Selling from the van, and returns

Recording a sale

Where

Van Sales → Van Sale Records

Plan

All plans

Permission

Van Sales → Sale

Feature

Modules → Van Sales

1. Go to Van Sales → Van Sale Records and click New sale.
2. Choose the Van.
3. Choose the Stock assignment the goods came off.
4. Choose the Trip, or leave No trip.
5. Type the Customer name and Customer contact. These are plain text — see below.
6. Set the Sale date.
7. Under Products, click Add product for each item and enter the Product, Quantity and Unit price.
8. Set the Payment method — Cash, Mobile money, Bank transfer or Credit.
9. Enter a Discount or Tax if either applies.
10. If the customer has paid, turn Paid on and set the Payment date.
11. Click Save & post, or Save draft.

A barcode scanner works on this page too.

There is no customer picker

Customer name and contact are free text — the sale is never linked to a customer record. A sale left unpaid still creates a debt in your books, but with nobody’s name against it, so it will not appear on that customer’s statement or in their balance.

For anything you expect to chase, raise a normal credit sale instead.

The Stock assignment list is not filtered by van

Every open assignment in the business is offered, including other vans’ loads, and nothing checks that the two match. It is possible to book a sale against another van’s stock. Check the assignment before saving.

The Trip dropdown likewise lists closed trips.

Completing and posting a sale

A van sale goes through two steps after it is created:

• Complete draws the goods down against the stock assignment. This is what records that the items have actually gone. It refuses to take more than the van was loaded with.
• Post writes the accounting entry — the sale, the tax, the cost of goods, and either cash taken or money owed.

Post does not work from the app today

The row menu lists Post above Complete, and the Save & post button on the create screen skips Complete entirely. Neither can succeed.

The app will only let you press Post on a sale that is still a draft — “Only draft sales can be posted.” — while the server accepts Post only on a sale that has been completed: “only a completed van sale can be posted to the general ledger”. The two conditions cannot both be true, so every attempt to post fails.

What still works: Complete. Use it on each sale so the van’s stock is drawn down correctly. The accounting entry cannot be raised from the app until this is fixed, so treat van sales as unposted and reconcile the trip’s cash separately.

The list

Columns are Number, Van, Customer, Date, Total, Paid, Posted and Status (Draft, Completed or Cancelled). Sales can be viewed, printed, downloaded and sent.

Cancel reverses everything — it puts the quantity back on the stock assignment and reverses the accounting entry if one was raised.

Bringing stock back

Where

Van Sales → Van Returns

Plan

All plans

Permission

Van Sales → Return

Feature

Modules → Van Sales

A van return is unsold, damaged or expired stock coming off the van at the end of the round. It is not a customer bringing a purchase back — for that, use good returns.

1. Go to Van Sales → Van Returns and click New return.
2. Choose the Van and the Stock assignment, and the Trip if it applies.
3. Set the Reason — Unsold stock, Damaged, Expired or Other — and add Reason details if useful.
4. Set the Return date.
5. Leave Restore to inventory on.
6. Under Products, add each item with its Product, Quantity and Unit cost. Condition is a free-text note.
7. Check the Total qty and Total return value, then click Save & post or Save draft.

Enter the unit cost on every line

It can be left blank, and the line is then valued at nothing. That understates what came back and throws out the trip’s stock variance at reconciliation.

A van return does not put stock back — there is no way to finish it

Creating the return records the intention only. The stock goes back into the warehouse at a Complete step, exactly as with a van sale — but the Van Returns screen has no Complete action at all. The row menu offers only View, Post, Cancel and Delete, and Post is blocked by the same contradiction described above: the app demands a draft, the server demands a completed return.

So from inside the app, stock loaded onto a van and not sold never comes back into your warehouse figures. It stays out of stock indefinitely.

Until this is fixed, count returned stock back in with a stock adjustment and keep the van return as the paperwork.

The Restore to inventory switch only sets a flag on the document. It does not move anything by itself.

The list

Columns are Number, Van, Date, Reason, Value, Restored, Posted and Status. The only row action that opens anything is View — printing, exporting and sending are deliberately switched off for returns.

Documents have no numbers

The Number column shows a long reference code

Van sales, van returns and van reconciliations have no automatic numbering, and no form offers a box to type one. The Number column therefore shows the document’s internal reference instead.

A printed van sale comes out headed “Van sale” with nothing after it. If you need a number, there is nowhere to set one.

Related

• Loading stock onto the van
• Expenses and reconciliation
• Good returns