1. Overall Flow

Goal

Flow Sense helps FMCG clients deliver products within 24 hours with clear visibility over ordering, stock, dispatch, delivery, cash collection, returns, damaged goods, and distributor balance.

Core Flow

SR order → distributor stock check → packing → vehicle loading → DSR delivery → payment/credit → return/damage tracking → reconciliation → bank deposit → accounts approval → dashboard visibility.

A. Setup Flow

1. Client Setup

Each client gets their own workspace.

Client can define:

users
SRs
products
distributors
mapped working areas
routes
visibility rules
delivery rules

2. Dynamic Mapping Setup

Each client can have their own map structure.

Example:

Client A:

Division → Region → Zone → Route

Client B:

Region → Area → Route

Client C:

Territory → Route

The system should support custom hierarchy levels per client.

3. Shop Setup

One physical shop can belong to multiple clients.

But for one specific client:

one shop can have only one assigned SR.

So the system needs:

global shop profile
client-shop mapping
assigned SR
assigned route
assigned area
credit/due status
visit schedule

4. Product And Pricing Setup

Products, pricing, and product-related adjustments come from Chainlink API.

Flow Sense stores a local synced copy.

Each product belongs to a client.

Client can only see their own products.

B. SR Order Flow

1. SR Starts Daily Route

SR opens the mobile app for the day.

The app shows:

assigned route
assigned shops
previous due warning
product list
pricing
visit progress

2. SR Visits Shop

At each shop, SR can:

take product-wise order
upload shop/order photos
check previous dues
add visit notes
submit the order

3. Order Is Submitted

Once submitted, distributor can see the order.

Order status becomes:

Submitted

C. Distributor Processing Flow

1. Distributor Reviews Submitted Orders

Distributor sees orders by:

client
SR
route
shop
product
quantity
stock availability

2. Distributor Approves And Packs Order

Distributor confirms available stock from warehouse.

Order status moves:

Submitted → Approved → Packed

3. Vehicle And DSR Assignment

Distributor assigns packed orders to:

DSR
vehicle
delivery route

Order status moves:

Packed → Assigned to Vehicle

4. Vehicle Loading

Products are loaded from distributor warehouse into vehicle/DSR stock.

This creates a loaded stock record.

Warehouse stock is reduced/reserved.

DSR can only deliver from this loaded stock.

D. Delivery Flow

1. DSR Starts Delivery Route

DSR app shows:

assigned shops
assigned orders
loaded products
loaded quantity
route map
delivery progress

2. DSR Delivers To Shop

At each shop, DSR can:

view ordered products
deliver same, less, or more quantity
add products only if available in loaded stock
collect full payment
collect partial payment
mark as credit/due
upload delivery photos
capture GPS
report returned goods
report damaged goods

Important rule:

DSR can modify delivery quantity, but only within loaded vehicle stock.

3. Delivery Proof

Delivery proof includes:

delivered product quantity
delivery photo
GPS location
timestamp
payment/credit information

Cash submission is financial proof, not direct delivery proof.

E. End-of-Day Reconciliation Flow

At the end of delivery, the system compares:

Loaded Stock = Delivered Stock + Returned Stock + Damaged Stock + Remaining Stock

And:

Invoice Amount = Cash Collected + Partial Due / Credit

Distributor/DSR can see:

delivered products
undelivered products
damaged products
returned products
cash collected
credit amount
remaining vehicle stock

F. Cash Deposit And Accounts Flow

1. Distributor Deposits Money

Distributor deposits collected money to bank.

Then uploads:

deposit slip
bank details
amount
date
notes

2. Accounts Verifies Deposit

Accounts team reviews proof.

If approved:

distributor balance increases
finance ledger updates
deposit marked confirmed

If rejected:

deposit remains pending/rejected
reason is logged

G. Dashboard And Transparency Flow

Admin/client/distributor can monitor:

order status
route progress
delivery progress
stock movement
cash collection
dues
damaged goods
returns
SR performance
DSR performance
distributor balance

2. Phase 1 PRD

Product Requirements Document: Flow Sense Phase 1

Help FMCG clients deliver products within 24 hours by managing orders, fixed SR routes, distributor warehouse stock, dispatch, DSR delivery, cash collection, returns, damaged goods, and financial reconciliation in one transparent system.

1. Core Users

1. Admin

Platform-level user.

Can manage:

clients
users
permissions
system settings
integrations
reports

2. Client

FMCG company using Flow Sense.

Can view/manage:

own products
own SRs
own shops
own mappings
own orders
own inventory visibility
own delivery reports
own financial reports

Client cannot see other clients’ products, shops, orders, or inventory.

3. SR — Sales Representative

Responsible for shop visits and order collection.

Can:

view assigned daily route
visit assigned shops
create orders
upload photos
view previous dues
submit shop visit data

4. Distributor

Responsible for stock, packing, dispatch, DSR management, and cash deposit.

Can:

view assigned client orders
view warehouse inventory
approve orders
pack orders
assign vehicles
assign DSRs
manage delivery reconciliation
upload deposit slips

5. DSR — Delivery Sales Representative

Responsible for delivering products and collecting cash.

Can:

view assigned delivery route
view loaded stock
deliver products
modify delivery quantity within loaded stock
collect cash/partial/credit
upload delivery proof
report damaged goods
report returns

6. Accounts

Responsible for financial approval.

Can:

verify deposit slips
approve/reject distributor deposits
update distributor balance
view financial reports

7. Dev

Technical/internal role.

Can:

monitor integrations
view logs
manage technical settings
troubleshoot sync/API issues

2. Core Business Rules

Shop Rules

One physical shop can belong to multiple clients.
For one client, one shop can have only one assigned SR.
Same shop may be mapped differently for different clients.
Shop must have GPS/location data.
Duplicate shop detection should exist.

Route Rules

SR routes are fixed.
SR has predefined daily routes.
Each route contains multiple shops.
Route progress must be trackable.

Product Rules

Products come from Chainlink API.
Pricing comes from Chainlink API.
Product adjustments come from Chainlink API.
Flow Sense stores local synced copies.
Product belongs to a client.
Client can only see own products.

Inventory Rules

Stock exists physically in distributor warehouse.
Distributor warehouse can hold products from multiple clients.
Client can only see inventory for their own products.
DSR can only deliver products loaded from warehouse.
DSR cannot deliver products not available in loaded stock.

Delivery Rules

DSR can modify delivered quantity.
Quantity modification is allowed only within loaded stock.
DSR can report returned goods.
DSR can report damaged goods.
Delivery proof requires photo and GPS.
Payment can be full, partial, or credit.

Finance Rules

Cash-based delivery risk is accepted.
System must track cash clearly.
Deposit slip is required when distributor submits collected money.
Accounts must approve deposit before distributor balance updates.

3. Order Lifecycle

Use this lifecycle:

Draft
→ Submitted
→ Approved
→ Packed
→ Assigned to Vehicle
→ Out for Delivery
→ Delivered / Partially Delivered / Failed Delivery / Cancelled

Status Meaning

Status	Meaning
Draft	SR created but not submitted
Submitted	SR submitted order
Approved	Distributor approved order
Packed	Products packed from warehouse
Assigned to Vehicle	Order assigned to DSR/vehicle
Out for Delivery	DSR started delivery
Delivered	Fully delivered
Partially Delivered	Some products delivered
Failed Delivery	Shop closed/refused/unavailable
Cancelled	Order cancelled

PRD v2

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