The Challenge
Mehmood Akhter & Sons import polymers and chemicals from multiple suppliers across Asia and Europe. Each shipment runs through a Letter of Credit, with charges accumulating from bank commissions, customs duties, clearing agents, and insurance. Their existing process tracked none of this — stock was recorded by product category, not by lot, and the landed cost of any specific shipment was only known after a manual end-of-month exercise. Margins were calculated on averages rather than actuals, and the finance team spent the first week of every month piecing together a P&L that should have been visible in real time.
What We Built
We configured PolyDesk to manage their full import-to-distribution workflow. Every LC is logged from the supplier proforma, with charges entered at each stage and automatically apportioned to products by value. When stock arrives, lot numbers are assigned and the landed cost is finalised per product per lot. Sales orders reference specific lots, and margin is calculated at the point of sale. The payments module handles supplier payments and customer collections with a mandatory approval workflow and duplicate slip detection.
Before PolyDesk, we didn't know if a specific lot of material made us money until the end of the month. Now that information is available the moment stock is sold. The LC management module alone has completely changed how our finance team works — what used to take three days every month now takes an afternoon.