The mobile phone dealership credit cycle runs on trust built on documentation. The retailer takes stock on credit, sells through, and settles on the agreed credit days. When the cheque bounces, when the balance confirmation gets disputed, when the credit note from a stock return hasn't been applied — all of those conversations require exact records. The dealer who can't produce the bill number, the CN date, the cheque number, and the clearing status has already lost the argument.
The Billing and Credit Architecture
BILL NUMBER, BILL DATE, and BILL AMOUNT are the invoice record. IF PAID is the payment confirmation flag. Between these four fields, every sale transaction has a definitive status at any moment: issued, partially settled, or cleared.
CREDIT NOTE, CN DATE, and CN AMOUNT with IF OPEN handle the returns and adjustments layer. A stock return — phones sent back due to damage, scheme changes, model discontinuation — generates a credit note that needs to be tracked independently from the original sale invoices. The IF OPEN flag on a credit note shows whether it's been applied against a future bill or is still outstanding. A dealer with three open credit notes and two outstanding bills has a net balance that requires both sets of records to calculate correctly.
CHEQUE NUMBER, CHEQUE DATE, CHEQUE AMOUNT, and IF CLEARED are the payment tracking fields for cheque-based settlement. Post-dated cheques are standard practice in Indian mobile distribution. A cheque dated 30 days out sits as an uncleared payment until bank confirmation. IF CLEARED is the field that distinguishes a cheque received from a payment actually received. CREDIT DAYS records the agreed payment terms for each dealer — different dealers negotiate different credit periods, and the collection schedule depends on each dealer's specific terms.
Inventory by SKU
Y21L Grey, Y21L White, Y53 Black, Y53 Gold, and the complete Vivo model-color matrix represent the distributor's SKU tracking layer. A sale order to a dealer specifies not just model but color, because grey-market arbitrage between color variants is common when supply is uneven. Tracking by model and color captures the actual inventory movement rather than the model-level totals that would hide color-specific imbalances.
STOCK RETURNS with Model and the duplicate color-quantity matrix handles returned stock separately from new stock. A returned Y55s Gold in resalable condition is a different inventory event than a new Y55s Gold from the principal. The separation allows the stock count to reflect both the sources of inventory and the cumulative effect of return cycles.
STOCK COUNT with the full color matrix is the physical audit layer — the count taken at the dealer's location during a visit, which is then compared against the running inventory balance to identify discrepancies. Discrepancies trigger the acknowledgement and proof documentation cycle.
Branding and Competitive Data
HANGING / SIDE WALL, STANDY / KIOSK / UMBRELLA, SPECIAL COUNTER / BIG LED, INDOOR, and "L" SHAPE LED are the branding material fields — tracking which in-store display assets are deployed at each dealer location. Branding compliance is a distributor responsibility in many principal agreements, and the record of what's been supplied and installed is the evidence for branding support claims.
VIVO SALE, VIVO PROMOTER, OPPO SALE, OPPO PROMOTER, SAMSUNG SALE, SAMSUNG PROMOTER and the competitive brand columns are the market share intelligence layer. A dealer's total sales split by brand shows where Vivo is holding share and where it's losing ground to Samsung or Oppo in that specific outlet. SCHEMES with the brand-wise scheme columns records what promotional incentives are active, which drives the competitive analysis alongside the raw sales numbers.