Van sales

Where

Van Sales

Plan

All plans

Feature

Modules → Van Sales

Van sales is for selling from a vehicle away from the shop: a driver loads goods in the morning, sells them on a round, and settles up at the end of the day.

Professional and Enterprise only

The whole Van Sales menu is hidden on Essential, Standard and Growth. There is no upgrade prompt — the menu simply is not there.

The cycle

Step	Where	What it does
1. Register the van	Van Management	Records the vehicle, its driver and its sales rep
2. Open a trip	Van Trips	Starts one selling run
3. Load the van	Van Stock Assignments	Takes the stock out of the warehouse
4. Sell on the round	Van Sale Records	Records each sale against the load
5. Bring back what is left	Van Returns	Should put unsold stock back
6. Record costs	Van Expenses	Fuel, tolls, allowances
7. Settle up	Van Reconciliations	Counts the cash, accounts for the stock, closes the trip

Steps 1 and 2 are setup you do once per van and once per day. Steps 4 to 6 happen during the round. Step 7 closes the trip for you — you do not need to close it separately.

Three things to know before you start

1. Saving a stock assignment takes the goods out of the warehouse immediately

Both Save draft and Save & post reduce warehouse stock the instant you press them. “Draft” does not mean nothing has happened.

Posting is the separate accounting step and moves no stock. See loading stock onto the van.

2. Van returns cannot be finished, so unsold stock never comes back

The Van Returns screen has no action that actually restores the stock — the step that would do it is not available anywhere in the app.

Until it is, count unsold stock back in with a stock adjustment and keep the van return as the paperwork. Otherwise your warehouse figures stay short by everything you ever loaded.

3. The Post action fails on sales, returns and expenses

On all three, the app offers Post only on a draft while the server accepts it only on a completed document. The two never agree, so no van document can be posted to the books from the app.

Complete does work on van sales, and you should use it — that is the step that draws the stock down against the load. The accounting entries have to wait.

None of the three stops you running a van round and knowing what was sold and what cash is owed. They do mean the general ledger will not carry the van’s activity, and that your warehouse figures need a manual correction at the end of each round.

Everything saves offline — and fails quietly

Every van screen writes to the device first so it works with no signal, then sends to the server in the background.

The success message appears before the server has seen the document. If the server then refuses it — a closed van, a trip that belongs to another van, a load bigger than the van’s capacity, a locked accounting period — nothing appears on the van screen. The row disappears from the top of the list, and the only sign is a sync warning in the app bar and on Home: “Sync failed — tap to retry”.

Check the list after saving anything that matters, especially the stock assignment before the van leaves.

Who can use it

Each screen has its own permission, under Van Sales: van, trip, stock assignment, sale, return, expense and reconciliation.

Read access is deliberately broad — holding any van-sales permission lets a person see the list of vans. Writing needs the specific permission for that screen.

Two gaps worth knowing: deleting a stock assignment is controlled by the edit permission, not a delete one, so anyone who can edit a load can also delete it and pull the stock back. And Save draft is not permission-checked on the sale and return create screens, so someone without create permission can fill the whole form before it fails.

Related

• Vans and trips
• Loading stock onto the van
• Selling from the van, and returns
• Expenses and reconciliation
• Plans and billing