Expenses and reconciliation

Van expenses

Where

Van Sales → Van Expenses

Plan

All plans

Permission

Van Sales → Expense

Feature

Modules → Van Sales

1. Go to Van Sales → Van Expenses and click New expense.
2. Choose the Van.
3. Choose the Trip. Only open trips are offered.
4. Set the Type — Fuel, Maintenance, Toll, Driver allowance, Loading, Parking or Other.
5. Enter the Amount and the Date. Leaving the date blank stamps today.
6. Type the Payment method — this is a free-text box, not a list.
7. Add the Receipt number, Description and Notes.
8. Leave Paid from van cash on if the driver paid out of the takings. Turn it off if the business paid it another way.
9. Click Save.

Paid from van cash is the switch that matters. With it on, the expense is deducted from the cash the driver is expected to hand in at reconciliation. With it off, it is not.

The Number column is always empty

Van expenses have no numbering and the form has no box for one, so this column shows — on every row. Use the receipt number and date to identify an expense.

The Van cannot be changed when editing

Reopen a saved expense and the Van dropdown still opens and lets you pick — then silently keeps the original. Delete the expense and enter it again instead.

Post does not work here either

A van expense is a real accounting document — posting it charges the expense account and credits the van’s cash float. But as with van sales and returns, the Post action cannot succeed: the app only offers it on a draft, and the server only accepts a completed expense.

Record expenses anyway — reconciliation reads them regardless of whether they have been posted, so the cash figures below are still right. Only the bookkeeping entry is missing.

Reconciling a trip

Where

Van Sales → Van Reconciliations

Plan

All plans

Permission

Van Sales → Reconciliation

Feature

Modules → Van Sales

This is the end-of-day settle-up: counting the driver’s cash and accounting for the stock that went out.

1. Go to Van Sales → Van Reconciliations and click New reconciliation.
2. Choose the Trip. Only open trips are listed. Van fills itself in and is locked — “Set from the selected trip”.
3. Set the Reconciled date.
4. Count the money the driver hands over and type it into Actual cash. This is the only figure you enter.
5. Add Variance notes explaining any difference, and any other Notes.
6. Click Save.

Everything else is worked out by SaleSprint. On the form those boxes are greyed out and read “Calculated on save” — “Derived from the trip’s sales, returns and expenses”.

Then, from the row menu, in this order:

7. Submit
8. Approve
9. Post

The figures, and where each comes from

Figure	How it is worked out
Actual cash	What you typed — the money actually counted in
Expected cash	Paid, completed van sales on the trip, minus expenses marked Paid from van cash
Cash variance	Expected cash minus Actual cash. A positive number is a shortage
Expected stock value	The value of everything loaded onto the van on this trip
Returned stock value	The value of completed van returns on this trip
Stock variance	Per product: loaded, less sold, less returned, valued at the load-out cost

Only completed sales and returns count

Expected cash counts a sale only if it is both paid and completed, and returned stock counts only completed returns.

Because van returns cannot be completed from the app, Returned stock value will read zero and the whole of the unsold load will show as a stock variance — as though the driver had lost it. Read that figure with this in mind, and put the explanation in Variance notes.

You cannot see which product is missing

SaleSprint works the stock variance out product by product and stores the detail, but no screen shows it. The reconciliation list has no detail view and the form shows only the totals.

To find out what is short, compare the stock assignment against the sales yourself.

Nothing stops a reconciliation that does not balance

There is no warning, no block and no message about being out of balance. Any difference is simply carried through and posted. The only control is that somebody has to Approve it before it can be posted — so use that step as the check.

When a reconciliation with a variance is posted, the trip’s sales rep is notified.

What posting does

Posting requires the reconciliation to be approved first. It then, in one action:

• Banks the actual cash — moving it out of the van’s float into cash.
• Books a shortage to a shortage account, or an overage to other income.
• Books a positive stock variance as a shortage as well.
• Closes the parent trip, dating it to the reconciliation date, and frees the van back to Available.

So you do not need to close the trip separately — posting the reconciliation does it.

A stock surplus is ignored

If more stock comes back than the figures expect, no entry is written for it. Only shortages reach the books.

The statuses are Draft, Submitted, Approved, Posted, Rejected and Cancelled. A rejected reconciliation goes back to draft for correcting. Posted and cancelled are final, though cancelling a posted one reverses its entries.

The Van Dashboard

Where

Dashboards → Van Dashboard

Plan

All plans

Permission

Van Sales → Trip

Feature

Modules → Van Sales

Fleet Status shows Total Vans, Available, Active, Open Trips and Overdue Assignments — loads whose expected return date has passed.

Sales Performance shows Sales Today, Sales This Month, Cash Collected Today, Unpaid Van Sales, Expenses This Month and Variance This Month.

The date picker does not change any of the tiles

Every tile above is fixed: the fleet counts are as-of-now, and the money tiles are hard-wired to today or the current calendar month. Unpaid Van Sales has no date limit at all — it is every unpaid van sale ever recorded.

Changing the period only affects the charts and the Top Vans table below them: Daily Sales Trend, Daily Cash Collected, Sales by Van, Sales by Status, Expenses by Type and Returns by Reason.

Draft and cancelled sales are excluded everywhere except the Sales by Status chart, which shows them deliberately.

Related

• Selling from the van, and returns
• Vans and trips
• Dashboards