FMCG ERP and Distribution Management in Madinah

FMCG ERP and Distribution Management in Madinah for brands tired of claims that take weeks to check. SalesMake links every scheme, return and price-support claim to the original order, so finance and trade teams settle them from one record.

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Settling claims with FMCG ERP and Distribution Management in Madinah

200+ Projects Delivered

What you get

Scheme claims known at the moment of order
Returns recorded with batch and expiry
Approved claims posted as credit notes

Settling claims with FMCG ERP and Distribution Management in Madinah

Brands selling into Madinah see visitor peaks around Ramadan and the Hajj and Umrah seasons, and claims pile up once each peak ends. Distributors covering Quba, Sultanah and Al Aziziyah send scheme claims, return claims and price-support requests, usually as scanned paper with totals that do not match. SalesMake calculates the scheme benefit at the moment of the order, so the claim is already known before the distributor submits it. Returns carry the batch and expiry date, and approved claims post as credit notes to the distributor's account. Workshops for Madinah clients take place in Jeddah, in Riyadh or online.

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Claim and credit tools for Madinah brands

How SalesMake keeps distributor claims short and clean

Claim register

Every claim from every distributor sits in one list with its type, value, age and current approval status.

Scheme accruals

The benefit owed on each scheme is worked out as orders are booked, so finance can accrue it before any claim arrives.

Return checks

Return claims show batch, expiry date and the invoice the goods came from, which makes a decision quick and fair.

Price support

When you cut a distributor price, stock already held can be credited by quantity, with the amount worked out by the system.

Approval limits

Small claims go to a regional manager and larger ones to finance, based on value limits you set yourself.

Credit note posting

Approved claims create credit notes that update the distributor balance and the general ledger in one step.

Distributor statement

Each distributor sees invoices, payments and settled claims on one statement, which cuts disputes over balances.

Ageing of claims

See how long claims have been waiting and which managers are holding them, so nothing sits for a whole quarter.

Claim cost by brand

Total claims by brand, category and reason show where returns or price support are eating into margin.

Claims calculated before the distributor files them

Most claim disputes start because the brand and the distributor work out the scheme separately. SalesMake does the sum once, on the order itself. When the distributor files a claim, it is matched against the amount already recorded. Differences show up line by line, and the trade team only needs to look at the exceptions rather than re-check every invoice from the Ramadan rush.

Scheme benefit stored on each order line
Claims matched against the stored amount
Only differences sent for manual review
Settled amounts posted to the ledger

See claim matching →

From paper claims to settled credit notes

How a Madinah rollout is staged over six steps

Claim audit

We review a sample of past claims to see where totals and approvals usually go wrong.

Scheme rules

All active schemes are written into the system with dates, regions and benefit rules.

Approval paths

Value limits and approvers for each claim type are set up and tested with your managers.

Workshop

Your team meets consultants in Jeddah or Riyadh, or joins online, to test claim scenarios.

Go-live

Distributors begin filing claims in SalesMake, and older paper claims are closed out in parallel.

Support

Remote support runs from Bengaluru in hours that overlap the Saudi working week.

Distribution control for FMCG brands in Madinah

Saudi VAT at 15% applies to sales into Madinah and to the credit notes that settle claims. ZATCA's FATOORA phase 2 places businesses with VAT-subject revenue above SAR 187,500 in any year from 2022 to 2025 in wave 25, with integration due by 1 February 2027. A credit note that reduces a distributor invoice is a tax document too, so it needs the same UBL XML format, cryptographic stamp and QR code, and B2B notes are cleared in real time. SalesMake issues both invoices and credit notes this way and adds the Arabic fields ZATCA requires.

Credit notes issued in the ZATCA format

VAT at 15% reversed correctly on claims

B2B invoices and notes cleared in real time

Plan built around the 1 February 2027 wave 25 date

Symake's way of working with Madinah brands

Symake is an implementation team in Bengaluru with 200+ projects delivered and no office in Saudi Arabia. For Madinah clients, workshops run in Jeddah, Riyadh or online, training is in English, and support is remote.

✓ Claims tied to orders and batches

✓ Approval limits you control

✓ Sessions in Jeddah, Riyadh or by video

✓ Statements distributors can read

✓ Custom claim and scheme rules

✓ Claim dashboards by brand and reason

Review your claims

Symake's way of working with Madinah brands

200+ Projects Delivered

Clear the claim backlog for your Madinah distributors

Send a sample of last season's claims and we will show how SalesMake would have matched them.

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Frequently Asked Questions

Where are workshops held for brands supplying Madinah?

Workshops take place in Jeddah, in Riyadh or online, whichever suits your team. Consultants fly in from Bengaluru for those sessions and for training before go-live.

Why do our claims take so long to settle today?

Usually because the brand and the distributor calculate scheme benefits separately and then argue over the difference. SalesMake records the benefit on the order, so both sides start from the same figure.

Can distributors in Quba and Sultanah file claims online?

Yes. Each distributor files claims in SalesMake with the order or batch reference attached. Your team sees the claim immediately and can approve or query it.

How are claims handled after the Hajj season?

Return and scheme claims from the peak are matched to the seasonal orders. A claim ageing report shows which are waiting and with whom, so the backlog clears in weeks rather than months.

Do credit notes for claims need ZATCA clearance?

Yes. A credit note to a distributor is a B2B tax document. SalesMake issues it as UBL XML with a cryptographic stamp and QR code and sends it for clearance.

Can we set different approvers for returns and price support?

Yes. Each claim type can have its own approval path and value limits, so a regional manager handles small returns while finance signs off large price-support claims.

Will distributors see their settled claims?

Each distributor statement lists invoices, payments and settled claims together, which reduces disputes about the open balance.

Does the system cover distributors in Yanbu as well?

Yes. Distributors anywhere in the Kingdom can use the same setup, and reports can be grouped by region, so Yanbu and Madinah appear side by side.