Module 12 · Specialist · 8 min read

Controlling field sessions in the office

You will be able to: Read the Field Sales Sessions list; Revoke a lost or stolen device; Deal with refused documents.

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Sales ▸ Field Sales Sessions is the manager's view. It needs the fieldsales.manage permission. It shows who is out with which stock, how much opening cash they took, how many documents they have sent and when they last connected. A device that has not synced for a while is usually out of signal; one that never does may need a phone call.

ColumnMeaning
SalespersonThe user who opened the session
Documents SentHow many documents the device has sent, including any that were refused
Last SyncThe last time the device connected to the office system
Numbers LeftPrinted numbers still unused on the device, by document type (SI invoices, RV receipts, SR credit notes)

Stopping a lost or stolen device

  1. Find the open session in the list.
  2. Press Revoke on its row and confirm.
  3. The device can no longer send documents, and the invoice numbers it had not used are taken back. Anything it already sent stays recorded.
The Field Sales Sessions screen listing each session with its status filter All, Open, Settled and Revoked and the refused documents section below.

Office: open sessions can be revoked, and refused documents are kept.

Office: open sessions can be revoked, and refused documents are kept.

Because the device data is locked with a PIN, a lost phone does not expose customers or prices, but revoking is still the right step: it cuts off the session at once.

Dealing with a refused document

Documents the office could not record appear in the second list with the Reason and Detail. Each is kept as a draft carrying the number the salesperson printed, so the paper copy still matches. The usual fix:

The lower part of the Field Sales Sessions screen with the Refused documents list for documents the office system could not record.

Refused documents stay here until you deal with them.

Refused documents stay here until you deal with them.
  1. Read the Reason and Detail. A closed accounting period is the most common cause.
  2. Open the draft from the document list.
  3. Correct the cause, for example the date or the customer, and post it. It keeps the printed number.
A refused invoiceAn invoice dated 28 February is refused because February is closed. The accountant opens the draft, moves the date into an open period (with approval, as period rules require), and posts it. The customer's paper invoice number is unchanged.

Rules to remember

  • One device per Field sales warehouse at a time.
  • A document is recorded once, whatever the connection does.
  • Unused numbers come back when a session is revoked.
  • Sessions need a Field sales warehouse and the Sales licence.
Watch outRevoking is permanent for that session. The salesperson must start a new day after the device is recovered. Any documents not yet sent from that device are lost to the office if the device is gone, so insist on frequent sending.
TipUse Refresh to reload both lists. Check Last Sync and Numbers Left at lunchtime to spot salespeople about to run out of numbers.

Try it in the demo

  1. Open Sales ▸ Field Sales Sessions in the demo and read the open sessions list.
  2. Find the second list of refused documents and read the columns Reason and Detail.
  3. Do not press Revoke on shared demo data unless you intend to; read the confirmation instead.
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • The sessions list shows who is out, what they sold and when they last synced.
  • Revoke stops a device and recovers unused numbers; sent documents stay.
  • Refused documents are drafts with the printed number; fix the cause and post.
  • Frequent sending limits what is lost when a device is lost.

Check yourself

3 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. What does a refused document become in the office?

2. Which permission lets a user see sessions and revoke devices?

3. A salesperson's phone is stolen. What should the office do in Field Sales Sessions?

Previous: Sending the day and closing itNext: Sales activity, visits and commission

Practice questions for this module · Printable study sheet