How It All Connects
Distribution App is one system, not separate modules. Every document you save — an order, a payment, a stock arrival — updates stock, balances, statements and your books at the same moment, so nothing is typed twice and nothing goes out of step.
The Whole App at a Glance
Distribution App | /distribution/userguide/how-it-connects/
Selling | /distribution/userguide/selling/
Customers | /distribution/userguide/selling/customers/
Sales Orders | /distribution/userguide/selling/sales-orders/
Approvals | /distribution/userguide/selling/approvals/
Invoices | /distribution/userguide/selling/invoices-delivery/
Delivery | /distribution/userguide/selling/invoices-delivery/
Returns and Credit Memos | /distribution/userguide/selling/returns/
Collecting | /distribution/userguide/collecting/
Payments | /distribution/userguide/collecting/payments/
Deductions and Debit Memos | /distribution/userguide/collecting/deductions/
Post-Dated Checks | /distribution/userguide/collecting/checks/
Deposits | /distribution/userguide/collecting/deposits/
Statement of Account | /distribution/userguide/collecting/statements/
Customer Ledger | /distribution/userguide/collecting/statements/
Buying and Stock | /distribution/userguide/buying/
Products | /distribution/userguide/buying/products/
Purchase Orders | /distribution/userguide/buying/purchase-orders/
Stock Arrivals | /distribution/userguide/buying/stock-arrivals/
Stock Count | /distribution/userguide/buying/stock-count/
Suppliers and Supplier Ledger | /distribution/userguide/buying/suppliers/
Money and Books | /distribution/userguide/money/
Expenses | /distribution/userguide/money/expenses/
Payroll | /distribution/userguide/money/payroll/
BIR Taxes | /distribution/userguide/money/books/
Accounting Books | /distribution/userguide/money/books/
Reports | /distribution/userguide/money/reports/
Sales | /distribution/userguide/money/reports/
Receivables and Payables | /distribution/userguide/money/reports/
Inventory | /distribution/userguide/money/reports/
Income Statement and Balance Sheet | /distribution/userguide/money/reports/
People and Settings | /distribution/userguide/settings/
Users and Permissions | /distribution/userguide/settings/users/
Salesmen and Visits | /distribution/userguide/settings/features/
Backups and Updates | /distribution/userguide/settings/backups-updates/
Staff Access | /distribution/userguide/getting-started/staff-access/
Drag any bubble — everything connected follows, and it springs back when you let go. Click a bubble to open its page.
From Order to Cash
Customer -> Sales Order Sales Order -> Approval : Submit Approval -> Invoice : Credit and stock OK Approval -> Sales Order : Return for changes Invoice -> Packed Packed -> For Delivery For Delivery -> Delivered Delivered -> Payment Delivered -> Deduction Payment -> Paid Deduction -> Paid Delivered ..> Credit Memo : Goods come back Credit Memo ..> Paid
Drag any step and let go — it springs back.
What happens along the way:
- Approval checks the customer’s credit (overdue invoices, credit limit, bounced checks) and the stock. Approving creates the invoice and takes the stock out — all at once.
- Delivered starts the payment terms: the due date is the delivery date plus the customer’s terms (for example 30 days).
- Payments can come in cash, bank transfer, GCash, Maya, MariBank, Atome or checks. Post-dated checks wait until you mark them cleared.
- Deductions — withholding tax (BIR 2307), support or wrong pricing — close the part of an invoice the customer won’t pay, with a reference and a reason.
- Every step shows up on the customer’s Statement of Account and Customer Ledger, and in Accounts Receivable.
From Purchase to Payment
Suggested or Manual PO -> Approval : Submit Approval -> Sent to Supplier Sent to Supplier -> Stock Arrival Stock Arrival -> Count What Came Count What Came -> Pay only what arrived : Short Count What Came -> Free goods or billed overage : Extra Count What Came -> Receive Stock : As ordered Pay only what arrived -> Receive Stock Free goods or billed overage -> Receive Stock Receive Stock -> Supplier Bill Supplier Bill -> Pay Supplier Supplier Bill ..> On Hold : Hold a line On Hold ..> Pay Supplier : Release
Drag any step and let go — it springs back.
What happens along the way:
- Suggested POs are worked out from what you sold in the last 30 days, the supplier’s lead time and how many days of stock you want to keep.
- Receive Stock adds what you counted to inventory and updates each product’s cost to the weighted average.
- The supplier bill is for what you counted — never more than the delivery receipt — unless you mark extras as a billed overage.
- Lines you don’t want to pay yet (for example, items that weren’t on the PO) can be held; they stay owed but can’t be paid by mistake.
- Every step shows up on the Supplier Ledger and in Accounts Payable.
Where the Money Goes
Each document feeds the right reports and your accounting books by itself — no journal entries to type.
# Documents Invoice Customer Payment Deduction Credit Memo Stock Arrival Supplier Payment Expense and Payroll BIR Payment # Books and Reports Accounts Receivable Sales and VAT Inventory Accounts Payable Cash, Bank and E-Wallets Withholding Tax Credit Income Statement Invoice -> Accounts Receivable Invoice -> Sales and VAT Invoice -> Inventory Customer Payment -> Cash, Bank and E-Wallets Customer Payment -> Accounts Receivable Deduction -> Accounts Receivable Deduction -> Withholding Tax Credit Deduction -> Income Statement Credit Memo -> Sales and VAT Credit Memo -> Inventory Stock Arrival -> Inventory Stock Arrival -> Accounts Payable Supplier Payment -> Accounts Payable Supplier Payment -> Cash, Bank and E-Wallets Expense and Payroll -> Income Statement Expense and Payroll -> Cash, Bank and E-Wallets BIR Payment -> Cash, Bank and E-Wallets Sales and VAT -> Income Statement
Point at a document to see where it goes. Drag any bubble and let go — it springs back.
What Each Document Does
- Invoice — the customer owes you (receivables), the sale and its VAT are recorded, and the cost of the goods leaves inventory.
- Customer payment — money into cash, bank or e-wallets; receivables go down.
- Deduction — withholding tax becomes a tax credit you claim from BIR; wrong pricing lowers sales; support is an expense.
- Stock arrival — inventory goes up and you owe the supplier (payables).
- Expenses and payroll — on the Income Statement and out of cash.
The General Ledger, Trial Balance, Balance Sheet and Income Statement are all built from these documents, so they always agree with what you see on each page.