ERP for trading companies that quote, stock and deliver
For B2B traders and distributors. From the customer's PO to paid, in one flow: quote, buy, stock, deliver and invoice, with books that post themselves.
In short
1flux is an ERP for trading companies that buy, hold and sell physical stock: building materials, MEP, HVAC and electrical supplies, industrial supplies, tools, packaging and general trading. It runs selling (from the customer's PO to the receipt) and buying (from the requisition to the supplier payment) on one record. Every receipt, delivery, invoice and payment posts its own journal in the same step as the stock, so your stock report and your accounts stay in step.
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- Quote to cash: an approved quotation becomes a sales order. Nothing posts yet.
- The delivery note reduces stock and posts cost of goods sold: Dr cost of goods sold, Cr inventory.
- The sales invoice posts the receivable, revenue and output VAT.
- The customer payment clears the receivable: Dr bank, Cr receivables.
- Procure to pay: a requisition becomes a purchase order, and stores check the goods in on a GRN. Nothing posts yet.
- The goods receipt report posts stock and the journal: Dr inventory, Cr goods received not invoiced.
- The purchase invoice clears goods received not invoiced and posts input VAT and the payable.
- Every journal lands in the same ledger, so stock and the books stay in step.
Where does a trading company's day go?
A customer sends an RFQ as a photo. A salesperson retypes 60 lines into a Word quotation and calls the warehouse to ask what's in stock. When the customer's PO arrives, nobody is sure which version they accepted.
“Our quotations are in Word, our orders are in Excel and our stock is in someone's head.”
“Sales promised a delivery the warehouse couldn't make.”
“We received goods before the price was agreed, and now the costs are wrong.”
“Our stock report and our accounts never match at month-end.”
Then a supplier delivers three purchase orders on one delivery note, with two lines short. Stores and accounts argue about what arrived, and the supplier’s invoice turns up at a different price. At month-end, the stock sheet and the accounting package disagree, and nobody can explain why.
What does an ERP for trading companies need to do?
An ERP for trading companies has to carry one order from the customer’s request to the cash in the bank, and one purchase from the first request to paying the supplier, without anyone typing it twice. Here’s how 1flux covers each job.
| The job | What 1flux does |
|---|---|
| Price a customer’s request quickly | Builds the quotation from your catalogue, or drafts it from the customer’s PO or RFQ with Import PO with AI |
| Turn the customer’s PO into an order | Attaching the customer PO to an accepted quotation creates an order request; lines, discounts, tax and shipping carry into the sales order |
| Promise only what you have | Shows on hand, reserved, available and awaiting receipt per item and warehouse |
| Ship in parts | Each dispatch creates a delivery note; the rest of the order goes back to the pick list |
| Bill what left the building | Invoices stock lines up to the delivered quantity |
| Buy with a reason on record | Requisition, RFQ PDF, side-by-side quote comparison and an award reason, then the purchase order |
| Check deliveries in properly | A GRN check-in by stores, then a goods receipt report that alone moves stock and the books |
| Pay suppliers for what you received | Lets you pay suppliers and allocate each payment to purchase invoices; payments post to the ledger |
| Keep stock and accounts in step | Every receipt, delivery, invoice, payment, write-off and count posts its own journal |
Quote in minutes, from your catalogue or the customer's own PO
1flux builds the quotation from your item catalogue, with list prices and tax rates in force on the quote date. The server recalculates every line, so a typing slip can’t change a total.
When a customer sends a PO or RFQ as a PDF or a photo, Import PO with AI reads it and drafts the quotation lines. It extracts up to 200 lines, matches exact item codes to your catalogue and shows a confidence score. It never invents values: anything it can’t read is left blank.
- Up to 500 lines, with headings, discounts, shipping and availability per line (“Ex-Stock”)
- Approval rules by total amount; sending is blocked until approved
- On approval, the PDF is locked: the same file is emailed, shown on the customer link and downloaded
- Numbered revisions (
/R1,/R2), each with a required reason - Email with the PDF attached, or share a secure link on WhatsApp from your own number
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- A salesperson opens a new draft quotation and chooses Import PO with AI.
- They drop in the customer's purchase order, PO-4471.pdf.
- 1flux imports 8 lines with a 94% confidence score: it fills the customer reference (PO-4471), the quote date and the currency (USD), and matches each item code to the catalogue.
- The salesperson chooses the customer and checks the totals. The source file stays attached to the quotation.
Turn the customer's PO into an order without retyping it
In 1flux, a quotation becomes an order when the customer’s purchase order arrives. Once the quotation is accepted, the salesperson attaches the customer PO: number, date and file are all required. That creates an order request for operations.
Operations turn the request into a sales order in one step. Lines, units, discounts, tax and shipping carry over, and 1flux checks credit days against the customer’s maximum. Only people with the override permission can exceed it.
- Record a customer PO handles orders that arrive without a quotation
- Activate and reserve stock reserves the stock and puts the order on the warehouse board
- The order-to-cash board moves only when real documents exist: Order request → Sales order → Delivery note → Sales invoice → Payment completed
- Quotation (QT-2026-00118): Approved . Nothing posts.
- Customer PO (PO 7741) . Nothing posts.
- Order request . Nothing posts.
- Sales order (SO-2026-0042) . Nothing posts.
- Pick and dispatch . Nothing posts.
- Delivery note . Posts Dr COGS , Cr Inventory.
- Sales invoice . Posts Dr AR , Cr Revenue, VAT.
- Customer payment . Posts Dr Bank , Cr AR.
Know what you can promise, in every warehouse
1flux Inventory shows on hand, reserved, available and awaiting receipt for every item in every warehouse. Reserved stock comes from activated sales orders and awaiting receipt from open purchase orders, so sales and buyers work from the same numbers.
- Warehouses belong to a legal entity, each with its own currency, costing method and valuation
- Transfers between warehouses, with “Only N available” hints; reserved stock can’t be transferred
- Whole-warehouse stock counts, optionally blind; posting stops if stock moved mid-count
- Write-offs need a reason (damage, theft, shrinkage and others) and post at cost
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- Inventory overview, on-hand register, filtered to Jebel Ali warehouse.
- PPR pipe 25 mm, 4 m (0101010012): on hand 1,200, reserved 450, available 750, awaiting receipt 600.
- Gate valve 2 in, brass (0201010004): on hand 86, reserved 86, available 0, awaiting receipt 120.
- Distribution board, 12-way (0401020007): on hand 34, reserved 12, available 22, awaiting receipt 0.
- Cable 4 mm², 100 m roll (0403010021): on hand 140, reserved 96, available 44, awaiting receipt 60.
- Flexible duct 150 mm (0502010003): on hand 0, reserved 0, available 0, awaiting receipt 200.
Pick, dispatch and invoice exactly what left the building
The warehouse works from a board: To pick → Picking → Ready to dispatch, with flags for orders short of stock, waiting over 24 hours or due today. Pick and dispatch screens never receive prices from the server, so storekeepers and drivers see quantities only.
Each dispatch, full or partial, records the vehicle and driver, creates a delivery note, reduces stock and posts cost of goods sold. Anything not shipped returns to To pick.
Finance invoices only what was delivered, in one invoice or several, with tax per line and a due date from the customer’s credit terms. One payment can settle several invoices, and receivables age in buckets from Current to over 90 days, with a ledger check against the control account.
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- Warehouse board, Jebel Ali warehouse: "Pick, check and dispatch customer orders. The board shows quantities and delivery details only."
- To pick: SO-2026-0047 for Gulf Line MEP LLC (Due today), next step Start picking; SO-2026-0039 for Al Dana Projects (Short of stock), next step Start picking; SO-2026-0042 for Horizon Fit-Out Contracting LLC (Part delivered), next step Start picking.
- Picking: SO-2026-0044 for Creek Facilities Management (Waiting over 24 hours), next step Confirm all picked.
- Ready to dispatch: SO-2026-0041 for مؤسسة الأفق الحديث للمقاولات, next step Review and dispatch; SO-2026-0036 for Gulf Line MEP LLC (Due today), next step Review and dispatch.
Buy with a reason on record, and receive in two checked steps
1flux Purchasing runs from the first request to paying the supplier. Stores check goods in first; only the goods receipt report moves stock and the books.
- Purchase order (PO-2026-0012): Issued . Nothing posts.
- GRN check-in: Checked & approved . Nothing posts.
- Goods receipt report (GRR-2026-0074): Posted . Posts Dr Inventory , Cr GRNI.
- Rejected goods . Nothing posts.
An approved requisition prints as a request for quotation PDF. Buyers record supplier quotes and compare them side by side, with a “Best” badge on the lowest valid price. Each line is awarded with a reason. Quick local buys go through a local purchase request (LPR) instead. Issued orders print as a local purchase order (LPO) with your letterhead and tax registrations.
Receiving is split into two controlled steps:
- GRN check-in by stores. A goods received note (GRN) records the supplier, one or more POs, the delivery note number, a scan or photo, and the outcome: Checked & approved (the attachment is required) or Checked with comments (comments are required, and an approver signs it off). Nothing posts yet.
- Goods receipt report (GRR). It needs a reason for every short, over or rejected quantity, and posts stock and the journal in one step.
The purchase invoice is built from posted GRRs, and any price difference needs a reason and posts to its own variance account. A “PO without price” lets you order now and agree the price later. Accounts then pay suppliers and allocate each payment to purchase invoices, and payments post to the ledger. See purchasing in 1flux.
Stock and the books, posted in the same step
1flux writes every stock movement and its journal through one posting gateway, at the same moment. A GRR debits inventory and credits goods received not invoiced (GRNI). A delivery note posts cost of goods sold. A sales invoice posts the receivable, revenue and output tax. Write-offs and stock counts post too.
- Costing is set per legal entity: weighted average, FIFO or standard
- The Accounting overview flags GRNI older than 30 days
- A Stock vs ledger check flags any difference between stock and the books
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- The finance manager opens the Accounting overview.
- The most severe row comes first: AED 96,400.00 overdue across 5 customers.
- Then goods received not invoiced older than 30 days, and goods receipt reports still at provisional cost.
- Then draft journals waiting to post and the month-end close reminder: 3 of 6 close steps done.
- Each row opens exactly the records it counts.
Country packs for local trade paperwork
When you create a legal entity in the UAE or Saudi Arabia, its country pack seeds the tax codes, legal forms, regions and registration fields. You can sell to customers anywhere, in any currency.
| Area | What’s included |
|---|---|
| VAT | VAT-ready tax codes for the UAE (5%) and Saudi Arabia (15%), plus zero-rated, applied per line with dated rates |
| Registrations | UAE VAT TRN, corporate tax TRN and trade licence; KSA CR, VAT number and unified number |
| Addresses | A structured Saudi National Address with validation and a “Paste national address” helper |
| Arabic | Arabic company, supplier and item names; item search that understands Arabic spelling variants; Arabic/English quotation layouts where Arabic prints correctly |
| Credit terms | Credit days from the invoice date, the delivery date or the statement (month-end) date |
| Currencies and entities | Any currency per document, including KWD, BHD and OMR; UAE and KSA companies in one workspace, each with its own books |
More detail for your country: ERP for the UAE and ERP for Saudi Arabia.
How does a trading order run through 1flux?
From the first quotation to the last payment, each step starts from the document before it.
Quote
Build the quotation from your catalogue or the customer's PO. Approval rules check the total.
Win
Send the locked PDF by email or a secure link, then attach the customer's PO.
Order
Operations create the sales order and activate it, which reserves the stock.
Buy if needed
Raise a “Customer demand” requisition linked to the order and issue the purchase order.
Receive and pay
Stores check the delivery in on a GRN; the GRR posts stock and the journal. Accounts book the purchase invoice and pay the supplier against it.
Deliver
Pick and dispatch in full or in part. Each dispatch creates a delivery note.
Invoice and collect
Invoice delivered quantities and record payments.
Connected to the rest of 1flux
A customer's credit days, salesperson and address carry from the CRM into quotations and sales orders. Every document posts its own journal and links back to its source.
- CRMCredit days → quotation
- QuotationsAccepted quotation → order request
- Sales ordersSales order → customer demand
- PurchasingGoods receipt report → stock
- InventoryEvery movement → journal
- Accounting
- A “Customer demand” requisition names the sales order it serves.
- Every document posts its own journal and links back to its source.
- Weighing up other systems? See how 1flux compares as an Odoo alternative.
Who in a trading company uses 1flux?
Everyone who touches an order works from the same record.
Owners
One view of sales, stock, purchasing and cash.
Sales teams
Fast quotations and live order status.
Buyers and storekeepers
Defensible supplier choices and clear check-ins.
Finance
Stock and the ledger that stay in step without a month-end rebuild.
Is 1flux a good fit for a building materials or electrical trading company?
Yes. 1flux is built for B2B traders and distributors that buy, hold and sell physical stock, including building materials, MEP, HVAC and electrical supplies, industrial supplies, tools and packaging. It covers selling from the customer's PO to the receipt, and buying from the requisition to the supplier payment, with stock and the books posted together. See ERP for building materials suppliers.
Can 1flux turn a customer's PO into a quotation?
Yes. Import PO with AI reads a customer's PO or RFQ, sent as a PDF or a photo of up to 10 MB, and drafts the quotation: the reference, date, currency and up to 200 lines, with item codes matched to your catalogue and a confidence score. It never invents values, it attaches the source file, and it never sends anything to the customer on its own.
Can 1flux manage stock across several warehouses?
Yes. Each warehouse belongs to one of your legal entities, and 1flux shows on hand, reserved, available and awaiting receipt for every item in every warehouse. You can move stock between warehouses of the same entity with a transfer, count a warehouse with a stock count and write off damaged goods with a reason, valued at cost and posted to the ledger.
Does 1flux handle partial deliveries and partial invoices?
Yes. The warehouse can dispatch part of a sales order: 1flux creates a delivery note for what left and puts the rest back on the pick list. Finance can then invoice stock lines up to the delivered quantity, in one invoice or several. Services can be invoiced without a delivery. The order-to-cash board shows delivered and invoiced progress on every order.
Can we order from a supplier before the price is agreed?
Yes. 1flux supports a "PO without price": order now and agree the price later. Stores receive the goods as normal, and the receipt carries a provisional cost, the last purchase price or the item's standard cost, so stock stays valued in the meantime. The Accounting overview and the cost audit show every receipt still at provisional cost until the buyer agrees the prices.
Does 1flux pay suppliers?
Yes. 1flux Purchasing runs from the requisition to the supplier payment. The purchase invoice is built from the goods you received and posts the payable and input VAT; any price difference needs a reason and posts to its own variance account. You then pay suppliers and allocate each payment to purchase invoices, and payments post to the ledger.
Does 1flux issue ZATCA or UAE e-invoices?
Yes. 1flux issues ZATCA-compliant e-invoices for Saudi Arabia, covering Phase 1 (generation) and Phase 2 (integration with ZATCA's Fatoora platform). It also supports UAE e-invoicing under the Federal Tax Authority's programme, ready for the 2027 go-live dates. VAT-registered businesses in Saudi Arabia have needed compliant e-invoicing since 4 December 2021. See e-invoicing in 1flux.
Quotations
Quotes from your catalogue or a customer's PO, approved, locked and sent.
Sales orders
Customer POs to orders, deliveries, invoices and payments, on one board.
Multi-warehouse
Stock per warehouse and company, reservations, a price-free pick board and delivery notes.
Purchasing
Requisitions, quotes, LPOs, two-step receiving and receipt-based invoices in one flow.
Quote-to-cash guide
The eight stages from enquiry to cash in the bank, with the documents, controls, KPIs and a checklist.
Building materials and project supply
Track every project, quote the contractor formally and deliver to site in drops.
Book a demo
See your trading day in one flow
Bring a real customer RFQ and we'll walk it through 1flux, from quotation to delivery note and invoice.
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