Schemes with budgets and approved claims
Run free goods, slab and value discount schemes by dealer group and area, with dates and a budget that stops them once spent. Dealers' claims are approved through your chain and credited by a credit note.
PLANSFrom Growth
The problem it solves
- A scheme meant for northern dealers ends up on orders from the south because the billing clerk forgot.
- Nobody knows what a scheme cost until the quarter is closed, and by then it is over budget.
- Dealers' claims sit in an inbox for months, with nothing to check them against.
How it works
- Create a scheme in Schemes and Claims > Schemes: kind, items or categories, dealer groups and areas, From and To, and a budget.
- Dealer orders get the schemes by themselves: live on the portal, and on Apply Schemes and Confirm in the back office.
- The scheme shows Spent and Budget Used. At 80 % its creator gets a to-do; once spent, the scheme is no longer given.
- A dealer raises a claim on the portal's Claims page, or your team raises it under Claims: kind, scheme, period, amount and proof.
- The approver checks it. A scheme claim shows the secondary sales the dealer reported for the scheme's items.
- Approve and Credit posts a credit note and settles the claim. Reject asks for the reason. Either way the dealer is told.
Everything it does
Schemes
- Kinds: Free Goods (Buy 10, Get Free 1 to start with), Quantity Slabs (From Quantity and Discount % per slab), Value Discount (%)
- Items and categories; dealer groups and areas (those below included); empty: every dealer
- From (today to start with) and To (empty: open); one entity or every entity
- Free goods come as free lines on the order
- Dealer Passes It On to Retailers: a marker for schemes the dealer gives to shops and claims back
- Given On dealer orders or retailer orders, with retailer ordering (Scale)
Budget
- Budget: what the scheme may cost; empty means no limit
- Spent: free goods at their price and discounts on confirmed orders, plus settled claims of the scheme
- Budget Used (%) as a bar on the form
- Warn At: 80 % to start with; the scheme's creator gets a to-do once
- Spent in full: the scheme is no longer offered on the portal or given on orders
Claims
- Kinds: Scheme Given to Retailers, Damaged Goods, Expired Goods, Other, and Slab Reached Over the Period (made by the system)
- Dealer, scheme, From and To, lines (item, quantity, amount, note), proof file; numbered CLM/2026/00001
- States: Draft, To Approve, Settled, Rejected
- The approver can set a lower Approved amount; the credit note is posted at once, without tax
- Reported Secondary Sales beside a scheme claim, for the claim's period
- Damaged or expired goods recorded at a dealer: Raise Claim makes one draft claim at the dealer's price
On the portal
- Claims page: the dealer's last 50 claims with status and approved amount
- New claim: what (kind), scheme (from those running for it), from, to, amount, details and proof; sent for approval at once
Who uses it
Distribution managerCreates schemes and budgets; approves and credits claims, or rejects them.
Area managerOpens Schemes and Claims and raises claims for dealers.
DealerSees schemes while ordering, raises claims with proof and follows them on the portal.
FinanceFinds each settled claim as a posted credit note on the dealer's account.
Where you use it
- Web: Distribution > Schemes and Claims > Schemes, and Schemes and Claims > Claims
- Dealer portal: Schemes (with progress), New Order (schemes live) and Claims
- Approvals: claims in the approval engine, with the levels on the claim's Approval Levels tab
- The salesman app: schemes apply to the orders it places
- Not in the salesman app: raising claims
What you control
Settings
- Each scheme's kind, items, groups, areas, dates, slabs, budget and Warn At (80 % to start with)
- The Dealer Claim approval chain: distribution managers with no set-up
- The Dealer Claim Decided event's channels and templates
Approvals
- Dealer claim: distribution managers approve with no set-up; add levels, conditions on the amount, or set it to Approved at Once
Notifications
- Dealer Claim Decided: to the dealer, when its claim is approved (the amount credited) or rejected (with the reason). Channels: in-app, email, SMS (from Growth) and WhatsApp (Scale). Sent at once. A person can switch off a channel, not the event
- Scheme budget nearly spent: a to-do for the scheme's creator, once, at the Warn At share
- Approvers get a to-do for each claim waiting
Questions
Can dealers in different areas get different schemes?
Yes. Each scheme names its dealer groups and areas. A dealer gets only the schemes that fit it, within their dates.What happens when the budget runs out?
The scheme stops being offered and given on new orders. Orders already confirmed keep what they got.Can we approve less than the dealer claimed?
Yes. Set the Approved amount before approving. The credit note is for that amount, and the dealer is told.How do we check a claim for a scheme passed on to retailers?
The claim shows the quantity of the scheme's items the dealer reported selling in the claim's period.Who approves claims?
A distribution manager, with no set-up. Add levels to the Dealer Claim chain, for example finance above an amount.Related features
DEALERSSchemes live in the dealer's basketAs a dealer types quantities on the portal's New Order page, the basket shows the free goods and discounts it gets. It also shows how much more of an item reaches the next slab or free lot.MARKET INTELLIGENCESlab schemes over a month or quarterA quantity slab scheme can be reached on everything a dealer buys over the scheme's period (QPS) instead of order by order. When the period ends, the slab each dealer reached, less goods it sent back, is claimed and credited through your approval chain.LARGE NETWORKSScheme results: what each scheme soldEach scheme shows what its items sold to the dealers it covers during the scheme, against the same number of days before. It also shows the extra sold and the cost of each extra unit.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.ACROSS SMARTMY DISTRIBUTIONApproval chainsNew dealers, orders over credit, claims, returns, new retailers, points and gifts go to the right people in the right order, set up without code. Every decision is kept with who, when and why.DEALER STOCK AND MESSAGESDealer stock ledger, stock cover and suggested reorderEach dealer's stock of your items as a ledger, with its damaged and expired goods. See how many days of sales it holds, and the reorder that brings it back to your norm. One click turns the suggestion into a dealer order.
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.