Retailer names matched in dealer uploads
When a dealer's sheet, Tally or BUSY names a retailer, SmartMy finds your retailer by GSTIN, phone, the dealer's own spelling or a close name. Clear matches are taken; doubtful ones wait on a short review list, and every answer is learnt.
PLANSFrom Growth
Why it matters
Outlet-level figures are only as good as the retailer on each line. Every dealer writes its shops its own way: St. Mary's Stores, Saint Mary Store, St Marys Grocery. If those miss your retailer, outlet reach, UBO and the market map undercount. A salesman then visits a shop the books say never buys. Here each dealer's spellings are learnt, close names are scored with a confidence, and only the doubtful ones reach a person.
The problem it solves
- A dealer's sheet names St. Mary's Stores; your list has Saint Mary General Store. The sale lands on no retailer.
- Hundreds of unmapped lines a month mean outlet reach and UBO undercount.
- Someone maps the same names by hand every month, for every dealer.
- Two shops with alike names get mixed up, and the wrong one is credited.
How it works
- A sales line arrives from an Excel upload, the dealer's Tally or its BUSY, with the retailer as the dealer named it. Excel can add two columns: GSTIN and phone.
- SmartMy looks for the retailer by GSTIN, then by phone (the last 10 digits).
- Next by the dealer's own spelling, learnt from earlier answers.
- Then by the same name, ignoring case, dots and words like Stores, General, Traders or M/s, among the dealer's retailers and those in its area.
- Then by a close name, scored 0 to 100. From 90 % it is taken and learnt. From 60 % it waits on Market > Retailers > Retailers to Match with its suggestion. Below that it is offered as a new retailer.
- On Retailers to Match, press Same Retailer, pick another in Or Choose, or press Not This One. Each answer is learnt and fills the dealer's other lines with that name.
Everything it does
Order of matching
- GSTIN as given: exact, among your retailers
- Phone as given: the last 10 digits against the retailer's phone or mobile; taken only when one retailer fits
- Known spelling: how this dealer wrote the retailer before
- Same name after removing filler words (shop, store, general, traders, agencies, kirana, provisions, pvt, ltd, bros and others)
- Close name: word order and a missing filler word matter little; a short name inside a longer one scores high
Safeguards
- Searched only among the dealer's own retailers and those in its area and beats
- Two shops scoring the same: the dealer's own one is taken, else it goes to review
- A close second within 3 points: never taken, sent to review
- A name waiting on review is not offered as a new retailer until Not This One
What each line shows
- Retailer as Named, Retailer GSTIN as Given, Retailer Phone as Given
- Retailer Found By: GSTIN, Phone, Known Spelling, Same Name, Close Name, To Review, No Match or Set by Hand
- Confidence (%) and the Suggested Retailer
Retailer Spellings
- One list per dealer: As the Dealer Writes It, Our Retailer, Learnt By (Confirmed on Review, Close Name Taken, Set by Hand)
- Edit or add spellings by hand; a choice in Or Choose is learnt too
- Retailers to Match can be grouped by dealer or by name, and Same Retailer works on many lines at once
Who uses it
Office staffClears Retailers to Match: Same Retailer, Or Choose, or Not This One.
Area ManagerAdds or rejects the names offered as new retailers, through the New retailer chain.
Distribution AdministratorSets the take and suggest percentages and keeps Retailer Spellings tidy.
DealerKeeps writing retailers its own way; GSTIN and phone columns help but are optional.
Where you use it
- Web: Distribution > Market > Retailers > Retailers to Match; Configuration > Data Links > Retailer Spellings
- Settings: Dealer Reporting > Retailers in Dealers' Sheets
- Works on Excel uploads, the dealer's Tally and its BUSY
- Not on figures typed on the dealer portal: those lines carry items, not retailers
What you control
Settings
- Take a Close Name From: 90 %
- Suggest From: 60 %
- Retailer Spellings per dealer, learnt or set by hand
Approvals
- New retailer: a name refused with Not This One, or below 60 %, becomes a new retailer request for the area manager
Questions
Does the dealer have to send GSTIN and phone?
No. They help when given, as two optional Excel columns after the retailer. Without them, names are matched.Can it match the wrong shop?
It takes a close name only from 90 %, never when two shops score alike or a second is within 3 points. Those go to review.What happens when we press Not This One?
The name is offered as a new retailer of that dealer. Your area manager adds it or rejects it with a reason.Do we answer the same name every month?
No. Each answer is kept as the dealer's spelling, and its later lines with that name are matched at once.Can we change the 90 and 60 figures?
Yes, in Settings > Dealer Reporting > Retailers in Dealers' Sheets.Which plan has it?
Growth and Scale.Related features
SCHEMES AND DEALER SALESDealer stock and secondary salesEach dealer's closing stock and its sales to retailers, item by item, reach you from the dealer portal, an Excel sheet or your office. Sell-through shows what really left the dealer's shelf, and primary sits beside secondary for every dealer and item.RETAILERS AND FIELD SALESNew retailers and the outlet censusA salesman pins a new shop at its door, or a dealer names one on its portal or in its sales. Each is checked for duplicates and waits for an area manager.SCHEMES AND DEALER SALESDealers on SmartMy Trade, Tally or BUSYA dealer can bill from SmartMy Trade in its own entity in your database, or stay on its Tally or BUSY. Either way its sales and stock of your items reach you every day, with nothing typed.LARGE NETWORKSDuplicate outlets caught by photoA salesman adds a shop that is already there under another name. The AI compares its shop photo with the photos of the outlets nearby and lists the likely pair. An area manager merges them, and the shop's history ends up on one outlet.MARKET INTELLIGENCEUBO, ECO and numeric distributionSee each month how many outlets your dealers billed (UBO) and how many bought enough to count (ECO). See what share of outlets carry each item, how far must-sell and new items reached, and which outlets went quiet. By area, dealer, salesman and outlet class.MARKET INTELLIGENCEData freshness and late dealer remindersSee when each dealer's stock and sales last came in, from where, and which dealers are late. Late dealers are reminded every morning, and you see how much of your secondary sales is up to date.
See your market on it.
Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.