Zeyto Academy · Specialist · Module 12
Field Sales
Sell, collect and take returns away from the office, offline on a phone or laptop, then send the day and close it. Plus visits, enquiries and commission.
You will be able to
- Start a field day and sell offline with printed numbers
- Collect money and take returns, and know what each adds to cash
- Send, close and reconcile the day, and handle refused documents
- Control sessions from the back office and run the commission cycle
How Field Sales works
- Start online, sell offline, send, then close.
- The stock sits in a warehouse of type Field sales; one device per warehouse.
- Offline selling needs a secure address (https or the machine itself).
- Serial, batch and expiry items cannot be sold offline.
Starting the day: PIN, stock and numbers
- The device PIN is a local lock of at least 6 characters; a forgotten PIN loses unsent documents.
- Start day downloads customers, prices, tax codes, stock and a number block.
- A block holds 50 numbers by default and you can ask for more while online.
- Each document keeps its reserved number for good.
Selling in the field
- Price comes from the customer's price list; cash customers pay in full.
- Over-limit credit sales need a typed supervisor name.
- The invoice gets its final number at once and posts when sent.
- A late document keeps the sale date.
Collecting money and taking returns
- Collections settle the oldest invoices first when sent.
- Returns put goods back in the Field sales stock and reduce the customer's balance.
- Expected cash comes from cash movements only; credit sales do not count.
- The three document types are SI, RV and SR.
Sending the day and closing it
- Send now posts documents in order, exactly once.
- Refused documents keep their printed number and wait in the office as drafts.
- Closing the day compares counted with expected cash and posts a difference.
- Close only when everything has been sent.
Controlling field sessions in the office
- 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.
Sales activity, visits and commission
- Sales Activity organises visits, enquiries, plans and prospects around Field Sales.
- Visits logged offline are kept on the phone and sent later.
- Commission cycle: calculate, check exceptions, approve (second person), pay.
- Approval books expense and payable; payment clears the payable.
How Field Sales works: key table
| Need | Detail |
|---|---|
| A Field sales warehouse | The stock you carry. Its type must be Field sales. One device per Field sales warehouse at a time. |
| Permissions | fieldsales.sell to sell; fieldsales.manage to see sessions and revoke devices. |
| Sales in the licence | Field Sales is part of the Sales product. |
| A secure address | Offline selling needs the web app stored by the browser and the browser's encryption features. Browsers allow both only on https or on the machine itself (localhost or 127.0.0.1). |
Starting the day: PIN, stock and numbers: key table
| Document | Type | Numbered from |
|---|---|---|
| Sales invoice | SI | The invoice block |
| Receipt (collection) | RV | The receipt block |
| Credit note (return) | SR | The credit-note block |
Collecting money and taking returns: key table
| Tab | Document | Effect |
|---|---|---|
| Sell | Sales invoice (SI) | Stock leaves your Field sales warehouse; customer owes or pays |
| Collect | Receipt voucher (RV) | Customer owes less; oldest invoices settled first |
| Return | Sales return (SR) | Stock comes back to your Field sales warehouse; customer owes less |
Sending the day and closing it: key table
| Item | Meaning |
|---|---|
| Expected cash | Opening cash plus net cash movement of the session's documents |
| Counted cash | What the salesperson counted and typed |
| Variance | Counted minus expected; posted if it is not zero |
| Credit sales | Invoice amounts not paid at the time of sale |
Controlling field sessions in the office: key table
| Column | Meaning |
|---|---|
| Salesperson | The user who opened the session |
| Documents Sent | How many documents the device has sent, including any that were refused |
| Last Sync | The last time the device connected to the office system |
| Numbers Left | Printed numbers still unused on the device, by document type (SI invoices, RV receipts, SR credit notes) |