Van stock

A rep’s van is a warehouse of its own. The rep asks for stock from the rep app, and returns what is left at the end of the day. Each request is a transfer between the van and the warehouse that supplies it, and the back office posts it once the goods have really moved. At the end of the day the rep counts the van, and a supervisor checks the count.

Prepare a van

Set the van up in Inventory as a Mobile warehouse with a Parent warehouse, as in Set up a sales rep’s vehicle. Then pick it as the Warehouse on the rep’s profile. A rep can load and unload only when their van has a parent warehouse, and can load only the items in their catalog.

Post a van load or unload

When a rep asks to load their van, the rep app raises a draft transfer from the parent warehouse to the van. An unload is the same in the other direction. Nothing moves until you post it, so post it once the goods have been handed over.

1. Go to Inventory ‣ Stock control ‣ Transfers and open the draft transfer. For a load, the Warehouse is the parent warehouse and To warehouse is the van; for an unload, the other way round.
2. Check the lines against what was handed over.
3. Click Post, then confirm in the dialog.

The transfer shows Posted: the stock has left one warehouse and arrived in the other, and the rep app shows the transfer as Posted in the rep’s Transfer History. See Post a transfer for what posting books.

Caution

Until a load is posted, its goods are not in the van on record. The server checks van stock when the rep invoices, so an unposted load can make the rep’s invoices fail for lack of stock.

To refuse a request, void the draft: it is dropped without moving anything. Posting and voiding transfers need Approve on Stock transfers.

Example

A snacks wholesaler’s rep asks for 20 cartons of crisps before leaving the depot. The storekeeper counts the cartons into the van, opens the draft in Transfers and posts it. The rep’s phone now shows 20 cartons in the van, and the first invoice of the day goes through.

Review the end-of-day van count

At the end of the day the rep counts the van in the rep app. The count arrives in Inventory as a stock count on the van, already submitted for review.

1. Go to Inventory ‣ Stock control ‣ Stock counts and open the van’s count with the status Under review.
2. Check the differences between the stock on record and what the rep counted.
3. Click Close count, then confirm.

The count shows Completed, and one adjustment posts every difference to the van’s stock and the books. See Close a count.

Close each count before the rep’s next end of day: the rep cannot start a new count on the van while an earlier one is still under review, and so cannot hand over their cash either.

Messages you may meet

When a rep’s Stock Transfer button stays greyed out after they start their day, their profile has no van or their van has no parent warehouse: fix the rep’s profile or the van in Inventory.

Message	What to do
An earlier inventory count is awaiting review. Ask your supervisor to review and close it before starting a new count for this workday.	The rep sees this in the rep app. Close the van’s earlier count in Stock counts.