Routes, order bookers & vans
A distributor's order booker visits the shops of one route (beat) on set days and books orders; the next morning the office bills them, loads the van and sends it out; the van brings back money against the bills. In Zevox a route keeps its days, its booker, its van and its shops in visiting order. Vans are locations of their own, so their stock is counted. The office screens are on the website.
Switch it on and add a van
On the computer (website)
- Open Settings → Business & features, tick Routes, order bookers & vans and tap Save.
- Open Settings → Lists, add a location under Locations (shop / godown) and choose the type Van.
- Add the booker as staff with the Order Booker role (Settings → Staff).
Tips
- Distributor and wholesale shop types have routes switched on already.
Make a route and put shops on it
On the computer (website)
- Open Bills → Routes & vans and tap New route.
- Type the route name, tap the days it runs, choose the Order booker and the Van, then tap Save.
- The route's page opens. Search each customer in Add a shop to this route; they are added at the end.
- Move shops up or down to the order the booker visits them, or take one off, then tap Save shops.
Tips
- A customer's own form also has a Route field; a shop put on a route there joins at the end of the visiting order.
- A shop can be on one route only: adding it to another route moves it.
The route's day
- Day sheet shows each shop of a route for a day in visiting order: balance, last order, that day's orders and bills, money received and the status (Order, No order, Shop closed, Not visited).
- The cards on top count shops visited, shops with an order, the order value and the money received.
- When a shop gives no order, use No order / closed on its row and type the reason.
- Without a route chosen, the day sheet shows the routes you book that run on that day.
Orders → bills, load sheet and van
On the computer (website)
- Open Orders → bills, choose the route and the day of the orders. Orders already billed are marked.
- Tick the orders and tap Load sheet: it prints each item with its rack in packs + loose, the amount, and the bills.
- Tap Load the van, check the van and where the stock comes from, and tap Load the van again. One stock transfer moves the stock onto the van.
- Under Make bills, keep the route's van in Stock goes out from, and tap the button to make the bills.
- Each order becomes a sale bill on udhar at the order's rates. Orders that can't be billed are listed with the reason; the rest are billed.
Tips
- Only someone allowed to make sales bills orders; a booker books orders but doesn't bill them.
- Bonus (free) units go on the load sheet and the van too.
Money collected on the route
On the computer (website)
- Open Route collection and choose the route. The open bills of its shops are listed.
- Type what came back against each bill, or tap Full.
- Choose how it was paid and tap Save collection. Each bill gets its own receipt, put against that bill.
Tips
- If any line is more than its bill's balance, nothing is saved — fix that line and save again.
Booker targets and report
On the computer (website)
- Open Reports → Order bookers and choose the month.
- Each booker shows orders booked, achieved, target and % of target, productive shops out of visits, and money collected.
- To set a target, open the row menu and tap Set target, type the amount and save.
Tips
- Achieved counts bills made from the booker's orders (and bills he made himself) less returns of those bills.
Common problems
- “… is not a van”
- What to do: Open Settings → Lists → Locations, edit that location and set its type to Van.
- “… is a supplier — only customers go on a route”
- What to do: Only customers can be on a route. Choose the customer, or change the party's type.
- “… more than is left on the bill”
- What to do: Lower the amount on that bill to its balance or less.
- “Nothing on these bills to load”
- What to do: The items on these orders have no stock of their own (services, sets) — there is nothing to move onto the van.
- An order shows “Not enough stock” when billing from the van
- What to do: Load the van first, or bill that order from the godown.
- Routes & vans isn't in the menu
- What to do: Switch on Routes, order bookers & vans in Settings → Business & features.