Van sales
Load a van from the depot in the morning, bill shops from it in the salesman app, and unload what is left in the evening. Each bill is a posted GST invoice paid by cash, UPI or credit, and the day ends with the cash counted against the bills.
PLANSScale only
Built and tested on our systems; the app has not yet run on a phone and is not in the app stores yet.
The problem it solves
- The van leaves with goods on a paper list, and nobody can say what came back.
- Bills are written by hand at the shop and typed in at the office days later.
- Cash handed in at night does not match the bills, and the gap is found at month end.
- Goods sitting in the van are missing from the depot's stock, or counted twice.
How it works
- Add each van under Configuration > Places and Field Work > Vans with its vehicle number, salesman and depot. The van gets its own stock place inside the depot.
- Each morning, open Field Sales > Van Days, add the Load lines (item and quantity) and press Load the Van. The goods move from the depot to the van at once.
- In the SmartMy Distribution app the salesman sees the van card on Today. It shows what is in the van, the bills made today, and cash, UPI and credit taken.
- At a shop he presses Bill from van, enters quantities from what the van holds and chooses Cash, UPI or Credit. For UPI the app asks for the reference.
- Make the bill posts the GST invoice and, for cash or UPI, books the payment. Share on WhatsApp sends the shop a link to its bill.
- In the evening, Unload moves everything left back to the depot. Enter Cash Handed In and UPI Seen in the Bank, then Settle: the day shows what is short or in excess.
Everything it does
Vans
- Each van has a name, vehicle number, salesman and depot
- Its stock place is made inside the depot when the van is saved
The van's day
- A number from its own series (VAN/year/...) and a date
- Statuses: Loading, On the Road, Unloaded, Settled
- Load lines change only while Loading; the Loading and Unloading transfers are linked on the day
- Filters On the Road and To Settle
- A salesman sees only his own van days; area managers see all
Billing at the shop (app)
- Only items in the van are offered, with the quantity left
- A bill for more than the van holds is refused, naming the items short
- Prices come from the shop's price list, else the item's sales price
- Each bill is an order from the depot, delivered from the van and invoiced at once
- Paid by Cash, UPI or Credit: cash goes to the Entity's cash journal, UPI to its bank journal, credit stays owed
- The bill's link can be shared with the shop on WhatsApp
Settlement
- Cash Taken, UPI Taken and On Credit are added up from the day's posted bills
- Short (-) / Excess (+): cash handed in against cash taken, plus UPI seen against UPI taken when you fill it in
- Settle writes the amounts into the day's history; the handed-in amounts are then locked
- A Notes field for the reason of a difference
Who uses it
Depot or area managerLoads the van in the morning, unloads it in the evening and settles the day.
SalesmanBills shops from the van in the app and hands in the cash.
AccountsChecks the short or excess, and follows credit bills in the shop's account.
Distribution AdministratorAdds the vans, their depots and salesmen.
Where you use it
- Web: Distribution > Field Sales > Van Days, and Configuration > Places and Field Work > Vans
- The SmartMy Distribution app: the van card on Today and Bill from van on a shop. Built and in testing, not in the app stores yet
- WhatsApp: the bill's link, shared from the salesman's phone
- Not offline: a van bill needs signal, even where the offline app keeps orders and visits
- Not printed at the shop yet: Bluetooth receipt printing is built but held until a printer model is tested with you
What you control
Settings
- Per van: its depot and its salesman
- Shop prices: the shop's own price list, else the item's sales price
- The Entity's cash journal for cash and bank journal for UPI
Questions
Can the salesman bill more than is in the van?
No. The app offers only what the van holds, and a bill for more is refused with the names of the items that are short.Is a credit sale checked against the shop's credit limit?
No. Van bills are not held for credit or overdue bills, as dealer orders are. A credit bill stays owed in the shop's account and shows in its ageing.Are schemes applied on van bills?
No. A van bill takes the shop's price list. Schemes apply to dealer orders and retailer orders.Can the bill be printed at the shop?
Printing on a 58 or 80 mm Bluetooth receipt printer is built, with the GSTINs, taxes and a QR of the bill's link. It is held until a printer model is tested with you. Until then the salesman shares the bill on WhatsApp.Does it work without signal?
No. Each van bill is posted at once, so the phone needs signal at the shop.Related features
RETAILERS AND FIELD SALESBeats, visits and the salesman's day with km claimEach salesman gets his beats and their days. He starts the day in the app with a photo, checks in at shops against their pin, and ends the day. With SmartMy HRMS the kilometres can be claimed.RETAILERS AND FIELD SALESCollections and targets for salesmenSalesmen record cash, UPI and cheques collected at the shop; the office marks each one received and books it as a payment against the dealer. Monthly targets by value, for a salesman or a dealer, show what is achieved from confirmed orders.LARGE NETWORKSThe salesman app, also offlineThe SmartMy Distribution app for Android and iPhone runs the salesman's day: the beat, visits, orders, collections, forms and new retailers. On Scale it keeps working without signal and sends what was done, in order, when the phone is back online.GST (INDIA)E-invoice and e-way billFor Indian entities, posting a B2B invoice registers it on the government e-invoice system and prints the IRN and signed QR on it. E-way bills come from the invoice or the delivery. SmartMy talks to NIC itself, directly or through your GSP.ACCOUNTINGFull accounting with GST returnsDealer invoices, van bills, collections, claim and return credit notes all post into the same books, with the depot on every line. Scale adds the full accounting screens and reports, from ledgers with drill-down to cash flow, and GSTR-1 and GSTR-3B worked out for Indian entities.DEALERSDealer status and ageingEvery dealer is Prospect, Active, On Hold or Closed, and the status decides whether its orders flow and whether its portal is open. Dealer Ageing shows what each dealer owes by how long it is overdue, by area, dealer and salesman.
See your market on it.
Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.