From the morning load to the evening count.

Joint count and gate pass

The storekeeper and the salesman count the van against the load sheet together. Any difference is entered with a reason code, and both sign. The stock moves from the warehouse to the van only when the salesman confirms receipt. At the gate, a gatekeeper scans the gate pass QR and records the time out and the odometer.

India: goods leaving on a delivery challan above ₹50,000 also need an e-way bill. Where it is generated is still being decided with the first Indian pack.

Sell from van stock

Products by category, search or barcode, in cartons, packs or pieces, with the van's stock shown on each line. The price comes from the customer's own price list, then their group's, then the default list. A manual discount is capped by the salesman's limit and can never go below the floor price without an approval.

• The van can only sell what is on the van; no negative stock
• Credit check at the shop: over limit or overdue needs a supervisor's PIN or a one-time code
• A cash-only route cannot issue credit invoices
• Promotions applied automatically from the second release, with free goods taken from the van

Design targets: three taps from the route list to the sell screen, and a five-line invoice sold and printed in under 60 seconds.

Returns and collections

Returns are taken against an invoice or open, each with a reason and a condition: good, damaged or expired. Good stock goes back on the van to sell; damaged and expired goods go to a separate, non-sellable van location and on to the depot's quarantine or damaged store at unload. A credit note prints for the shop.

Old dues are collected in cash, cheque, post-dated cheque, card or wallet reference. Payments are allocated to the oldest open invoices first unless the salesman picks invoices, and every cheque is captured with its bank, number, date and a photo.

During the day

A mid-day reload follows the same approve, count and sign steps as the morning load. A van-to-van transfer is a two-sided document: one van sends, the other confirms. Fuel, tolls and parking are recorded with a receipt photo, and a mid-day bank deposit with its slip.

When a decision needs a supervisor and there is no signal, the supervisor can enter a PIN on the salesman's phone, or read out a one-time code from their own app. The code is single use, valid for 15 minutes and bound to that action and amount.

Unload and stock count

The storekeeper counts the remaining sellable stock and the returns, by condition. Expected closing stock is worked out for every product and batch: opening, plus loaded, plus reloads, plus good returns, minus sold, minus transferred out. Each difference becomes a stock variance.

Variances and approval

Every variance, of stock or cash, is resolved in one of three ways: written off, charged to the salesman, or found. Each needs a reason and an approval from someone whose limit covers the amount, and who is not the salesman, the cashier or the person who asked. Charging a shortage to a salesman is a company setting, off by default, because its legality varies by country.

The salesman sees the result on the phone (expected, counted, each variance and how it was resolved) and acknowledges it. The settlement sheet prints with every figure and the signatures of the cashier, the salesman and the approver.

Bank deposit, and tomorrow

The cashier groups the settled cash and handed-over cheques into a bank deposit with a slip photo. When every variance is resolved, the settlement closes, the sales day is marked settled and the salesman can load again. A closed settlement is read-only; any later correction is a new document that points back to it. The settlement queue shows every unsettled day by depot, and highlights any older than 24 hours.