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Smarter Contact Access & Cleaner KYC: What’s New in DMS 2.18

Smarter Contact Access & Cleaner KYC: What’s New in DMS

September 15, 2025 No Comments

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Smarter Contact Access & Cleaner KYC: What's New in DMS 2.18

September 15, 2025
christina ebinezer

Imagine yourself as a retailer trying to contact your salesperson, but their name is missing from your app, or you might be a distributor who recently had a transfer between distributors done without your approval. Alternatively, you could be facing problems because the names on your PAN and Aadhaar don’t exactly match. These are not just system errors; they are real, everyday frustrations.

This update addresses those specific problems. We focused on improving the core functions to work more intelligently, transparently, and quickly. We have fixed the issues you reported and added just the right amount of intelligence to keep things running smoothly.

Here’s a brief overview of what’s included:

Sales Structure in Retailer Application

Transfers Between Distributors Authorizations

KYC Name Matching Verification

GSTR 1 Report Breakdown

Auto population of historical price in billing screen

Let’s look at the latest updates and explore the benefits they offer for your company.

Know Who to Call: Sales Hierarchy Now Visible in Retailer App

Let’s take a common situation. A retailer places an order but doesn’t get the delivery on time. They try calling their usual salesperson to find out, but that person is no longer available. There are no updates, no one answers the call, and the only option left is to escalate the issue—but to whom? With no visibility in the Retailer App, it turns into a frustrating waiting game filled with guesswork.
When they don’t know whom to reach out to, it impacts more than just one order. It damages trust, creates operational delays, and can lead to lost sales opportunities.

The Solution: To address this, we took a step back and reconsidered how visibility should function in the app. The solution is simple yet impactful: incorporate the entire sales hierarchy from DMS directly into the ‘My Profile’ section of the Retailer App. Now the appropriate contact is only a tap away

How it Works:

Displays Salesperson, ASE, and ASM names along with their phone numbers

Any changes in mapping or contact details update automatically in the Retailer App

Includes Sales Supervisor, ASM, and RSM levels

Transmits names, email IDs, and phone numbers directly from DMS

Ensures accurate and real-time data syncing between DMS and RSFA

How This Update Works in Real Life

A retailer’s weekly shipment was missing, and the regular sales representative was unresponsive to calls. Following a series of frustrating exchanges, they again checked the updated Retailer App. In the ‘My Profile’ area, they located the contact information for the newly appointed ASM. After one call, the problem was fixed, and the delivery was rescheduled. What might have led to delays and missed sales was swiftly addressed. “I didn’t need to pursue anyone—I simply looked at the app and resolved it.”

Advantage for Business

Availability of full details for sales representatives, comprising ASE, ASM, Supervisor, and RSM.

Simpler and quicker interaction with the appropriate person.

Enhanced collaboration with the sales team.

Faster solving of problems, minimizing operational delays.

Enhanced decision-making via improved visibility and context.

No More Blind Transfers: IDT Now Needs Approvals

A distributor checks their stock report only to discover that items have been relocated—without their awareness. They start to wonder who started the transfer, the reasons behind it, and if it was truly needed. This occurred way too frequently.

Inter-distributor transfers (IDTs), though essential, were conducted without any supervision. Anyone with the appropriate access could trigger a transfer, and it would start to process immediately. There were no inspections, no alerts, and no authorizations. While it might have saved time in certain instances, it resulted in miscommunication, poor inventory management, and possible compliance problems.

The Solution: We introduced a formal approval matrix into the IDT process. Now, every transfer request goes through a clearly defined workflow. Depending on how it’s configured, the request might need to pass through one or more levels of approval before anything is moved. Notifications and real-time tracking give both initiators and approvers full visibility.

How it Works:

MDM users can define multi-level approval workflows in the “Approval Configuration” screen

Every IDT initiated by a Distributor Transfer (DT) follows the configured approval process

The ‘Inter Distributor Transfer View All’ screen shows live transfer status: Confirmed, Pending, or Rejected

Approval status is also reflected in the DMS Approval Report

Approvers receive notifications within DMS and via email, with transfer reference details

Creators are notified when their request is either approved or rejected

Transfers are executed only after approval and on the defined effective date

Approval statuses are tracked as Pending, Confirmed, or Rejected

Notifications are sent to approvers via DMS and email

How This Update Works in Real Life

A distributor observed unaccounted stock inconsistencies in the system—transfers occurred without his awareness. Following the update, he got a transfer request straight in DMS. The particulars were evident, and after a single review, he authorized the transfer. From that point on, each transfer is confirmed, authorized, and recorded. “I understand what’s happening, when it occurs, and the reasons behind it—no more unexpected events.”

Advantage for Business

Prevents unauthorized transfers

Improves audit readiness

Creates accountability across the distribution chain

KYC That Gets the Name Right

Picture accessing the system and seeing a notification: “KYC Unsuccessful.” “Kindly update your information.” You verify your Aadhaar and PAN again, and all appears to be in order. However, the system disagrees. You’re unable to log in, can’t receive immediate assistance, and you’re uncertain about the issue.

This was the situation for many users. Minor differences—an additional character, a name capitalized entirely, a missing middle name—might cause a mismatch between legal and trade names. Without an automated method for verification and retries, users found themselves in a state of uncertainty.

The Solution: We developed a smarter KYC procedure. A system that not only prevents you from proceeding on mismatches but also clarifies the reasons, offers an opportunity to correct the issue, and highlights only significant mismatches requiring manual approval.

How it Works:

Mandatory Verification Now Applies To:

Legal Name: GST, PAN, Aadhaar

Trade Name: GST, PAN

GST Verification Flow:

Retailers verify GST via the official government portal

DMS data is shown in a popup for cross-verification

On mismatch, error prompt:
“Name does not match. Please enter the correct GST number.”

3 retry attempts allowed

After 3 failures, user is forcefully logged out with message: “KYC failed. Please complete KYC to login.”

PAN & Aadhaar Verification:

Follows the same process with respective name-matching logic

Fuzzy Name Match Scoring:

Improves accuracy of name matching

Visible only to approvers during deactivation requests

Scoring logic:

Approval is triggered based on scores generated for both legal and trade names.

GST & PAN: Legal and Trade Name scores

Aadhaar: Legal Name score only

Approval Flow (If Score < 100%):

Triggered only if match score is below 100%

Routed to admin if an approval matrix exists

Not triggered if matrix is not defined

How This Update Works in Real Life

During the process of updating PAN information in the system, a retailer mistakenly input a name that was slightly misspelled. The system promptly identified the discrepancy, leading to a swift adjustment on the second try. No assistance calls, no hold-ups. “It identified the mistake prior to submission—I corrected it in moments and proceeded.” What might have developed into a lengthy problem was addressed immediately, due to the integrated verification.

Advantage for Business

Immediate responses for mistake rectification.

Reduced manual mistakes through name validation logic.

Quicker KYC via automated verifications.

Enhanced security and data precision.

Transparent responsibility with directed actions.

GSTR-1 Reports That Actually Separate B2B and B2C

Submitting GST returns is already complex. Picture generating a report that combines B2B and B2C sales on a single sheet, offering no means to differentiate between the two. That was the previous GSTR-1 report. Users were required to manually extract, clean, and reorganize data—an exasperating task that consumed hours.

The absence of clarity wasn’t merely a frustration. It posed a genuine danger. Errors in tax submissions, inaccurate reporting, or late filings were frequently encountered.

The Solution: We reworked the GSTR-1 report to provide distinct, clear perspectives on B2B and B2C HSN information. Users can now easily determine which transactions fit into each category—including returns and type of customer.

How it Works:

The HSN summary is now split into two separate sheets:

HSN (B2B) for enrolled clients

HSN (B2C) for non-registered users

Every sheet presents transactions categorized by HSN and filtered according to customer type.

The report includes only bills that have been delivered.

Complete and partial sales returns are now included.

How This Update Works in Real Life

A tax advisor overseeing KYC for various clients would spend hours organizing and formatting Excel spreadsheets. The latest update enables the system to produce two polished, upload-ready reports immediately. “It’s a lifesaver.” What used to require hours of manual work is now completed in minutes—precise, effortless, and prepared for use.

Advantage for Business

Clear separation between B2B and B2C HSN information.

Decreased manual effort in data processing.

Enhanced precision in GST return submission.

Quicker, more effective compliance procedure.

Billing That Remembers Past Prices

A distributor provides the identical product to the same client each week. However, every time they invoice, they must recall the price that was previously utilized. Occasionally they estimate, occasionally they look over a previous invoice. In either case, it requires a lot of time and is susceptible to mistakes. Variable pricing results in disagreements, uncomfortable conversations, and audit complications.

The Solution: We incorporated historical price data into the billing interface. Starting from the second invoice, the system automatically informs the previously used price for that specific product-customer pair. It remains editable, but at least the price is visible.

How it Works

The system records the modified rate as the ‘Last Billed Price’ solely if:

The invoice is labeled as Delivered.

The combination of customer and product aligns with the earlier transaction.

Starting from the second invoice, the most recent billed price fills in automatically.

The pre-populated rate can still be modified for manual adjustments.

Applies solely to Distributor Billing (excluding O2B or SFA orders)

Improvements occur solely at the time of invoice generation to ensure minimal interruption.

Discounts and promotional schemes will not be applicable if the historical pricing configuration is active.

How This Update Works in Real Life

A shopkeeper who previously depended on a physical notebook to record previous prices now observes that the accurate amount is automatically filled in during checkout. “It’s similar to automatic billing.” What was once a manual, error-laden process is now instantaneous and smooth—resulting in quicker and more precise transactions.

Advantage for Business

Consistent pricing for repeat customers

Reduced manual input during billing

Improved audit traceability across transactions

Enhanced pricing efficiency and accuracy

Conclusion

Each of these updates may seem small on their own—but they’re all rooted in the same idea: solving real problems that disrupt real work.

Whether it’s a retailer unsure who to contact, a distributor blindsided by stock transfers, or a user stuck in KYC limbo, these aren’t abstract issues. They’re daily roadblocks that chip away at trust, efficiency, and time. With this release, we’ve worked to remove those blockers—not just by fixing bugs, but by rethinking how the system should behave in the first place.

From smarter visibility and approvals to better compliance and data consistency, these changes are designed to make the everyday smoother, faster, and more reliable for everyone involved.

We’re not just adding features—we’re removing friction. And we’re just getting started.

Want to check how Botree DMS works for your business?

About the Author

Meet Christina Evangelin Ebinezer, our dynamic marketing associate at Botree Software. With a background in HR and marketing, and prior experience as a content writer, Christina brings a sharp eye for storytelling and a knack for crafting engaging blogs and marketing content. She’s passionate about turning ideas into words that drive impact. Outside of work, Christina finds joy behind the piano keys or the wheel—whether she’s playing a soulful tune or cruising down open roads.

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Smarter Contact Access & Cleaner KYC: What's New in DMS 2.18

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Know Who to Call: Sales Hierarchy Now Visible in Retailer App

How it Works:

How This Update Works in Real Life

Advantage for Business

No More Blind Transfers: IDT Now Needs Approvals

How it Works:

How This Update Works in Real Life

Advantage for Business

KYC That Gets the Name Right

How it Works:

How This Update Works in Real Life

Advantage for Business

GSTR-1 Reports That Actually Separate B2B and B2C

How it Works:

How This Update Works in Real Life

Advantage for Business

Billing That Remembers Past Prices

How it Works

How This Update Works in Real Life

Advantage for Business

Conclusion

About the Author

Christina Evangelin Ebinezer

Marketing Associate

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