Loading stock onto the van

Where

Van Sales → Van Stock Assignments

Plan

All plans

Permission

Van Sales → Stock Assignment

Feature

Modules → Van Sales

A stock assignment is the load-out list: what went onto the van this morning. Every van sale must be made against one, so nothing can be sold from the van until this is done.

Saving takes the stock out of the warehouse straight away

This is the single most important thing to know on this screen. Both buttons — “Save draft” and “Save & post” — reduce your warehouse stock the moment you press them.

“Save draft” sounds like a scratch copy. It is not. The goods have left the branch.

Post does something else entirely: it writes the accounting entry. It moves no stock. So an unposted assignment still means the goods are gone from the warehouse.

Loading a van

1. Go to Van Sales → Van Stock Assignments and click New assignment.
2. Choose the Van.
3. Choose the Trip — the open trip this load belongs to. Read the warning below before leaving it on No trip.
4. Set the Assignment date, and the Expected return if you track it.
5. Add any Notes.
6. Under Products, click Add product for each item. On each line enter the Product, the Quantity and the Unit cost. Line total fills itself in.
7. Check the running Total at the bottom.
8. Click Save & post — or Save draft if the accounting entry is being done later. Either way the stock moves now.

You can scan items instead of picking them: a USB or Bluetooth barcode scanner works anywhere on the page, and there is a camera scan button.

On a phone the screen splits into Items and Document. A bar at the bottom shows the total quantity and item count, and Finalise brings up the same two save buttons.

Leaving “No trip” silently opens a trip for you

If the van has an open trip, the load attaches to it. If it has none, SaleSprint creates one — with no trip number, no odometer start and no route, taking the driver and sales rep off the van record.

A trip you never opened then appears in Van Trips. To avoid this, open the trip yourself first.

The Trip list is not filtered

The dropdown offers every trip in the business — closed ones, cancelled ones, and trips belonging to other vans. Picking a wrong one is rejected only by the server, which on this screen means it fails silently. Check the trip number against the van.

Which warehouse the stock leaves

Stock comes out of the assignment’s Location — normally whichever branch is selected in the top bar. The Location box only appears on the form when no branch is selected there.

There is no destination location, because the van is not a stock location. Once loaded, the goods no longer appear in any branch’s stock figures. Their value sits in a holding account until a van sale or a van return clears it.

This matters when you go looking for stock: a product loaded onto a van reads as gone from the warehouse and appears nowhere as “on the van”. The assignment itself is the only record of what is out there.

After it is saved

The list shows Number, Van, Date, Expected return, Value, Posted and Status. Row actions are View, Post, Cancel and Delete.

There is no Edit — a wrong quantity cannot be corrected

Unlike almost every other document in SaleSprint, a stock assignment has no Edit action. If you load the wrong quantity, your only options are Cancel or Delete, both of which put the stock back, and then enter it again.

Neither is possible once a sale has been recorded against the assignment: “cannot delete a van stock assignment that already has recorded sales”.

Post and Cancel show on every row whatever its state

You find out by a message afterwards: “This assignment is already posted.” or “This assignment can no longer be cancelled.”

The delete check is also wrong in a small way — the app refuses with “A posted assignment cannot be deleted.”, but the server actually refuses anything that is not still active. So deleting a cancelled-but-unposted assignment passes the app’s check and then fails quietly on the server.

The search box does nothing. Unlike the other two van screens, this one does not even send what you type to the server. Use the status filter and date range.

Capacity

If the van has a Capacity (units), the load is checked against it — but only when you save, and only by the server, so a refusal here is one of the silent ones below. The screen never shows how full the van already is.

When something is rejected

A success message does not mean it was accepted

Van screens save to the device first so they work without a signal, then send to the server in the background. The message “Draft saved” or “Assignment posted” appears before the server has seen it at all.

If the server then refuses, nothing appears on this screen. The row simply disappears from the top of the list on the next refresh, and the only sign is a sync warning in the app bar and on Home — “Sync failed — tap to retry”.

Refusals you will never see explained here include a closed van, a closed or wrong trip, exceeding the van’s capacity, and a locked accounting period.

After loading a van, check the assignment is still in the list before the van leaves.

Who can do this

A user needs Van Stock Assignments permission. Note that the delete action is controlled by the edit permission, not a delete one — so anyone who can edit an assignment can also delete it and pull the stock back.

Read access is deliberately wide: any van-sales permission at all lets someone see the list of vans.

Related

• Vans and trips
• Selling from the van
• Van sales overview