description and amount, the matched customer account and the status: matched automatically, multiple accounts awaiting selection, assigned manually, or on the account block list. The user double-clicks an unmatched row and assigns the amount to the relevant customer account, to another bank, or to other expenses such as transfer fees and commissions.
The system processes the records that can be matched on its own and leaves only the rows that require a decision to the accounting team. The account balance report notes the differences next to them and helps close the reconciliation without errors. Customer accounts that share the same tax number but must not be processed automatically are added to the block list together with the reason; erroneous automatic collection records are not created. The bank transaction report also reaches the relevant people by e-mail every evening.
The activity logs keep the operation's audit trail independent of the ERP: who changed which value to what, and when, is stored in a separate table, and this trail is not lost even if a record is deleted in the ERP.
The tabs at the top of the screen separate the order preparation, collection, incoming API request, courier and cart logs; the search box narrows the list by order number, person or stock item, and the list can also be exported to Excel. Each record shows the time down to the second, the user, the document and the item; the action column states whether it was an addition, quantity update, first entry, pack multiple correction or deletion. The previous and next value columns show exactly what was changed.
In the accounting software, it was hard to find out why a record had been deleted or what its original state was, and this question fell to the technical team. Bayi360 keeps the audit data in a separate table outside the ERP; deletions or updates made in the ERP do not disturb this trail. For incoming API requests, error codes such as “stock not found” or “quantity error” are also visible. The administrator's “original seen” mark is also kept in the same independent table; technical users in the accounting software cannot change this approval.
