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Main System Description
The Prix Liquor Distribution & Wholesale POS System is a point-of-sale and business management platform built for liquor wholesalers and distributors. It handles end-to-end order processing, stock tracking, supplier management, field sales, and business reporting within a single system. Every product is set up with multiple selling units — Bottle, Carton, Crate — each carrying its own barcode and price, so a customer can be sold a single bottle or a full case from the same catalog entry without separate SKUs. Bulk-quantity price breaks kick in automatically once an order crosses a set threshold, on top of separate Retail and Wholesale price groups and a per-customer discount, so pricing always matches who's buying and how much. Stock is tracked in batches with manufacture and expiry dates, so older stock can be identified and moved before it expires. A built-in CRM layer tracks leads through to converted customers, logs GPS-tagged field sales visits with items of interest and follow-up dates, and records product samples given out on the road — all before a sale ever happens. Orders move through a controlled approval-to-delivery cycle with customer credit limits and terms, M-Pesa payments (STK push, C2B, and Daraja reconciliation), SMS/WhatsApp notifications, a customer self-service portal, and full double-entry accounting — run entirely from one system.
Solution Modules / Specifications
Every item can be configured with multiple selling units — Bottle, Carton, Crate — each independently barcoded A conversion factor links each unit back to the base piece, so stock stays accurate no matter which unit is sold Cashiers can ring up a single bottle or a full case from the same product without separate item codes
Quantity price breaks are set per selling unit — e.g. a lower per-piece price once an order reaches a case quantity Tiered pricing overrides the customer's price group automatically once the qualifying quantity is reached Works alongside separate Retail and Wholesale price groups and a per-customer default discount percentage
Every stock receipt is logged as a batch with its own manufacture date, expiry date, and cost price Batches carry a status (active, expired, consumed, quarantined) so ageing or bad stock can be pulled from sale Full batch-to-sale traceability back to the originating goods received note
Sales reps log customer visits with GPS coordinates, notes, items of interest, and a follow-up date Managers see every rep's visit history; reps see only their own Built-in lead pipeline — capture a prospect as a lead, then convert it to a full customer with one click
Samples given to leads or customers in the field are recorded against a visit, with item, quantity, and cost Sequentially numbered sample notes for accountability Dedicated customer sample reports and per-customer sample statements
Per-customer credit limit, credit days, and an allow-credit flag gate whether a customer can buy on account Every credit customer gets its own accounts-receivable ledger account, created automatically Running credit balance tracked per customer, with full statements and an ageing balances report
Every order needs manager sign-off before it's dispatched Approve or reject with a reason, with automatic SMS/WhatsApp alerts to the customer Keeps every dispatch accountable to a named approver
Every delivery gets a dispatch note assigned to a named driver or rider Live status at a glance — pending, in transit, delivered, or failed Full traceability back to the original order and dispatching store
Shops (branches) each have their own stores/depots, users, customers, and till number A store can be flagged as a procurement warehouse separate from retail-facing shop stores Stock requests move goods between stores, fully logged as stock movements
One-click PDF price lists in Retail, Wholesale, or combined view, generated straight from the live catalog Shareable via a short signed link sent by SMS or WhatsApp, so a customer opens it straight from a text A public price list page needs no login, so it can be shared freely with prospects
Reorder thresholds are set per item, per store, in whichever unit makes sense (e.g. reorder at 5 crates) Converted automatically to base-unit stock for comparison against real batch quantities Dedicated reorder-level report flags what needs restocking, store by store
Purchase orders and RFQs raised per supplier, with supplier KRA PIN, VAT number, and licence number on file Goods received notes post stock-in and a supplier payable journal entry automatically Payment vouchers settle one or many supplier balances in a single payment
STK push from the till, the customer portal, or a cashier-initiated request C2B validation and confirmation, Daraja transaction status queries, and Pull API support Manual M-Pesa code entry is verified against the real ledger/Daraja transaction, never trusted blindly
Separate customer login, entirely distinct from the staff admin panel Dashboard shows open orders, orders awaiting approval, outstanding balance, and recent invoices Customers pay outstanding invoices themselves via M-Pesa STK push or a manual code, with live status polling
Automatic notifications when an order is submitted, approved, or dispatched Purchase order and goods-received alerts sent to a fixed list of admin contacts WhatsApp uses Meta's official Cloud API with pre-approved templates; SMS and WhatsApp fire from the same call
Chart of accounts, journal entries, trial balance, income statement, balance sheet, general ledger, and cash flow Every sale, payment, purchase, expense, and waste write-off posts its own journal entry automatically Per-customer and per-supplier accounts receivable/payable sub-ledgers
Breakages and write-offs logged by category, reviewed before they hit the books Approved waste updates stock and the ledger automatically Can be reversed if raised in error, with a full audit trail
Cashiers can request a reversal, but can't approve their own A separate authorized user signs off, keeping duties separated Approved reversals automatically restore stock and reverse the ledger entry
Physical stock counts reconciled against system quantities, with variances flagged for review Opening stock entries let a new store or item start with an accurate opening balance Every adjustment is logged as a traceable stock movement
Sales & profit, reorder level, supplier and customer balances, and customer purchase reports Customer statements, sample statements, and invoice reconciliation reports Exportable sales & profit report for offline analysis
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Package Tiers
Key
(e.g. starter)
Label
Best Suited For
Price (KES)
(ignored if Enterprise)
Highlights
(one per line, shown on the pricing card)
Case, carton & bottle selling from one product, each independently barcoded Batch & expiry tracking with full batch-to-sale traceability M-Pesa STK push, C2B and manual code verification Stock takes, opening balances and reorder alerts
Maintenance / Month
Maintenance / Year
Featured
Enterprise
(no fixed price)
Key
(e.g. starter)
Label
Best Suited For
Price (KES)
(ignored if Enterprise)
Highlights
(one per line, shown on the pricing card)
Everything in Starter, plus tiered case/carton pricing and wholesale credit control Full double-entry accounting with supplier & customer sub-ledgers Procurement with KRA PIN/VAT-tracked suppliers and goods received notes SMS & WhatsApp alerts plus shareable PDF price lists
Maintenance / Month
Maintenance / Year
Featured
Enterprise
(no fixed price)
Key
(e.g. starter)
Label
Best Suited For
Price (KES)
(ignored if Enterprise)
Highlights
(one per line, shown on the pricing card)
Everything in Business, plus multi-branch, multi-store depot operations Field sales rep GPS visit tracking with lead pipeline and product sampling Manager-approved dispatch with driver assignment and delivery tracking Customer self-service portal for orders and M-Pesa payments
Maintenance / Month
Maintenance / Year
Featured
Enterprise
(no fixed price)
Key
(e.g. starter)
Label
Best Suited For
Price (KES)
(ignored if Enterprise)
Highlights
(one per line, shown on the pricing card)
Everything in Professional, sized for large multi-region distribution networks Dedicated infrastructure, custom integrations, and priority SLA support Bespoke reporting and data warehouse integration on request Dedicated account manager and onboarding team
Maintenance / Month
Maintenance / Year
Featured
Enterprise
(no fixed price)
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Linked Add-ons
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Add-on Catalog
; override the price here only if this solution charges differently.
Add-on
Category
Price for this Solution
Basic M-Pesa Integration
M-Pesa Integration
Standard M-Pesa Integration
M-Pesa Integration
Advanced M-Pesa Integration
M-Pesa Integration
Bulk SMS Integration
Bulk SMS Integration
KRA eTIMS Integration
Accounting & Tax Compliance
Additional Branch Activation
—
Initial Data Import & Catalogue Setup
—
HR & Payroll
HR & Staff Management
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Link a Catalog Add-on
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Basic M-Pesa Integration
KSh 10,000.00
Full Accounting Module
KSh 45,000.00
HR & Payroll
KSh 50,000.00
ICU / Critical Care Module
KSh 150,000.00
Logo & Brand Identity Design
KSh 15,000.00
Safaricom Sender ID Registration
KSh 8,500.00
WhatsApp Integration
KSh 12,000.00
Airtel Sender ID Registration
KSh 8,500.00
Bulk SMS Integration
KSh 10,000.00
HDU (High Dependency Unit) Module
KSh 100,000.00
HR & Biometric Attendance
KSh 45,000.00
KRA eTIMS Integration
KSh 25,000.00
Professional Email Setup (Google Workspace)
KSh 8,000.00
Standard M-Pesa Integration
KSh 15,000.00
Advanced M-Pesa Integration
KSh 25,000.00
Duty Rota & Shift Scheduling
KSh 15,000.00
Professional Copywriting & Content
KSh 12,000.00
Telkom Sender ID Registration
KSh 8,500.00
Theatre / Operating Room Module
KSh 120,000.00
Biometric Staff Attendance Integration
KSh 20,000.00
Maternity & Labour Ward Module
KSh 100,000.00
Biometric Attendance
KSh 25,000.00
Blood Bank / Transfusion Module
KSh 70,000.00
Additional Branch Activation
KSh 35,000.00
Dialysis Unit Module
KSh 90,000.00
Initial Data Import & Catalogue Setup
KSh 5,000.00
Mortuary Management Module
KSh 40,000.00
All add-ons already linked.
Package Comparison Table
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