A distributor and retailer can describe the same transaction differently: one sees a sale, the other a purchase. Good reconciliation starts with matching the original document, not just matching the final balance. Keep each retailer’s account distinct even if two shops have similar names.
Identify the correct business account
Confirm the shop’s identity, contact and agreed opening balance. Use a stable retailer reference in your own records. Check delivery location and billing details before sharing an invoice, especially where a buyer operates more than one branch.
Match a shared invoice once
For a connected B2B workflow in DAM, review the incoming shared document before accepting or posting it. Check supplier, invoice number, date, quantities, rates and applicable tax setup. If the purchase has already been entered manually, investigate before adding the incoming document. Shared records should reduce repeated work, not create a second entry.
Trace a balance with an example
Opening retailer dues are ₹6,000. Two new invoices of ₹12,000 and ₹8,000 bring the running balance to ₹26,000. A confirmed ₹10,000 payment leaves ₹16,000. If a checked return adjustment of ₹2,000 is agreed and recorded, the balance becomes ₹14,000. Each change needs an identifiable document or receipt.
Keep operational differences visible
A delivery acknowledgement, quantity shortage or rejected item needs its own evidence. Do not assume a shared invoice confirms physical delivery. Keep your dispatch and proof-of-delivery records alongside the accounting reference, and compare them when a retailer reports a difference.
Review both sides before closing
Compare your statement with the retailer’s statement by document number and payment reference. Investigate missing, duplicate and differently dated entries before changing an opening balance. Confirm connected-account setup with DAM support and test a small transaction before rolling it out across your retailer network.
Try the workflow with one account
Explore DAM for distributors & suppliers and test one checked entry before moving your records. Compare the result with your existing register and ask support about the features your business needs.
A general DAM tutorial explaining customer ledgers and payment reminders; it is not a specialist distributors & suppliers demonstration. Watch on YouTube ↗