Sell on a visit

Once you have checked in, the customer’s page offers four buttons: New Order, Create Invoice, Record Payment and Return. The server prices every line for the customer, checks your van’s stock and the customer’s credit, and books the document the moment you send it.

Take an order

Take an order when the customer wants goods delivered later, or when your van does not carry them.

1. On the customer’s page, tap New Order. The Product Catalog opens with the items you may sell and the stock in your van.
2. Find each item by searching, or tap Scan barcode and point the camera at it.
3. Set the quantity against each item, then tap Add to cart.
4. Tap View cart. Current Order shows each line with its price and tax, and the Subtotal, Tax and Total.
5. Change a quantity by tapping the line, or remove a line with the trash icon.
6. Tap Confirm Order.

The order is sent and shown on screen with its number. It arrives in Sales as a draft order, with you as the sales rep and your van as the warehouse, for you or the office to confirm. You can follow it in My Orders.

Invoice on the spot

Invoice when you hand the goods over from your van there and then.

1. On the customer’s page, tap Create Invoice, add the items and tap View cart, as for an order.
2. Check Current Invoice.
3. For a customer who pays on credit terms, switch on Collect Payment Now if they are paying today, and pick the Payment Method. Leave it off to put the invoice on their account.
4. Tap Generate Invoice. For a customer who pays on delivery, pick the Payment Method when asked.

The invoice is posted at once: the goods leave your van, the customer owes the amount, and the books are updated. When you collected, the payment is recorded against the invoice and booked into your cash account for Cash, or your clearing account for Card and Bank Transfer. The invoice opens on screen, ready to print or share. When e-invoicing is set up, it carries the e-invoice QR code.

The invoice and its payment go through together or not at all. If the payment cannot be recorded, the invoice is not made either: nothing leaves your van and the customer owes nothing, so you can fix the cause and send it again.

Example

A grocery shop on cash terms buys 12 crates of water. You tap Create Invoice, add the crates, tap Generate Invoice and pick Cash. The shop’s invoice is paid in full, the crates leave your van, and the cash counts towards what you hand over tonight.

Change a price or give a discount

What you may change depends on your rep profile and role.

• For a discount on one line, tap + Discount under the line, enter a percentage or an amount in Edit Discount, and tap Save.
• For a discount on the whole order or invoice, tap + Discount beside the totals.
• To change a price, when you may, the unit price is underlined. Tap it, enter the new price in Price (Inc. VAT) or Price (Excl. VAT), and tap Save.

The server checks every discount against your maximum and every price against your permission when you send the document, and refuses it if either is exceeded.

Record a payment

Record a payment when a customer pays off what they owe, with or without buying today.

1. On the customer’s page, tap Record Payment. The customer’s Balance is shown at the top.
2. Enter the Amount.
3. Pick the Payment Method: Cash, Card or Bank Transfer.
4. Enter the card slip or transfer number in Reference / Check No., and any Notes.
5. Tap Save. If the amount is more than the customer owes, confirm the over-payment.

The payment is recorded in Receivables and settles the customer’s oldest open invoices first. Any amount left over stays on the customer’s account as a credit. A Payment Receipt opens on screen; tap Print receipt or Share receipt.

To collect against the invoice you have made on this visit, tap Record Payment on the invoice screen instead: the payment then settles that invoice.

Take a return

Take goods back when a customer returns damaged, expired or unwanted items.

1. On the customer’s page, tap Return.
2. Tap Add items and pick the items coming back.
3. For each line, enter the Qty and pick the Condition: Good, Damaged or Expired.
4. Add Notes for the office, and check the Return Total.
5. Tap Submit Return.

The return arrives in Sales ‣ Transactions ‣ Returns. Depending on your company’s settings, it is approved and the goods received into your van at once, or it waits for the office. The customer is credited when the return is settled.

Print or share a document

On an invoice or receipt screen, tap Print Invoice or Print receipt to print on your Bluetooth printer, set up as in Connect a receipt printer. Tap Share to send the invoice as a PDF through any app on your phone.

Sell for a rep in your team

If you are a supervisor, the cart, the payment and the return screens show a picker above the lines: Sales rep and warehouse for orders and invoices, Sales credit to for payments. It starts on Myself. Pick a rep from your team to book the document to them; orders and invoices then use that rep’s van, and the server confirms the stock.

Messages you may meet

Message	What to do
Start a visit first to continue	Check in to the customer first.
Different customer in cart	Your cart holds items for another customer. Tap Discard cart to start again, or Keep to go back.
Credit limit exceeded — new orders may fail the credit check	The customer is over their limit. Ask them to pay, or ask the office to raise the limit.
Invalid discount	Enter a discount within your maximum.
The van has no Cash account configured, so the collection cannot be recorded. (or Card, BankTransfer)	Nothing was invoiced. Ask the office to set the cash or clearing account on your rep profile, then invoice again.