BPS CA — inventory reconciliation for distributors
BPS CA is a cloud inventory reconciliation app for wholesalers and distributors that sits on top of Tally Prime, Zoho Books, Xero or QuickBooks Online and only moves stock after the bill, the books and the delivery proof agree.
Your books say 100 cartons. Your warehouse has 92.
In most accounting software, stock moves the moment a bill or invoice is entered — not when goods physically arrive or leave. Short deliveries, dispatches without paperwork, duplicate entries and pilferage all hide in that gap until the next stock count.
BPS CA closes it. Synced entries and uploaded bills wait as pending trades, and stock only changes once the physical proof is in and an Admin confirms.
Stop silent shrinkage
Stock doesn’t move on a PDF upload or a ledger sync alone.
Keep your books
BPS CA doesn’t replace Tally Prime, Zoho Books, Xero or QuickBooks Online. It sits on top as the physical and operations layer.
Match how distributors work
Bulk buys against supplier bills, many small sales from the ledger, and a signed gate pass or delivery note at the end of the day.
See demand early
Reorder from real dated sales, not min/max guesses in a spreadsheet.
Company and role safety
Each company’s data is isolated, Admins use multi-factor sign-in, and every approval leaves an audit trail.
From ledger entry to confirmed stock, in four steps.
Purchases get the full three-way check. Sales and samples — where the bill is your own — get books plus dispatch proof.
Sync your ledger
Purchase and sale lines arrive from Tally Prime, Zoho Books, Xero or QuickBooks Online as pending trades. Nobody re-keys an invoice, and the same invoice never counts twice.
Upload the supplier bill
Accountants upload the morning bill as a PDF or photo and OCR reads it into a draft. Saving it creates a pending trade — never live stock.
Attach delivery proof
At the end of the day, a photo of the signed delivery note, delivery challan or gate pass is attached. The back is optional, for a stamp or signature.
Confirm
When books, bill and proof agree, an Admin confirms — or opt-in auto-confirm handles clean matches. Only then does stock move.
Eight controls that fire before stock moves.
Each feature keeps its BPS CA name (small, above) so you can find it in the app — and says in plain words what it does.
Matches bills, books and delivery proof
Every purchase is checked across your ledger entry, the supplier bill and the signed delivery proof. Quantity and total mismatches show as red badges before anyone confirms.
Moves stock only on confirmation
Uploads and syncs never change inventory. Stock updates only when an Admin confirms — or when opt-in auto-confirm sees a clean match with proof attached.
Flags supplier overcharging
Each inward price is compared with that supplier’s 90-day history for the product. An unusual jump shows as “Anomaly: +X%” before the stock is confirmed.
Tells you when to reorder
Average daily sales over 30 and 90 days, days of stock left and reorder points from real dated sales — with an urgent flag when stock won’t outlast the supplier’s lead time.
Catches voided and duplicate invoices
If a synced invoice is cancelled in your ledger, its pending trade is marked VOIDED and can’t be confirmed. Re-syncs never create duplicate trades, and every line shows its source.
Moves stock between warehouses, audited
Transfers between facilities are concurrency-safe and logged, and they never pose as sales in your demand figures.
Gives buyers their own statements
Your customers sign in to see their own statements and PDF invoices — never a shared password sheet.
Keeps every job separate
Accountants upload bills and bridge the ledger. Admins approve, see analytics and manage staff and settings. Clients see only their own statements.
Works with the books you already keep.
BPS CA reads purchase and sale lines — including named tax lines for GST, VAT or sales tax — from your ledger. Your accounting stays where it is.
Tally Prime
A small Windows agent on the PC that runs TallyPrime sends entries securely to BPS CA.
Zoho Books
Connected by an Admin with a secure cloud sign-in (OAuth) — no passwords shared.
Xero
Connected by an Admin with a secure cloud sign-in (OAuth) — no passwords shared.
QuickBooks Online
Connected by an Admin with a secure cloud sign-in (OAuth) — no passwords shared.
Companies can work in USD, AED, INR or GBP. Setup steps for each ledger: BPS CA guide.
What BPS CA calls it, and what you might call it.
| In BPS CA | What you might call it |
|---|---|
| Evening slip | delivery note, delivery challan, gate pass, dispatch slip, proof of delivery (POD) |
| Morning bill | supplier invoice, purchase bill, vendor bill |
| Asymmetric Trade Match | three-way match, bill vs goods check, PO–GRN–invoice match |
| Pending trade | an entry waiting for approval |
| Warehouse | godown, stockroom, depot, store |
| ADU (average daily usage) | average daily sales, run rate |
| DIR (days of inventory remaining) | days of stock left, stock cover |
| ROP (reorder point) | reorder level, minimum stock level |
| Silent shrinkage | pilferage, leakage, stock loss, missing stock |
| Pricing anomaly | supplier overcharge, price creep |
Why not a spreadsheet, a stock module or a new ERP?
| Approach | Keeps your accounting software | Stock waits for physical proof | Effort to adopt |
|---|---|---|---|
| Spreadsheet plus a periodic stock count | Yes | No — gaps surface at the next count | Low to start; hours at every count |
| Your ledger’s own stock features | Yes | No — stock moves when the entry is made | None |
| A separate inventory app | Usually, through a sync | Varies by product | Days to weeks |
| Replacing everything with a full ERP | No — it replaces the ledger | Configurable | Often months |
| BPS CA | Yes — it sits on top | Yes — every change waits for confirmation | Connect a ledger, pair your accountant |
Three plans. The first month costs a few dollars.
- 1 warehouse · 2 seats
- 500 synced trades a month
- Three-way match, ledger sync, OCR bills
- Duplicate-entry protection
- 3 warehouses · 5 seats
- 5,000 synced trades a month
- Adds reorder alerts and forecasting
- Adds pricing anomalies and FIFO credit allocation
- Unlimited warehouses, seats and trades
- Adds the client portal
- Adds multi-warehouse routing and FX on confirm
- Adds the global tax ledger
Prices in US dollars as listed on the BPS CA pricing page on 21 September 2026; yearly billing saves 10%. Email support with a 48-hour first response on every plan. See current pricing.
Built for data you can’t afford to lose.
- Listed on the CSA STAR Registry at Level One (CAIQ v4.0.3 self-assessment) since 14 September 2026
- Multi-factor sign-in for Admins (authenticator app plus backup codes); email one-time codes for accountants and portal users
- Each company’s data isolated with database row-level security
- TLS 1.2+ in transit; AES-256 encryption at rest
- Passwords hashed with Argon2id
- Annual third-party penetration test (VAPT)
- Recovery objectives: RPO ≤ 24 hours, RTO ≤ 8 hours
- No national ID numbers collected from staff
Security details · Data Processing Agreement · Privacy policy
BPS CA: common questions
What is BPS CA?
BPS CA is a cloud inventory reconciliation app for wholesalers and distributors that sits on top of Tally Prime, Zoho Books, Xero or QuickBooks Online and only moves stock after the bill, the books and the delivery proof agree.
Does BPS CA replace Tally, Zoho Books, Xero or QuickBooks?
No. Your accounting stays in the ledger you already use. BPS CA reads purchase and sale lines from it and adds the physical check — bills and delivery proof — before any stock moves.
Why doesn't my stock match my accounting books?
Most accounting software moves stock the moment a bill or invoice is entered, not when goods physically arrive or leave. Short deliveries, dispatches without a bill, unrecorded damage, duplicate entries and pilferage all open a gap. BPS CA holds every entry as pending until physical proof is attached and an Admin confirms it.
What is a 3-way match in BPS CA?
For purchases, BPS CA compares three records: the entry in your ledger, the supplier bill (read by OCR) and the signed delivery proof. Quantity and total mismatches are flagged in red, and stock moves only after an Admin confirms. Sales and samples are checked against the ledger entry and the dispatch proof.
What counts as delivery proof?
A photo or scan of the signed delivery note, delivery challan, gate pass or dispatch slip. The front is required; the back is optional, for a stamp or signature. An Admin can waive the requirement for a specific trade, and the waiver is flagged in the audit trail.
Can BPS CA tell me when to reorder?
Yes, on the Professional and Enterprise plans. It calculates average daily sales over 30 and 90 days from your dated sales, days of stock left, and a reorder point from each supplier's lead time, and marks an item urgent when its stock will not outlast that lead time.
Does BPS CA work with GST and VAT?
Yes. Tax lines come across by name — GST, VAT or sales tax — rather than in one country's fixed format, and companies can work in USD, AED, INR or GBP.
How much does BPS CA cost?
Starter is $29 a month, Professional $69 and Enterprise $179, in US dollars. The first month costs $1, $5 or $10 respectively, and yearly billing saves 10%.
Is BPS CA secure?
BPS CA is listed on the CSA STAR Registry at Level One (a CAIQ v4.0.3 self-assessment). Admins sign in with multi-factor authentication, data is encrypted in transit (TLS 1.2+) and at rest (AES-256), each company's data is isolated with row-level security, and a third-party penetration test runs every year.
Where do I log in to BPS CA?
At erp.bpsfuturetech.com/login.
Page last updated 21 September 2026.