Van Sales
Load, sell, collect, settle — every unit reconciled.
Direct store delivery for distributors who sell straight from the van. Reps take a load, invoice stop by stop (online or offline), collect cash, cheque, transfer or card, write returns as credit notes, and settle every evening. The store verifies the stock, Accounts verifies the cash, and the cycle closes with the van reading zero.
- Offline invoicing
- Two-step settlement
- Credit control
- Thermal & A4 printing
- Pre-Orders included
How it runs, start to finish
Built for
- FMCG, beverage and food distributors running van routes
- Companies with cash-and-carry or counter sales alongside the vans
- Teams that need receivables, credit limits and statements without a separate ERP
- 1
The store issues a load
A load is an offer, not a movement. Nothing leaves the warehouse until the rep has counted it.
- 2
The rep accepts or disputes
Accepting moves stock from warehouse to van and opens the day’s cycle. A disputed load goes straight back to the store with the reason.
- 3
Sell and invoice stop by stop
Invoices are cut at the customer, with or without signal. Payments — cash, cheque, transfer, card — are recorded against the invoice on the spot.
- 4
Returns as credit notes
Every returned item needs a reason and a photo. Returns no invoice covers wait for a team leader or manager to verify.
- 5
Day-end settlement
The rep submits counted stock and cash. Open van transfers or quantity disputes block the settlement until resolved.
- 6
Two people verify
The store verifies the stock, then Accounts verifies the cash. Nobody signs off their own side, and the van is free to trade again once the stock is verified.
What you get
Everything below is live in the product today.
Load offer, accept, dispute
Stock moves only when the rep counts and accepts. Disputed loads return to the store with the rep’s reason attached.
Two-step settlement
The store verifies stock and Accounts verifies cash — separate people, separate printed copies, separate sign-offs.
Quantity-dispute loop
When the store’s recount differs, the rep confirms or contests and a manager signs off. The write-off happens only at that sign-off.
Offline selling
Sales queue on the device and receive real server invoice numbers on sync. A sale the server rejects is flagged with the reason, never lost.
Thermal, A4 and PDF printing
Receipts on a van printer, A4 invoices from the office and a shareable PDF — all from formats the Super Admin controls.
Credit control
Credit limits and payment terms change only through a staged request: team leader → Accounts → manager. Includes credit holds, security cheques and trade-licence expiry grace.
Cash-or-credit enforcement
Optionally, a sale closes only if the customer is within limit or fully settled; otherwise the rep asks a manager for a release from the checkout screen.
Below-price review
Every line sold under the tier price on the day — free goods included — lands in one queue for a team leader or manager to justify or mark as a permanent deal.
Receivables & statements
Payments allocate oldest-first. Aging buckets, customer statements, a cheque register and overdue reminders.
Opening balances
Enter one by one or import from CSV/XLSX, then a manager reviews and locks them. Later changes need approval.
Rep-to-rep van transfers
Stock passes through a transit location and is accepted lot by lot. A manager can hand over a whole van or settle for an absent rep.
Store Sales counter
Counter sales from the warehouse in their own invoice series, with the same receivables, cheque register and printing.
Sales & inventory intelligence
Dashboards for what sells where, plus stock loss, expiry risk and stock cover. Near-expiry stock can be matched to the buyers nearby.
Month-end sales review
A Report Center wizard that freezes the month’s numbers, writes the narrative and can draft next month’s target plan.
Roles and seats
Your Super Admin switches the module on and decides who holds each duty. Only the roles marked “seat” count against what you buy — back-office duties are free.
Van Sales rep
SeatA field executive with the selling hat. The only person who can invoice — even a manager needs the hat to sell.
Store In-Charge
FreeIssues loads, receives returns and verifies the stock side of every settlement. A dedicated role, or a manager’s second hat.
Accounts
FreeCredit decisions, receivables and the cash side of settlement. A dedicated role, or a manager’s second hat.
Team Leader & Manager
FreeReview below-price lines, verify off-invoice returns, sign off disputes and approve credit changes.
Web for the office, mobile for the field
The module lands inside the same OrbisField apps your team already signs in to — no second product, no second login.
Web dashboard
- Accounts: Overview, Transactions, Store Sales, Van Sales dashboard, Pre-Orders, Settlements, Cheques, Credit Requests, Sale Releases, Opening Balances
- Inventory: Stock receive/adjust, Suppliers, Stock movement, Van Loads, Van Transfers, Stock Audit, Inventory Intelligence
- Report Center: sales, product, customer and month-end reports
Mobile app
- Van Sales: Loads, Pre-Orders, Stock Transfers, Settle, Day Plan
- Sell, collect, return and print from the customer visit
- Sales: Intelligence, Transactions, Settlements, Credit Requests, Sale Releases
How Van Sales connects
Every module shares the same customers, products and stock ledger, so switching one on never means re-entering data in another.
Works with
Fleet & Maintenance
Vehicle logging gates a load on an odometer day-log or shift-in, and a rep can self-assign a van by scanning its QR.
Learn moreBeat Planning
Beats turn the rep’s customer book into a rotating journey plan and an automatic day plan.
Learn moreDelivery Management
Pre-orders that should go from the warehouse instead of the van flow into packing, trips and proof of delivery.
Learn moreAccounting
Invoices, credit notes, receipts, settlements and opening balances post to the ledger automatically, tagged by van, rep and route.
Learn moreInvoice, payment and statement notifications go to the customer from the company number.
Learn moreVan Sales questions
Only with the selling hat, which takes a seat. Selling is the rep’s action by design, so every sale has one accountable person.
The rep keeps selling. Sales queue on the device and receive their real invoice numbers when the phone syncs; printing waits for that sync so the number on paper is always right.
Usually an open quantity dispute, an open van transfer, or the second verification (stock or cash) still pending. The settlement screen names the blocker.
No. Pre-Orders are included with Van Sales and are delivered from the van with the invoice cut at the customer. Delivery adds the warehouse route: packing, trips and proof of delivery.
Run Van Sales on OrbisField
Pick it in the sign-up wizard, or switch it on later from your dashboard. The wizard adds any prerequisites for you.