OVERVIEW
Legendary Distributors is a prominent IT solutions provider and a leading name in the distribution and retail of computer hardware across Kerala. Known for delivering worldclass services to corporates and businesses, the company has built a strong reputation for reliability, product quality, and customer satisfaction.
As the organisation continues to expand its operations, the increasing scale and complexity of distribution activities have highlighted the need to update their existing system.
To sustain its growth momentum and elevate operational efficiency, Legendary Distributors requires a robust, centralised software system. This solution must unify data, automate key workflows, improve visibility across departments, and enable seamless coordination of sales, back-office, retail, and distribution teams.
Executive Summary
Legendary Distributors is one of Kerala’s leading computer hardware distributors, serving a wide network of corporate clients, resellers, and retail customers through multiple branches. With rapid business growth, managing serialised inventory, interbranch stock transfers, pricing controls, credit limits, and ageing stock became increasingly challenging.
The organisation was already using SAP but found it difficult to adapt the system to highly specific business rules such as ageing-stock-based validations, serial-numberlevel tracking, branch-specific pricing, and strict approval controls. Additionally, there was a need for tighter integration between operational workflows and accounting,without increasing system complexity or licensing overheads.
To address these challenges, a custom ERP solution was designed using Zoho Creatoras the operational backbone, tightly integrated with Zoho Books for accounting, GST compliance, and financial reporting. This hybrid approach delivered flexibility, automation, and control—while ensuring accurate and compliant financial management.
Legendary Distributors is a prominent IT solutions provider and a leading name in the distribution and retail of computer hardware across Kerala. Known for delivering worldclass services to corporates and businesses, the company has built a strong reputation for reliability, product quality, and customer satisfaction.
As the organisation continues to expand its operations, the increasing scale and complexity of distribution activities have highlighted the need to update their existing system.
To sustain its growth momentum and elevate operational efficiency, Legendary Distributors requires a robust, centralised software system. This solution must unify data, automate key workflows, improve visibility across departments, and enable seamless coordination of sales, back-office, retail, and distribution teams.
Executive Summary
Legendary Distributors is one of Kerala’s leading computer hardware distributors, serving a wide network of corporate clients, resellers, and retail customers through multiple branches. With rapid business growth, managing serialised inventory, interbranch stock transfers, pricing controls, credit limits, and ageing stock became increasingly challenging.
The organisation was already using SAP but found it difficult to adapt the system to highly specific business rules such as ageing-stock-based validations, serial-numberlevel tracking, branch-specific pricing, and strict approval controls. Additionally, there was a need for tighter integration between operational workflows and accounting,without increasing system complexity or licensing overheads.
To address these challenges, a custom ERP solution was designed using Zoho Creatoras the operational backbone, tightly integrated with Zoho Books for accounting, GST compliance, and financial reporting. This hybrid approach delivered flexibility, automation, and control—while ensuring accurate and compliant financial management.
Problem Statement and Key Challenges
As Legendary Distributors continued to grow, it became important to move to an ERP system that was easier to adapt, simpler to use, and better suited to the way the business actually operates. The focus was on finding a solution that could support scale without adding complexity.
1. Need for Greater Flexibility in the ERP System
The business required a system that could evolve along with its operations. Processes such as managing ageing stock, handling serial-number-based transactions, and maintaining different pricing structures for branches needed to follow a clear and straightforward flow, without relying on heavy customisation or workarounds.
As Legendary Distributors continued to grow, it became important to move to an ERP system that was easier to adapt, simpler to use, and better suited to the way the business actually operates. The focus was on finding a solution that could support scale without adding complexity.
1. Need for Greater Flexibility in the ERP System
The business required a system that could evolve along with its operations. Processes such as managing ageing stock, handling serial-number-based transactions, and maintaining different pricing structures for branches needed to follow a clear and straightforward flow, without relying on heavy customisation or workarounds.
2. Simplifying Serial Number and Ageing Stock Handling
With high-value, serialised products moving across multiple branches, tracking stock accurately at every stage—purchase, transfer, sale, and return—was critical. The organisation needed a system where serial numbers and ageing rules were handled naturally within the process, reducing manual effort and dependency on checks outside the system.
With high-value, serialised products moving across multiple branches, tracking stock accurately at every stage—purchase, transfer, sale, and return—was critical. The organisation needed a system where serial numbers and ageing rules were handled naturally within the process, reducing manual effort and dependency on checks outside the system.
3. Improving Inter-Branch Stock Movement
As inventory movement between branches increased, better visibility and control became essential. The business needed a clearer process to track available stock, ageing inventory, and in-transit items across all locations, helping teams coordinate more effectively and avoid stock imbalances.
As inventory movement between branches increased, better visibility and control became essential. The business needed a clearer process to track available stock, ageing inventory, and in-transit items across all locations, helping teams coordinate more effectively and avoid stock imbalances.
4. Strengthening Pricing and Credit Controls
To maintain financial discipline, Legendary Distributors needed consistent system-level controls for selling prices, purchase base values, branch-wise pricing, credit limits, credit days, and TCS/TDS applicability. These checks had to be reliable, approval-based and easy for teams to follow as part of their daily workflow.
To maintain financial discipline, Legendary Distributors needed consistent system-level controls for selling prices, purchase base values, branch-wise pricing, credit limits, credit days, and TCS/TDS applicability. These checks had to be reliable, approval-based and easy for teams to follow as part of their daily workflow.
5. Better Alignment Between Operations and Accounting
The organisation required closer alignment between operational transactions and accounting. A tightly connected system was needed to ensure that inventory movements, sales, and purchases flowed smoothly into accounting, reducing reconciliation effort while remaining cost-effective and scalable.
The organisation required closer alignment between operational transactions and accounting. A tightly connected system was needed to ensure that inventory movements, sales, and purchases flowed smoothly into accounting, reducing reconciliation effort while remaining cost-effective and scalable.
Evaluation of the Problem
A comprehensive discovery and evaluation phase was carried out in close collaboration with business owners, operations teams, warehouse managers, branch users, and finance stakeholders. This phase focused on gaining a complete understanding of how the organisation operates across locations and functions.
Key activities during this phase included mapping end-to-end workflows across procurement, inventory management, inter-branch transfers, sales, and finance; reviewing the existing system to identify gaps in flexibility and operational control; and closely analysing serial-number-based inventory movement, ageing logic, and branchspecific pricing models.
Based on these insights, clear distinctions were made between processes that required operational flexibility and those that demanded strict financial control. This assessment led to the recommendation of a custom ERP built on Zoho Creator for operational workflows, seamlessly integrated with Zoho Books for accounting and compliance, offering the optimal balance of control, scalability, and cost efficiency.
A comprehensive discovery and evaluation phase was carried out in close collaboration with business owners, operations teams, warehouse managers, branch users, and finance stakeholders. This phase focused on gaining a complete understanding of how the organisation operates across locations and functions.
Key activities during this phase included mapping end-to-end workflows across procurement, inventory management, inter-branch transfers, sales, and finance; reviewing the existing system to identify gaps in flexibility and operational control; and closely analysing serial-number-based inventory movement, ageing logic, and branchspecific pricing models.
Based on these insights, clear distinctions were made between processes that required operational flexibility and those that demanded strict financial control. This assessment led to the recommendation of a custom ERP built on Zoho Creator for operational workflows, seamlessly integrated with Zoho Books for accounting and compliance, offering the optimal balance of control, scalability, and cost efficiency.
Proposed Solution
A fully customised ERP solution was designed using Zoho Creator as the core operational system, with bi-directional synchronisation to Zoho Books for accounting and statutory compliance
A fully customised ERP solution was designed using Zoho Creator as the core operational system, with bi-directional synchronisation to Zoho Books for accounting and statutory compliance
Key Design Principles
● All operational records created and controlled in Zoho Creator● All financial impact records synchronised with Zoho Books● Strict validations, approvals, and ageing logic enforced at the system level● Super Admin override controls for exceptional cases
Core Modules Implemented
Accounts Master
● Centralised Customer & Vendor creation● Credit Days, Credit Limits, Minimum Credit Controls● Mandatory KYC (PAN & Aadhaar) with document upload● Duplicate customer validation across branches with Super Admin override● TCS/TDS configuration at customer level● Account Head approval workflow● Customer-wise General Ledger view● Cheque printing support
Procurement & Purchase Flow
● Purchase Order creation with approval workflow● Driver name capture in PO and Purchase Receive● Purchase Receive restricted strictly to PO conversion● Serial number capture at the time of receipt● Automatic inventory update with serial tracking● Ageing stock identification (30+ days) with system-enforced consumption priority● Purchase order generation blocked if ageing stock exists (override enabled for Super Admin)
Purchase Base Value & Pricing Control
● Base Value (BV) and Landing Cost (LC) maintained line-item-wise● Selling price derived from landing cost● Mandatory completion before invoice generation● Invoice push to Zoho Books only after validation
Inventory & Branch Transfers
● Branch Transfer Request with stock & ageing visibility across all locations● Branch Transfer Out with serial-number scanning● Branch Transfer In with in-transit tracking● Branch-specific selling price configuration● In-transit and ageing stock reports
Sales Lifecycle
● Quotation module with multiple formats (Quotation, Proforma, Price List)● Dynamic terms & conditions per customer● Sales Order generation with stock blocking across branches● Selling price validation against purchase base value● Super Admin override capability● Sales Invoice creation restricted to Sales Order conversion● PO reference, courier partner, and delivery type capture● Delivery module with serial-number-based dispatch● Sales Return with serial validation and damaged stock handling
Item Master
● Sync with Zoho Books Item Master● Group Code, Subgroup, Brand, Company classification● Product image uploads● Serial number visibility across all branches from master screen
● All operational records created and controlled in Zoho Creator
● All financial impact records synchronised with Zoho Books
● Strict validations, approvals, and ageing logic enforced at the system level
● Super Admin override controls for exceptional cases
Core Modules Implemented
Accounts Master
● Centralised Customer & Vendor creation
● Credit Days, Credit Limits, Minimum Credit Controls
● Mandatory KYC (PAN & Aadhaar) with document upload
● Duplicate customer validation across branches with Super Admin override
● TCS/TDS configuration at customer level
● Account Head approval workflow
● Customer-wise General Ledger view
● Cheque printing support
Procurement & Purchase Flow
● Purchase Order creation with approval workflow
● Driver name capture in PO and Purchase Receive
● Purchase Receive restricted strictly to PO conversion
● Serial number capture at the time of receipt
● Automatic inventory update with serial tracking
● Ageing stock identification (30+ days) with system-enforced consumption priority
● Purchase order generation blocked if ageing stock exists (override enabled for Super Admin)
Purchase Base Value & Pricing Control
● Base Value (BV) and Landing Cost (LC) maintained line-item-wise
● Selling price derived from landing cost
● Mandatory completion before invoice generation
● Invoice push to Zoho Books only after validation
Inventory & Branch Transfers
● Branch Transfer Request with stock & ageing visibility across all locations
● Branch Transfer Out with serial-number scanning
● Branch Transfer In with in-transit tracking
● Branch-specific selling price configuration
● In-transit and ageing stock reports
Sales Lifecycle
● Quotation module with multiple formats (Quotation, Proforma, Price List)
● Dynamic terms & conditions per customer
● Sales Order generation with stock blocking across branches
● Selling price validation against purchase base value
● Super Admin override capability
● Sales Invoice creation restricted to Sales Order conversion
● PO reference, courier partner, and delivery type capture
● Delivery module with serial-number-based dispatch
● Sales Return with serial validation and damaged stock handling
Item Master
● Sync with Zoho Books Item Master
● Group Code, Subgroup, Brand, Company classification
● Product image uploads
● Serial number visibility across all branches from master screen
Implementation
The implementation was executed in a phased and controlled manner, ensuring business continuity from SAP.
The implementation was executed in a phased and controlled manner, ensuring business continuity from SAP.
Key Highlights
● Modular rollout covering procurement → masters → sales → purchase● Extensive validation testing for serial numbers, ageing logic, and pricing rules● Role-based access control with branch-level restrictions● User training for central warehouse, branch teams, and finance users● Parallel run with the existing system.
All accounting-impacting transactions were synchronised with Zoho Books to maintain accurate GST compliance, ledgers, and financial reporting.
● Modular rollout covering procurement → masters → sales → purchase
● Extensive validation testing for serial numbers, ageing logic, and pricing rules
● Role-based access control with branch-level restrictions
● User training for central warehouse, branch teams, and finance users
● Parallel run with the existing system.
All accounting-impacting transactions were synchronised with Zoho Books to maintain accurate GST compliance, ledgers, and financial reporting.
Results
The implementation of a custom ERP using Zoho Creator and Zoho Books delivered measurable improvements across operations, finance, and inventory management, while providing a system that is easier to adapt as the business grows.
The implementation of a custom ERP using Zoho Creator and Zoho Books delivered measurable improvements across operations, finance, and inventory management, while providing a system that is easier to adapt as the business grows.
Improved Operational Efficiency
End-to-end workflows—from purchase and inventory receipt to sales, delivery, and returns—are now fully automated and system-driven. Serial number tracking and ageing stock rules are enforced at every stage, eliminating manual workarounds and reducing operational risk.
End-to-end workflows—from purchase and inventory receipt to sales, delivery, and returns—are now fully automated and system-driven. Serial number tracking and ageing stock rules are enforced at every stage, eliminating manual workarounds and reducing operational risk.
Stronger Financial Control and Accuracy
Credit limits, selling price validations, and TCS/TDS applicability are now consistently enforced through the system. Seamless synchronisation with Zoho Books ensures that all operational transactions are accurately reflected in accounting, reducing reconciliation effort and improving financial clarity.
Credit limits, selling price validations, and TCS/TDS applicability are now consistently enforced through the system. Seamless synchronisation with Zoho Books ensures that all operational transactions are accurately reflected in accounting, reducing reconciliation effort and improving financial clarity.
Enhanced Inventory Visibility Across Branches
The organisation now has real-time visibility into available stock, ageing inventory, and in-transit items across all branches and the central warehouse. This has improved stock planning, reduced imbalances, and strengthened inter-branch coordination.
The organisation now has real-time visibility into available stock, ageing inventory, and in-transit items across all branches and the central warehouse. This has improved stock planning, reduced imbalances, and strengthened inter-branch coordination.
Scalable and Future-Ready ERP Framework
The Zoho-based ERP provides a flexible architecture that can be easily extended to support new branches, changing pricing structures, and evolving workflows—without the complexity or high costs typically associated with traditional enterprise systems.
The Zoho-based ERP provides a flexible architecture that can be easily extended to support new branches, changing pricing structures, and evolving workflows—without the complexity or high costs typically associated with traditional enterprise systems.
Effective Alternative to a Complex SAP Upgrade
By moving to a custom-built Zoho ecosystem, Legendary Distributors achieved its operational and control objectives without heavy system customisation. The solution delivered greater flexibility, faster adaptability, and a lower total cost of ownership, making it a sustainable platform for long-term growth.
By moving to a custom-built Zoho ecosystem, Legendary Distributors achieved its operational and control objectives without heavy system customisation. The solution delivered greater flexibility, faster adaptability, and a lower total cost of ownership, making it a sustainable platform for long-term growth.