1. A customer order, from the order to everyone being paid
Customer orders (website, WhatsApp, or a rep / shop orders for them)
│ gets an ORDER NUMBER (RMK-2026-000123) and a 4-digit COLLECTION PIN
│ pays the CONSUMER PRICE = base price + RMK 9.5% + shop 22% + cash/payment management 5%
│ chooses Cash (only at a shop with an RMK facility), EFT or PayFast (a card minimum may apply)
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Status "Waiting for the shop" ─► the shop ACCEPTS or DECLINES (Orders to approve on Shop home)
│ not answered within 24 business hours ─► declined automatically
│ declined ─► the customer chooses another shop, another way to pay, or cancels
│ shops may set rules to accept some orders automatically
│ NOTHING IS PAID YET: the customer is told "Your order is accepted – pay now" when the shop accepts
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Customer pays ── PayFast: from the link in the message (PayFast's fee is recorded)
│ ── EFT: to RMK's bank account with the order number; paid when the bank line is matched
│ ── Cash: a CUSTOMER CASH ORDER: the shop owes RMK the RETAILER PRICE through its facility from
│ delivery and takes the cash from the customer; the difference is the shop's (its 22% and the 5%)
│ ── store credit and loyalty vouchers can pay part or all of it
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RMK staff approve the weekly BUYING PLAN ─► purchase orders (POs) to wholesalers
│ status "Purchasing"; "Expected" dates show on the shop's deliveries
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LOADING BAY: the goods are packed into crates per shop at the wholesaler (or received at the depot and packed)
│ SHORT SUPPLY? The customer's order stays whole: the customer chooses REMOVE the item (money back as store
│ credit, or a refund on request) or a SUBSTITUTE staff offer; WAIT (next delivery, at the LOWER of the price ordered
│ and today's price; a paid order gets a fall back as store credit) only
│ once RMK packs at its hub. No answer in 24 hours = the item is removed. A shop's short stock follows as a
│ BACK ORDER at the LOWER of the original and today's price (RMK absorbs a rise; a local supplier is paid
│ the lower of its original and today's price, so RMK has no cost on its goods).
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Staff plan and approve the DELIVERY RUN ─► driver loads crates by scan, starts the route
│ status "In transit"
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Driver delivers at the shop, scans the crates, the shop types its DELIVERY PIN on the driver's phone
│ status "Ready for collection" (the customer is told); a cash order's debt starts on the facility
│ the TAX INVOICE is issued now (PDF on the order page; held until RMK's VAT number is filled in)
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Customer collects: gives the COLLECTION PIN, the shop taps "Handed over"
│ status "Collected" (cash is paid now) · not collected within 14 days ─► "Not collected – shop stock"
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CLOSED. The ledger records (% of the base price):
customer with NO sales rep: RMK 9.5% · shop 22% · cash/payment management 5%
customer with a sales rep: RMK 9.5% · shop 15% · rep 7% · cash/payment management 5%
(the 5% is RMK's on PayFast and EFT orders and the shop's on cash orders; the shop share goes to the shop
where the order was collected)
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Month-end: staff create commission PAYOUTS (EFT, or credit against a shop's facility) and mark them "Paid"
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RMK pays the wholesaler (the bank line is matched to the PO) ─► everyone is paid
2. The retailer credit cycle
Shop applies (5-step application) ─► RMK approves the shop
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Shop applies for stock credit (Credit facility ▸ Apply)
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RMK staff look at the score and approve a limit (Loan book ▸ the shop ▸ Approve)
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Shop places a stock order and chooses "credit"
│ a DRAWDOWN is requested; orders over the available credit are refused
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RMK buys the goods (from a wholesaler, or a local producer at a drop-off point)
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Goods delivered to the shop (delivery PIN) ─► the drawdown is disbursed: the debt starts at delivery
│ (a stock order split over two loads becomes two drawdowns, one per delivered part)
│ interest 24% a year, from the day after the drawdown (when the owner has switched interest on)
│ local suppliers' goods are a separate drawdown on RMK own funds (SEDFA only once SEDFA confirms)
│ customer cash orders the shop accepted are drawdowns too, at the retailer price, shown apart
│ ("customer cash orders") on the statement and the loan book
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Stock order "Delivered"
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1st of each month: interest is charged; 3 monthly INSTALMENTS fall due on the 1st
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Shop pays by EFT with its loan reference (LRMK…), and/or its commission is paid as credit against the facility
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CLOSED: balance R0, the whole limit is available again
3. The supplier cycle
RMK staff invite the supplier (Supplier logins) ─► the supplier sets a password
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Every week: the supplier uploads a price list (a draft) and suggests matches for products RMK did not recognise
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RMK staff check, confirm matches and "Approve and reprice" ─► shop prices update
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For bigger buys: RMK sends an RFQ (request for quotation) ─► the supplier bids (and may change the bid
until the RFQ closes; each change is a new version)
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The RFQ closes ─► RMK evaluates the bids and approves the award ─► a PURCHASE ORDER (PO)
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Supplier confirms the PO ─► delivers ─► RMK receives the goods by scan
│ SHORT SUPPLY (less than ordered) is recorded: short goods are never paid
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RMK pays what was delivered (the outgoing bank line is matched to the PO)
│ goods a shop returns because of the supplier ─► a CLAIM (debit note) to the supplier
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CLOSED: the PO is received and paid; the supplier's performance (fill rate, returns) is updated
4. Local suppliers (producers and manufacturers)
RMK staff add the supplier (premises, GPS, products with unit of sale, grade rules and the SUPPLIER'S PRICE)
│ ─► login invitation. Grade A and grade B are separate offers, each at the supplier's own price.
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Super Deal Maker reviews it (site visit) ─► approved / approved with conditions / rejected, next review date
│ no review, rejected or overdue = blocked: not ordered from, not invited to RFQs, no deliveries
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A learner asks to coordinate it and declares any family link ─► RMK staff approve the link
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PRICES: shops pay the supplier's price S (no RMK markup) · recommended selling price = S x 1.27 (also the app's
consumer price) · a new price starts on a date the supplier picks, at least 3 days ahead
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A shop orders (catalogue: "Local suppliers"; it sees how the goods come and the expected days)
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How the goods reach the shop (DELIVERY MODE, per supplier, product or village):
├─ A DROP-OFF POINT: landed cost ─► a PO for the nearest drop-off point and the next day; the supplier brings
│ it; the shop weighs, GRADES (A / B / reject) with photos; both PINs ─► RMK owns it (shop's CUSTODY) ─►
│ RMK picks it up on a route (scan-out with the shop's PIN) and delivers it
├─ B DIRECT STORE DELIVERY: the order goes on the supplier's delivery list (deliver within 3 days); at the shop
│ the shop counts, grades and takes photos on the supplier's phone and confirms with its PIN; RMK does
│ not buy or carry it
└─ C RMK COLLECTS: a pickup stop at the supplier's premises; the driver counts and grades, the supplier
confirms with its PIN; the trip's DETOUR COST is the supplier's
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Shops confirm delivery with their PIN (debt starts) · refused or short goods are not paid and not charged
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Month-end: supplier STATEMENT (paid by EFT by the 7th). Taken off the goods accepted (% of S):
platform, payment collection and credit 9.5% · coordinator 5% (when linked) ·
A: drop-off handling 10% (paid to the shop) + transport 3% · B: nothing more · C: transport 6% + detour
R20 example with a coordinator: B R17.10 · A R14.50 · C R15.90 less the detour
5. Loading-bay packing and purchase orders
Open orders ─► ONE consolidated purchase order per wholesaler (no shop names on it), with RMK's own allocation
of every PO line to the shops behind it ─► sent only when the PO and the allocation match (PDF and e-mail)
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At the wholesaler's LOADING BAY (or at the depot): staff pack per shop with the scanner
│ scan a crate label ─► scan each item into it ─► close the crate (one shop order per crate)
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SHORT SUPPLY: staff record how much less came ─► RMK shares the shortage over the orders (customer orders first,
│ then the oldest shop orders; or pro rata) ─► staff check and CONFIRM
│ ├─ shop stock orders: the short goods follow as a BACK ORDER in the next cycle (debt only for what came)
│ └─ customer orders: held; the customer chooses wait, remove or a substitute
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Shortages and exceptions are recorded; the PO RECONCILIATION shows PO line ─► shops ─► drawdowns ─► deliveries
│ differences are on the exceptions list until they tie
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The crates go on the delivery run as usual
7. Returns and credit notes
Shop: My shop ▸ Returns ▸ the delivered goods, quantity, reason (damaged, wrong item, expired, short delivered,
│ quality) and photos ─ within 7 days of delivery (1 day for fresh produce)
│ (a customer brings faulty goods back to the shop: the shop returns them on the customer's order)
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RMK staff: Returns ─► approve, partly approve or reject (with a note)
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CREDIT NOTE (CN-2026-00001, a tax credit note, PDF) at the price charged
(held "waiting for VAT number" while RMK's VAT number is blank; the credit below is given at once):
├─ goods on the facility: the debt is reduced AS AT THE DELIVERY DATE; interest is worked out again from then
│ (a part paid with the shop's store credit goes back to its store credit)
├─ paid by EFT or PayFast (or a shop's paid stock order): RMK STORE CREDIT for whoever paid; they may ASK FOR
│ A REFUND INSTEAD on the order page (it goes to Refunds to make)
└─ the shop's, rep's and RMK's shares on those goods are reversed
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The goods: collected on the next truck (the driver scans the return label) or written off at the shop
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Supplier at fault? A CLAIM (debit note DN-2026-00001): a local supplier's comes off its next statement; a
wholesaler's is listed for staff to claim
6. Month-end
Last day of the month
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1st, early morning (automatic jobs):
├─ interest is charged on every facility (if the owner has switched interest on)
├─ instalments fall due; the loan book and arrears are refreshed
└─ credit scores are recalculated
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RMK staff:
├─ import the last bank statements and clear "To check" (Bank payments)
├─ check the Collections list (overdue shops) and follow up
├─ create and pay commission payouts for the month (Commission payouts)
├─ download the SEDFA pack (SEDFA reports: Excel and PDF)
└─ download the ACCOUNTING EXPORT for the accountant (Excel, or CSV per sheet) and, at the end of a VAT
period, the VAT201 SUMMARY (for the accountant to check before filing)
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Owner: reads the owner dashboard for the month that ended (← to go back a month)
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December only: loyalty vouchers (2% of the year's purchases) are issued; supplier claim statements
(Loyalty supplier claims) are sent to suppliers who fund a share