Sales

Take orders and receive returns directly from the field, approve orders via an advanced approval cycle with the ability to convert orders to invoices. Creating sales orders is supported with the real time van inventory management which delivers accurate information on products availability, price, and expiry dates.

Financial Transaction Report

The Financial Transaction Report tracks and records all financial transactions between clients, reps, and the system. This report helps you monitor payments, transfers, and other financial activities, providing a clear audit trail of transactions. The columns in the report include:

• Serial #: A unique identifier for each transaction.
• Date: The date when the transaction occurred.
• Amount: The amount of money involved in the transaction.
• Transaction Type: The type of transaction (e.g., cash, credit, etc.).
• Transaction: The specific type of financial action (e.g., payment, refund,invoice, etc.).
• Origin Name: The entity from which the money is coming (e.g., a client or rep).
• Destination Name: The entity receiving the money (e.g., a rep or account).
• Origin Balance: The balance of the origin entity after the transaction.
• Destination Balance: The balance of the destination entity after the transaction.

Transfers

What is transfers ?

Transfers are transactions used to move products between warehouses or vehicles, such as from the main warehouse to another warehouse or from a van to a warehouse, and vice versa. Once approved, transfers affect the inventory levels at both the origin and destination locations.

You can set up an approval cycle for transfers to ensure data integrity and maintain a proper workflow between different departments. This process helps verify and control the movement of goods, ensuring accurate inventory tracking across the system.

Create a transfer

To create a new transfer, follow these steps:

1. Click on Create Transfer.
2. Fill out the following fields:
   • From: Search and select the source warehouse or van.
   • To: Search and select the destination warehouse or van.
   • Type: Select the transfer type (Load or Unload).
   • Comment (Optional): Add any relevant comments or notes regarding the transfer.
   • Click Add product
3. Product:
   • Measure Unit: Select the unit of measurement for the product.
   • Variant: Choose the product variant .
   • Search Variant: Search and select the specific product variant.
   • Quantity: Enter the quantity of the product to be transferred.
   • Note (Optional): Add any additional notes regarding the product.
   • Delete: Option to remove the product from the transfer.
4. Add Variant: Add another variant of the same product.
5. Add Product: Add additional products to the transfer.
6. Click Save

Once completed, submit the transfer for approval to ensure inventory updates are applied correctly.

Sales Analytics

The Sales Analytics Report provides detailed insights into sales performance, with line items displayed as rows by default. This format allows for easy exporting to Excel or other tools for in-depth analysis. The report becomes especially powerful when using the Group By feature. For example:

• Group by Product: Consolidates all line items by product and provides a total for each product's sales details.
• Group by Client or Rep: Organizes sales data by clients or sales representatives.
• You can also combine groupings, such as Product and Rep, to analyze sales performance across multiple dimensions.

This flexibility allows for comprehensive analysis of sales data, making the Sales Analytics Report an essential tool for understanding sales trends and performance.

The Sales Analytics Report includes the following columns to provide detailed insights into each invoice transaction:

• Issue Date: The date the invoice was issued.
• Due Date: The date by which the payment is due.
• Serial #: The unique identifier for the invoice.
• Client: The client associated with the invoice.
• Creator: The person who created the invoice.
• Line #: The line item number in the invoice.
• Status: The current status of the invoice (e.g., Pending, Approved).
• Product: The product in the invoice.
• Product Local Name: The localized name of the product.
• Variant: The variant of the product (if applicable).
• Variant Local Name: The localized name of the variant.
• Invoice/Return: Indicates whether the line item is part of an invoice or a return.
• Base Unit Qty: The quantity in base units.
• Qty: The quantity invoiced.
• Measure Unit: The unit of measurement for the product.
• Price: The price per unit.
• Tax: The tax rate applied to the product.
• Line Total: The total price for the line item before discounts or deductions.
• Line Total After Deduction: The total for the line item after deductions.
• Cart Discount: Any discount applied at the cart level.
• Total Before Tax: The total amount before tax is applied.
• Discount Amount: The total discount amount for the line item.
• Tax Total: The total tax for the line item.
• Tax Total After Deduction: The total tax after deductions are applied.

Client Balance Report

The Client Balance Report provides a detailed overview of each client's financial standing, including their credit, cash, and check balances. This report helps track the total balance owed or available for each client, offering insights into client payment statuses and financial transactions.

Columns

• Client Name: The name of the client.
• Client Code: The unique identifier for the client.
• Credit Balance: The balance related to credit transactions.
• Cash Balance: The balance from cash transactions.
• Check Balance: The balance from check payments.
• Total Balance: The sum of credit, cash, and check balances.
• Currency: The currency in which the balances are recorded.

This report helps in monitoring client payment activities and managing outstanding balances.

Filters

To filter the Client Balance Report, you can use the following options:

• Client Channels: Select client channels.
• Specialties: Select client specialties.
• Area Tags: Filter by area tags.
• Client Tags: Filter by client tags.
• Regions: Select specific regions.
• Cities: Select specific cities.
• Countries: Select specific countries.
• Teams: Filter by teams.
• Reps: Filter by representatives.
• Clients: Select specific clients.
• Group By: Group the report by selected criteria (e.g., rep, team, region).
• Total Balance: Filter by total balance range (From/To).

Additional options to include in the report:

• With Teams
• With Rep Details
• With Job Category
• With Specialty
• With Chain
• With Channel
• With Tags
• With City
• With Region
• With Country

Inventory Transaction

The Inventory Transaction Report provides a detailed record of all inventory movements, tracking products as they are transferred between different locations. This report helps in monitoring stock levels, ensuring transparency in inventory management.

Columns

• Date: The date and time the transaction occurred.
• Description: A brief description of the transaction (e.g., receiving, transfer, etc.).
• Creator: The person who initiated the transaction.
• Origin: The source location from where the inventory was moved.
• Destination: The destination where the inventory was sent.
• Product: The product involved in the transaction.
• Product Local Name: The localized arabic name of the product
• Variant: The variant of the product, if applicable.
• Variant Local Name: The localized arabic name of the variant.
• Amount: The quantity of the product transferred.

Exporting the Report

• You can export the report to Excel as of the current date by clicking the Export to Excel button.
• If you want to export the report as of a past date, click on the three dots beside the export button, choose the desired date, and click Export.

This report allows you to track inventory movement and maintain accurate stock records across different warehouses or locations.

Inventories

The Inventories Report provides a real-time view of the stock levels in each warehouse. It shows the current quantities, prices, and measurement units for each product and variant across different warehouses, helping you monitor and manage your inventory efficiently.

Columns

• Warehouse: The warehouse where the product is stored.
• Product: The product name.
• Product Local Name: The localized name of the product.
• Variant: The variant of the product.
• Variant Local Name: The localized name of the variant.
• Qty: The current quantity of the product in stock.
• Price: The price per unit of the product.
• Default Measureunit Qty: The quantity in the default measurement unit (e.g., pieces, kg).

Filters

To filter the Inventories Report, you can use the following options:

• Variants: Select specific variants.
• Warehouses: Select the warehouse name.
• Price List: Choose the price list to be applied.
• Products: Select specific products.
• Categories: Filter by product categories.
• Subcategories: Filter by product subcategories.
• Product Brands: Select product brands.
• Product Groups: Filter by product groups.
• Quantity: Filter based on product quantity.
• Group By: Group the report by selected criteria (e.g., product, warehouse).

Additional options to include in the report:

• With Sum: Calculate the total inventory value by multiplying the total quantity by the total price for each product in the defined currency.
• With Category: Include product category information.
• With Subcategory: Include product subcategory details.
• With Brand: Include product brand information.
• With Product Groups: Include product group details.

This report helps you track inventory in real-time across all warehouses, ensuring optimal stock levels and accurate reporting.

Invoices

Invoices provides a comprehensive list of all invoices created by admins or reps. This report includes detailed information about each invoice, such as the creator, client, total amount, and current status, allowing for efficient tracking and management of invoicing.

Columns

• Serial #: The unique identifier for the invoice.

• Issue Date: The date the invoice was created.

• Creator: The rep or admin who created the invoice.

• Client Name: The name of the client associated with the invoice.

• Geo Tag: Geographical tagging information for the invoice.

• # of Items: The number of items in the invoice.

• Total: The total amount of the invoice.

• Balance: The outstanding balance for the invoice.

• Status: The current status of the invoice (e.g., Paid, Partially paid , Unpaid).

• Custom Status: Any custom status applied to the invoice.

• Comment: Additional comments regarding the invoice.

• Action: Actions you can take, such as viewing or editing the invoice.

  Voided Invoices: If you want to filter and display only voided invoices, you can turn on the Voided Invoices checkbox. This will show invoices that have been marked as voided, helping you track canceled or invalidated transactions.

Print Invoices

To print an invoice, follow these steps:

1. Click on the Print button next to the invoice you want to print.
2. Choose a format:
   • English
   • Arabic
   • English/Arabic (bilingual format)

This allows you to generate and print invoices in the preferred language or format as required.

Creating an Invoice

To create a new invoice, follow these steps:

1. Click on Create Invoice.
2. Fill out the following fields:
   • Serial #: Automatically generated invoice number.
   • Select Rep: Search and select the representative.
   • Select Client: Search and select the client.
   • Select Warehouse: Search and select the warehouse linked to this invoice.
   • Issue Date: Select the issue date for the invoice.
   • Due Date: Set the due date for the invoice.
   • Comment: (Optional) Add any relevant comments regarding the invoice.
3. Items: Add the items to the invoice:
   • Product Name: Select the product.
   • Variant: Choose the product variant .
   • Price: Enter the price of the product.
   • MeasureUnit/Quantity: Set the unit and quantity.
   • Batches: Add batch details (if applicable).
   • Action: remove items / view promotions.
4. Review the invoice totals:
   • Sub Total: The subtotal before tax and discounts.
   • Discount Amount: Any discount applied to the invoice.
   • Taxable Subtotal: The subtotal that is taxable.
   • Tax Amount: The total tax amount.
   • Total: The final total amount for the invoice.
5. Add Return Items: Optionally add return items to the invoice.

Once completed, you can either Clear Cart, Cancel, or Save the invoice.

Save Button Behavior

• The Save button allows you to finalize the invoice, but if there are any potential errors (such as inventory shortages or promotion conflicts), the Save button will change to an Error

Invoice Details

Payments

What is payments ?

Payments represent the funds collected from your customers through various methods, such as cash, checks, or other payment options. Reps can collect payments in two ways:

1. Invoice-specific payments: The rep collects payments for a specific invoice, linking the payment directly to that invoice.
2. Freely collected payments: If payments are collected without linking to a specific invoice, Repzo will automatically apply the payments to the customer's oldest outstanding invoices, working forward to the newest.

Free Payment Permission

You can turn on/off the permission to allow reps to collect free payments. To manage this setting, consult the Permissions section in the Rep Module to control whether reps can collect payments freely or only for specific invoices from here

This system ensures that all payments are tracked and linked efficiently, while giving you control over how reps can handle payments.

Print Payments

To print payment/multiple payments, follow these steps:

1. Select payments: Check the payments you want to print.
2. Click the Print button.
3. Choose a template:
   • Arabic template
   • English template

This allows you to print payment records in your preferred language for documentation or reporting purposes.

Payments Report

What is payment report ?

The Payment Report provides a detailed record of payments collected from clients. It includes key information such as payment time, amount, payment type, and refund status, offering insights into financial transactions and helping you track payments and refunds efficiently.

Columns

• Pay Time: The date and time the payment was collected.
• Created At: The date and time the payment record was created in the system.
• Serial #: The unique identifier for the payment transaction.
• Collected For: The purpose or invoice for which the payment was collected (if applicable).
• Client: The name of the client who made the payment.
• Client Code: The unique code for the client.
• Creator: The rep or admin who collected the payment.
• Reference: Any additional reference or note for the payment.
• Payment Type: The method of payment (e.g., cash, check, etc.).
• Refund Status: The current refund status (e.g., None Refunded, Partially Refunded,Fully Refunded).
• Refund Count: The number of refunds issued for the payment.
• Amount: The total amount collected in the payment.
• Balance To Refund: The remaining balance available for refund.
• Currency: The currency in which the payment was made.

Filters

To filter the Payment Report, you can use the following options:

• Clients: Select specific clients.
• Admins: Select specific admins.
• Reps: Filter by representatives.
• Custom Statuses: Filter by custom statuses.
• Client Chains: Select specific client chains.
• Client Channels: Filter by client channels.
• Countries: Select countries.
• Teams: Filter by teams.
• Specialties: Select client specialties.
• Area Tags: Filter by area tags.
• Client Tags: Filter by client tags.
• Cities: Select specific cities.
• Payment Type: Filter by the payment type (e.g., cash, check).
• Refund Status: Filter by refund status (e.g., refunded, not refunded).
• Group By: Group the report by selected criteria.
• Amount: Filter by payment amount

Additional options to include columns in the report:

• With Channel
• With Chain
• With Tags
• With Client Details
• With Teams
• With Custom Status
• With Specialty
• With Rep Details
• With Rep Custom Fields

These filters allow you to customize the Payment Report and focus on the specific data you need.

Refunds

What is refunds ?

The Refunds section provides detailed information about refund transactions processed against payments. This report tracks the refunded amounts, the clients involved, and distinguishes between the Implemented By person (who actually processed the transaction) and the Creator (who initiated the refund on behalf of the rep or system). This distinction is essential for maintaining accurate records when refunds are processed by admins on behalf of reps.

Columns

• Serial #: The unique identifier for the refund transaction.
• Payment Serial #: The serial number of the original payment being refunded.
• Created At: The date and time when the refund record was created.
• Client Name: The name of the client for whom the refund was processed.
• Client Code: The unique code associated with the client.
• Implemented By: The person who actually processed the refund (e.g., an admin).
• Creator: The person who initiated the refund on behalf of the rep (e.g., the rep's name even if the admin processed it).
• Teams: The team associated with the refund, if applicable.
• Amount: The total amount refunded.
• Refund Time: The time the refund was processed.
• Refund Type: The method or type of refund (e.g., cash, check).

This report provides transparency by showing who physically processed the refund and who created or initiated the refund, ensuring accurate financial records.

Aging Summary Report

What is aging summary ?

The Aging Summary Report provides an overview of outstanding invoice balances for clients, categorized by the age of the debt. This report helps track how long invoices have been outstanding, making it easier to follow up on overdue payments and manage collections.

Columns

• Client Name: The name of the client with outstanding invoices.
• Current: The amount currently due within the payment period.
• 1-30: The total amount outstanding for 1 to 30 days past due.
• 31-60: The total amount outstanding for 31 to 60 days past due.
• 61-90: The total amount outstanding for 61 to 90 days past due.
• 91 AND OVER: The total amount outstanding for 91 or more days past due.
• Invoices Total: The total value of all invoices for the client.
• Invoice Balance: The remaining unpaid balance for all invoices.
• Difference Balance: The difference between the total invoice amount and the balance due.

This report helps monitor overdue invoices and manage client payments, allowing for better cash flow management and timely follow-ups.

Settlements

What is settlement?

A Settlement transaction occurs when a rep settles the outstanding balance they have collected from the field, returning the collected funds to the company. This transaction is used to track the rep's submission of collected payments back to the company’s accounts.

Columns

• Serial #: The unique identifier for the settlement transaction.
• Created At: The date and time when the settlement was recorded.
• Creator: The admin who processed the settlement transaction.
• Origin: The rep who is settling the balance (e.g., the rep who collected the payments).
• Note: (Optional) Any additional notes related to the settlement.
• Amount: The total amount settled by the rep.
• Payment Type: The method of payment used for the settlement (e.g., Cash, Check).

This report helps track when and how reps settle their outstanding balances, ensuring accurate financial tracking of field collections.

Receiving materials

What is Receiving Materials ?

Receiving Materials refers to the process of adding inventory to your main warehouses when products are received from suppliers. This transaction updates your stock levels and ensures that the newly received materials are accurately recorded in the system.

This process is essential for keeping track of incoming inventory and maintaining accurate stock levels in the warehouse, ensuring that all received materials are accounted for.

Create a receiving material

Creating Receiving Materials

To create a new Receiving Materials entry, follow these steps:

1. Click on Create Receiving Materials.
2. Fill out the following fields:
   • Date: Set the date when the materials were received.
   • To Warehouse: Select the warehouse where the materials are being received.
   • Supplier: (Optional) Choose the supplier from whom the materials are received.
   • Comment: (Optional) Add any relevant comments regarding the materials received.
3. Add Products:
   • Product Name: Search and select the product being received.
   • Measure Unit: Select the appropriate measurement unit for the product.
   • Variant Name: Search and select the product variant.
   • Quantity: Enter the quantity of the product received.
   • Delete: Option to remove the product from the receiving list.
4. Add Variant: Add another variant of the same product (if applicable).

Once all fields are completed, click Save to record the receiving transaction and update your warehouse inventory.

This process ensures that all received materials are accurately recorded in the system and that your inventory levels are up to date.

Inventory Quantity Adjustment

What is Inventory Quantity Adjustment ?

The Inventory Quantity Adjustment process is used to update the stock levels in a warehouse when discrepancies are found, such as when items are damaged, lost, or when there is an error in the stock count. This ensures that your inventory records accurately reflect the actual stock levels.

Columns

• Created At: The date and time when the adjustment was made.
• Creator: The admin or user who initiated the adjustment.
• To Warehouse: The warehouse where the quantity adjustment is being applied.
• # Of Variants: The number of product variants affected by the adjustment.
• Reason: The reason for the adjustment (e.g., Damage, Loss, Error).
• Note: Any additional notes regarding the adjustment, such as approvals or justifications.

This process is important for maintaining accurate inventory records and ensuring that any changes to stock levels are properly documented.

Create Inventory Quantity Adjustment

To adjust inventory quantities, follow these steps:

1. Click on Create Inventory Quantity Adjustment.
2. Select Warehouse: When you select a warehouse, the system will automatically retrieve and display all products and variants available in that warehouse in a table format.
3. For each product/variant, the system will show the following:
   • Variant: The name of the product variant.
   • On Hand Qty: The current quantity of the product in the warehouse (automatically provided by the system).
   • New Qty: You only need to enter the new quantity for the variants you want to adjust.
   • Changes: The system will automatically calculate the difference between the On Hand Qty and the New Qty, reflecting the adjustment.

This ensures that the adjustment is transactional and accurately reflects the stock difference.

This process helps ensure that inventory adjustments are accurate and transparent, with any changes being automatically calculated.

Adjust accounts

At times, you may need to adjust a client’s or rep’s balance due to discrepancies. Follow these steps to adjust their account balance:

1. Click on Select Account Type: Choose whether you want to adjust the balance for a Rep or a Client.

2. The system will automatically retrieve all relevant data for the selected rep or client, displaying it in a table format with the following fields:

   • Name: The name of the client or rep.
   • Opening Balance: The current balance in their account.
   • New Balance: You only need to enter the new balance for the client(s) or rep(s) you wish to adjust.
   • Change: The system will automatically calculate the difference between the opening balance and the new balance.
   • Notes: You can add any relevant notes explaining the adjustment.

3. After entering the New Balance for the required client(s) or rep(s), the system will calculate the changes and update their account accordingly.

This process ensures that any balance discrepancies are accurately adjusted and documented in the system for both clients and reps.

End of day

What is end of day report ?

The End of Day (EOD) Report provides a summary of the financial and inventory activities completed by a rep at the end of a day. It helps track and reconcile cash, payments, sales, and inventory adjustments.

Select Date and Rep to view the report.

• Financial EOD Report Section

  This section provides a financial summary of the day’s activities, including cash, check, and credit transactions.

  • Starting Balance: The cash/check/credit balance at the start of the day.
  • Settlements: Amounts settled by the rep during the day.
  • Payments: Payments collected from clients.
  • Refunds: Any refunds processed during the day.
  • Adjustments: Adjustments made to cash/check/credit balances.
  • Sales: Total credit sales for the day.
  • Returns: Any returns processed.
  • Ending Balance: The balance at the end of the day.

• Inventory EOD Report Section

  The Inventory EOD Report provides a summary of the daily inventory movements within a warehouse, helping track changes in stock levels due to transfers, sales, returns, and adjustments. This ensures that inventory is accurately recorded at the end of each day.

  • Warehouse: The warehouse where the product is stored.
  • Product: The product name and variant.
  • Open Qty: The opening quantity of the product at the start of the day.
  • Transfer: The quantity of the product transferred in or out during the day.
  • Sales: The quantity of the product sold during the day.
  • Returns: The quantity of the product returned during the day.
  • Adjustment: Any adjustments made to the product's inventory (e.g., for damage or stock corrections).
  • End Qty: The closing quantity of the product at the end of the day.

This report helps ensure accurate financial and inventory tracking by providing a detailed summary of the rep's daily activities, allowing for proper reconciliation at the end of each day.

Inventory statement

The Inventory Statement provides a detailed log of all transactions affecting the inventory of a specific product variant within a selected warehouse. This report tracks movements such as sales, transfers, and adjustments, giving you a clear view of how inventory levels have changed over time.

To view the report

1. Select a Warehouse.
2. Select a Product Variant.

Columns

• Date: The date of the transaction.
• Description: A brief description of the transaction, such as invoice numbers or transfer references.
• Product - Variant: The product and variant involved in the transaction.
• Amount: The quantity added to or subtracted from the inventory during the transaction.
• Balance: The remaining balance of the product in the warehouse after the transaction.

This report helps track the exact movements of specific product variants over time, providing insight into inventory levels and ensuring proper stock management.

Client statement

What is client statement ?

The Client Statement report provides a detailed record of all financial transactions between your company and a specific client within a selected date range. This report helps you monitor the client's outstanding balances and payments, providing a clear history of all invoices, payments, and other transactions.

To view the report

1. Choose a Date Range.
2. Select a Client.

Columns

• Date: The date of the transaction.
• Description: A brief description of the transaction, such as invoice or payment references.
• Amount: The amount of the transaction (positive for charges like invoices, negative for payments).
• Balance: The running balance after each transaction, showing how much the client owes or has paid.

This report helps maintain a transparent financial record for each client, making it easier to track payments, outstanding invoices, and balances over time.

Rep statement

What is rep statement ?

The Rep Statement is similar to the Client Statement, but it tracks all financial transactions between your company and a specific sales representative within a selected date range. This report provides insight into the rep's payment collections, settlements, and balances over time.

To view the report

1. Choose a Date Range.
2. Select a Rep.

Columns

• Date: The date of the transaction.
• Description: A brief description of the transaction, such as payment or settlement references.
• Amount: The amount of the transaction (positive for payments collected, negative for settlements).
• Balance: The running balance after each transaction, showing how much the rep owes or has collected.

This report helps track a rep's financial activities, including payment collections and settlements, providing a clear history of their transactions and balances.