Set up the outward side too
The item list is the usual short one, but a Kharagpur dealer should also set agreed rates against the shops it supplies and record vehicle details on every despatch from day one. Freight belongs on its own line. Those three take a little time at setup and remove most of the disputes that would otherwise arrive months later.
A rail junction with a wide catchment
Kharagpur's dealers supply the town and a substantial rural catchment across West Midnapore, with the rail junction making it a distribution point for goods moving further out. Much of the volume leaves on hired vehicles to buyers in smaller towns rather than crossing a counter, which puts the despatch record at the centre of the working day.
Supplying retailers rather than end users
When your customer is another shop, the arrangement is different: an agreed rate, an agreed settlement period, and a delivery to be proven. Rates held per party mean the correct price appears whoever is billing, and a monthly statement for the whole list — a few minutes' work — keeps accounts settled rather than accumulating into an awkward conversation.
Long runs and the challan
A load going two hours out to a buyer seen once a month needs a record that survives. Vehicle number, driver, destination and receiver on the challan, held against the party, resendable on WhatsApp when it is questioned. That is the difference between a slow payment and one that is disputed and eventually written off.
Phone setup, offline billing
Setup is a thirty-minute call from our Kolkata office covering your details, items, parties and bill format. Because power cuts are routine here, most shops run the Android app, which records everything offline and syncs when coverage returns — the counter never waits on a connection.