# Transactions
The Field Sale App supports sales, accounts, inventory, CRM, returnable packaging, and HR-related transactions from the Home tab and More tab.
Home tab tiles
| Tile | Opens |
|------|-------|
| **New Invoice** | Sale Invoice create |
| **Recent Invoices** | Sale Invoice list |
| **New Receipt** | Receipt Voucher create |
| **Recent Receipts** | Receipt Voucher list |
| **New Order** | Sale Order create |
| **Recent Orders** | Sale Order list |
| **Credit Notes** | Credit Note list |
| **Sale Quotations** | Sale Quotation list |
| **Projects** | Project list |
| **Customers** | Customer list |
| **Leads** | Lead list |
| **Material Request** | Material Request list |
| **Consumable Issue** | Consumable Issue list |
| **Fleet Management** | Fleet summary |
Below the grid, **Customers Near Me** opens customers sorted by distance using the device location.
See [Customers](field-sale-app/customers.md) for list, detail view, check-in, and **Customers Near Me**. See [Leads](field-sale-app/leads.md) for lead follow-up and reminders.
Returnable packaging
When returnable packaging (RP) is enabled, a separate section appears on **Home**:
| Tile | Purpose | Web ERP equivalent |
|------|---------|-------------------|
| **RP Transfer** | Issue or return packaging with a customer (e.g. 50 milk crates on delivery) | Customer RP |
| **RP Center Transfer** | Load/unload crates on the van center (warehouse → vehicle) | RP Center Transfer |
| **New RP deposit** | Collect or refund crate/freezer deposit at the outlet | RP Deposit / Refund |
| **RP deposits** | RP deposit list | RP → RP Deposit / Refund |
On Sale Invoice: When creating or viewing a Sale Invoice in the app, use the RP widget to issue crates (Out) together with the bill — same as the RP tab on the web Sale Invoice.
Example workflow: Morning — RP Center Transfer 200 crates to van. At each stop — Sale Invoice + RP Out 50 crates + collect deposit. On returns — Customer RP In or Credit Note with RP tab.
Full module guide: Returnable Packaging (RP). Stock check: RP Stock report.
More tab
| Tile | Purpose |
|------|---------|
| **Attendance Entry** | Multi-select bulk attendance for a date/project (shared status, overtime, notes) |
| **Cash Advance Request** | Employee cash advance / loan requests (including bulk create) |
| **Expense Claim** | Submit expense claims with attachments |
| **Printer Settings** | Bluetooth printer setup |
See [HR & Payroll](field-sale-app/hr-and-payroll.md) for **Expense Claim**, **Cash Advance Request**, and [Attendance](field-sale-app/hr-and-payroll/attendance.md). See [Fleet Management](field-sale-app/fleet-management.md) and [Printer Settings](field-sale-app/printer-settings.md) for other More tab topics.
Sale Invoice
Create and approve sale invoices in the field. Supports cash, credit, bank, and wallet payment modes. Approved invoices can be printed on a Bluetooth thermal printer or shared as PDF via WhatsApp.
List and create
- **Recent Invoices** — search and open existing invoices.
- **New Invoice** — select customer, add items, choose payment mode, save.
Create form — items and enquiry
- When **Show item rate type switch in sale documents** is enabled in [Field Sale App Settings](#/settings/field-sale-app-settings) and tax is enabled in Transaction Preferences, the **ITEMS** header shows **Tax Excl.** / **Tax Incl.** Tap it to choose whether item rates on this invoice are tax exclusive or tax inclusive. The company default still comes from Transaction Preferences → **Item Rates are**. The same control appears on Sale Order, Sale Quotation, and Credit Note create screens.
- Tap **Select Items** to open the [item selector](#/field-sale-app/transactions?id=item-selector).
- Tap a line in the items table to open **Edit Item Line** (quantity, price, unit, discount, duplicate/delete).
- **Long-press** a line in the items table to open **Item Enquiry** for that item (requires Item Enquiry report access). Back returns to the invoice create screen.
- On **Edit Item Line**, long-press the item header card to open the same **Item Enquiry**. The toolbar title switches to **Item Enquiry**; Back returns to the edit form (not out of the invoice).
- When invoice-level item discount is enabled in sale settings, use **Add Discount** to enter an item-wise discount percentage from **0–100%**.
Actions and status
Each action requires both the correct document **status** and user-role **access**.
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | Sale Invoice — Edit |
| **Delete** | Draft | Sale Invoice — Delete |
| **Pre Approve** | Draft | Sale Invoice — Pre Approve |
| **Print** | Draft, Pre-approved, Approved, Closed | — |
| **Approve** (footer) | Draft or Pre-approved | Sale Invoice — Approve |
| **Cancel Pre Approved Invoice** | Pre-approved | Sale Invoice — Cancel Pre Approve |
| **Cancel Invoice** | Approved, Closed | Sale Invoice — Cancel |
| **Create Receipt** | Approved | Receipt Voucher — New |
| **Multi Receipt** | Approved | Receipt Voucher — New |
| **Create Credit Note** | Approved, Closed | Credit Note — New |
| **Create Customer RP** | Approved, Closed | Customer RP — New |
| **Create RP Deposit/Refund** | Approved, Closed | RP Deposit — New |
| **Update Secondary Status** | Approved, Closed | Secondary Status |
| **WhatsApp / Share / Download** | Approved, Closed (with public link) | — |
When an approval template is assigned, the **Approve** footer is replaced by the multi-stage approval panel. Tap the status badge to open the **Secondary Status Log**.
On approved invoices linked to returnable packaging, an **RP** section may appear above the invoice when **Customer RP — Approve** access is granted.
When **Show payment summary in invoice** is enabled in [Field Sale App Settings](#/settings/field-sale-app-settings), a **Payment Summary** block appears below the invoice on approved/closed invoices, showing the customer's collected totals for today — **Today Sales**, **Today Return**, and **Net Payment** (Sales − Return) — for cash, bank, and wallet payment modes only. The same block is included on thermal prints.
See [Print Formats](field-sale-app/print-formats.md) for thermal print layout.
Receipt Voucher
Record customer collections against outstanding invoices or as advance receipts.
Actions and status
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | Receipt Voucher — Edit |
| **Delete** | Draft | Receipt Voucher — Delete |
| **Print** | Draft, Approved, Closed | — |
| **Approve** (footer) | Draft | Receipt Voucher — Approve |
| **Cancel Receipt Voucher** | Approved, Closed | Receipt Voucher — Cancel |
| **Print Invoice** (linked bill) | When linked to a sale invoice | Sale Invoice — View |
| **WhatsApp / Share / Download** | Approved, Closed (with public link) | — |
When an approval template is assigned, the **Approve** footer is replaced by the multi-stage approval panel (same behaviour as Sale Invoice).
See [Print Formats](field-sale-app/print-formats.md) for receipt voucher print layout.
Sale Order
Capture customer orders before invoicing.
When **Show item rate type switch in sale documents** is enabled, the create screen shows the same **Tax Excl.** / **Tax Incl.** control on the **ITEMS** header as Sale Invoice (see above).
Actions and status
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | Sale Order — Edit |
| **Delete** | Draft | Sale Order — Delete |
| **Print** | Draft, Approved, Closed | — |
| **Approve** (footer) | Draft | Sale Order — Approve |
| **Cancel Order** | Approved, Closed | Sale Order — Cancel |
| **Create Invoice** | Delivered | Sale Invoice — New |
| **WhatsApp / Share / Download** | Approved, Closed, and other shareable statuses | — |
Sharing a sale order
On approved and other shareable statuses, **WhatsApp**, **Share**, and **Download** appear below the order.
- **WhatsApp** sends a formatted order summary (order number, date, item lines, and totals) as a chat message.
- **Share** opens a chooser to pick how to share:
- **Share as Text** — sends the formatted order summary as a message (same content as WhatsApp).
- **Share as PDF** — sends a short message with a link to the order PDF.
- **Download** opens the order PDF in the browser.
Credit Note
Issue credit notes against sale invoices or as standalone returns. A credit note created without a sale invoice or return order is a **credit note without reference** (use **Create without reference** on the list).
**Sale Return Reason** is shown when the user has Sale Return Reason — List access. On new credit notes it pre-fills from the user's default **Sale Return Reason** in web [User Settings](#/settings/user-management?id=default-values). If that reason has **Is Return To Return Center**, the shipping center uses the default **Sale Return Center** (falls back to **Inventory Center**). Editing a draft keeps the reason already saved on the document.
When **Show item rate type switch in sale documents** is enabled, the create screen shows the same **Tax Excl.** / **Tax Incl.** control on the **ITEMS** header as Sale Invoice.
Actions and status
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | Credit Note — Edit |
| **Delete** | Draft | Credit Note — Delete |
| **Print** | Draft, Approved, Closed | — |
| **Approve** (footer) | Draft | Credit Note — Approve |
| **Cancel Credit Note** | Approved, Closed | Credit Note — Cancel |
Approving credit notes without reference
A credit note without an invoice reference needs a return cost for each item so the stock can be valued when it comes back. Set a Default Return Cost on the item (Inventory > Item > Sale tab); the app fills this cost onto each line when you save and again when you approve.
- If every item has a Default Return Cost (or an already-saved cost), the app fills the value and lets you **Approve**.
- If any item has no Default Return Cost, approval is blocked and the app names the items that need one — set it on those items and try again.
> Because the app reads item prices from its local cache, a Default Return Cost newly set on the web ERP applies on the phone after the item list refreshes.
Sale Quotation
Prepare quotations for customers before converting to orders or invoices.
When **Show item rate type switch in sale documents** is enabled, the create screen shows the same **Tax Excl.** / **Tax Incl.** control on the **ITEMS** header as Sale Invoice.
Actions and status
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | Sale Quotation — Edit |
| **Delete** | Draft | Sale Quotation — Delete |
| **Print** | Draft, Approved, Closed | — |
| **Approve** (footer) | Draft | Sale Quotation — Approve |
| **Cancel Quotation** | Approved, Closed | Sale Quotation — Cancel |
| **Create Order** | Approved | Sale Order — New |
| **Create Invoice** | Approved | Sale Invoice — New |
Material Request
Request materials from inventory for field use, projects, transfers, or consumable issue. Each request is tagged with a **Request For** transaction type that controls which fields appear and how items are selected.
> Screenshot pending for material request create and view screens.
Create a request
**Home** → **Material Request** → open the list → create a new request (or edit a draft).
Common header fields:
| Field | Description |
|-------|-------------|
| **Project** | Optional; selecting a project sets **Request For** to **Consumable Issue** and may pre-fill **Authorized By** from the project |
| **Request For** | Transaction type — see below |
| **Requested By** | Employee raising the request (shown when **Allow Employee Editing?** is enabled in user settings) |
| **Authorized By** | Required for **Consumable Issue** only |
| **Branch** | Shown when **Allow Branch Editing?** is enabled |
| **Customer** | Shown only when **Request For** is **Sale Order** |
| **Due Date** | Target date for fulfilment |
| **Notes** | Free-text notes |
| **For Center** | Inventory center the request is against (from user default **Inventory Center**, or **Sale Return Center** for **Return Off Load**) |
Add line items with **Select Items**, then tap **CREATE REQUEST** (or **UPDATE** on an existing draft).
Request For — transaction types
The **Request For** picker sets what the request is meant to become after approval in the back office.
- **Consumable Issue** — request consumable stock for employee or project use. Shows **Authorized By**. Item picker lists **consumable items only**. After approval, **Create Consumable Issue** is available on the request view.
- **Inventory Transfer** — default type when no inventory default is configured. Request stock movement between centers. Uses the full saleable item list.
- **Off Load** — request to off-load stock from the salesman’s center (vehicle or field stock). Item picker uses the **Inventory Summary** stock list for the selected center — only items with stock in that center are shown.
- **Return Off Load** — return off-loaded stock back to a center. Uses the stock-based item list. **For Center** defaults to the user’s **Sale Return Center** (falls back to **Inventory Center** when not set).
- **Purchase Order** — request items for purchase. Uses the full saleable item list.
- **Sale Order** — request items linked to a customer order. Shows a **Customer** selector. Uses the full saleable item list.
- **Other** — custom / miscellaneous material request. Uses the full saleable item list.
The default **Request For** value on a new request comes from web **Inventory Settings** → **Default request for field material request** (when configured).
Item picker by type
| Request For | Item list |
|-------------|-----------|
| **Consumable Issue** | Consumable items only (no stock filter) |
| **Off Load**, **Return Off Load** | Inventory Summary stock list for **For Center** (same behaviour as Sale Invoice item picker) |
| All other types | Full saleable item list (no stock filter) |
See [Item selector](#/field-sale-app/transactions?id=item-selector) for picker search, brand / item group filters, and web settings.
View fields
An approved or draft request shows **ID**, **Request Date**, **Due Date**, **Project**, **Request For**, **Customer** (sale order type), **Requested By**, **Authorized By**, **For Center**, **Route** (hidden for consumable issue), **Notes**, and the item lines table.
Actions and status
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | Material Request — Edit |
| **Delete** | Draft | Material Request — Delete |
| **Approve** (footer) | Draft | Material Request — Approve |
| **Create Consumable Issue** | Approved, Closed (consumable issue type) | Consumable Issue — New |
| **Cancel Request** | Approved, Closed | Material Request — Cancel |
| **WhatsApp / Share** | Approved, Closed, and other shareable statuses | — |
On approved requests, **WhatsApp** and **Share** send a formatted summary with header fields and item lines.
Consumable Issue
Issue consumable items from inventory to employees or projects. Can be created directly from **Home** or pre-filled from an approved **Material Request** of type **Consumable Issue**.
> Screenshot pending for consumable issue create and view screens.
Create an issue
**Home** → **Consumable Issue** → **CREATE NEW** (or **Create Consumable Issue** from an approved material request).
| Field | Required | Notes |
|-------|----------|-------|
| **Project** | Yes | Shown when **Project — List** access is granted |
| **Date** | Yes | Issue date |
| **Branch** | No | Shown when **Allow Branch Editing?** is enabled in user settings |
| **ISSUED BY** | Yes | Default **Employee** when employee editing is off; selector when **Allow Employee Editing?** is on |
| **ISSUED TO** | No | Employee receiving consumables (when employee editing enabled) |
| **APPROVAL BY** | No | Approving employee (when employee editing enabled) |
| **Notes** | No | Free-text notes |
| Item lines | Yes | **Select Items** opens consumable-only item picker |
Tap **CREATE ISSUE** to save as **Draft**. Tap a line in the items table to edit quantity on that line.
When opened from a material request, **Project**, **Issued To**, **Approval By**, **Notes**, and item lines are copied from the request.
View fields
**ID**, **Issue Date**, **Project**, **Issued By**, **Issued To**, **Approval By**, **Notes**, and the item lines table.
Actions and status
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | Consumable Issue — Edit |
| **Delete** | Draft | Consumable Issue — Delete |
| **Approve** (footer) | Draft | Consumable Issue — Approve |
| **Cancel Issue** | Approved, Closed | Consumable Issue — Cancel |
Returnable packaging actions
Customer RP (RP Transfer)
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | Customer RP — Edit |
| **Delete** | Draft | Customer RP — Delete |
| **Approve** (footer) | Draft | Customer RP — Approve |
| **Cancel RP Transfer** | Approved, Closed | Customer RP — Cancel |
| **Create RP Deposit/Refund** | Approved, Closed | RP Deposit — New |
RP Center Transfer
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | RP Center Transfer — Edit |
| **Delete** | Draft | RP Center Transfer — Delete |
| **Approve** (footer) | Draft | RP Center Transfer — Approve |
| **Cancel** | Approved, Closed | RP Center Transfer — Cancel |
RP Deposit
| Action | Status | Access required |
|--------|--------|-----------------|
| **Edit** | Draft | RP Deposit — Edit |
| **Delete** | Draft | RP Deposit — Delete |
| **Approve** (footer) | Draft | RP Deposit — Approve |
| **Cancel** | Approved, Closed | RP Deposit — Cancel |
Item selector
When adding line items, the app opens **Select Items**. The item list source depends on the transaction type.
Sale Invoice (stock-based list)
Used when creating a **Sale Invoice** for an inventory/trading company (not a service company).
- Items are loaded from the **Inventory Summary** report for the invoice’s **Inventory Center** (from user defaults).
- Only items with stock in that center are shown, with **closing stock** and batch-wise quantities.
- Requires **Inventory Summary** report access. If missing, the app shows: *Inventory summary report access required*.
- Requires a default **Inventory Center** in user settings. Without it, the list cannot load correctly.
- Web setting **Include non-stock items in sale invoice** (Field Sale App Settings) adds saleable items with zero stock back into the list.
Service companies use the normal item list for sale invoices (see below) — no Inventory Summary access is required.
Other sale documents (full item list)
Used for **Sale Order**, **Sale Quotation**, and **Credit Note**, and for **Sale Invoice** in service companies.
- Loads the normal **Item** master list (saleable items, filtered by sale type item groups when configured).
- Stock quantities from Inventory Summary are not shown in the picker.
- Pricing, tax, and sale tax configuration checks still apply.
Inventory transactions (full item list)
Used for **Material Request** and **Consumable Issue**.
- Loads the normal **Item** master list (all saleable items, or consumable items only for Consumable Issue).
- No stock filter is applied.
- Pricing, tax, and sale tax configuration checks are skipped.
- **Material Request** types **Off Load** and **Return Off Load** use the stock-based Inventory Summary list instead (same rules as Sale Invoice).
Picker features
- Search by item code, name, or barcode.
- **Brand / Item Group** filter switcher — tap **Brand** or **Item Group** to show that facet’s chips. Selections on both facets stay active together (combined filter). Each tab shows a count badge when chips are selected. The **Brand** tab appears only when Brand — List access is granted; without it, only item group chips are shown.
- Filter **Show New Items Only** (items created within the last 30 days) from the filter icon.
- Long-press an item (or batch row) to open **Item Enquiry** (requires Item Enquiry report access).
- **Item list limit** and **Prevent item selection before customer selection** are controlled from web Field Sale App Settings.
Supporting access for sale item picker
| Feature | Applies to | Access | Alert if missing |
|---------|------------|--------|------------------|
| Inventory Summary (stock list) | Sale Invoice only (inventory/trading) | Inventory Summary report | Inventory summary report access required |
| Brand filter | Sale documents | Brand — List | — |
| Item Group filter | Sale documents | — (always available) | — |
| Date-wise / custom pricing | Sale documents | Pricing / Custom Pricing | (pricing not loaded) |
| Tax | Sale documents | Tax — List | Tax access required |
| Tax Class | Sale documents | Tax Class — List | Tax class access required |
| Sale Tax Config | Sale documents | Sale Tax Config | Sale Tax config access required |
| Unit | All | Unit — List | Unit access required |
| Item Enquiry (long-press) | All | Item Enquiry report | Item enquiry access required |
See [Settings](field-sale-app/settings.md) for web configuration options.
FAQ
Why can't I select items before choosing a customer?
When Prevent item selection before customer selection is enabled in Field Sale App Settings, the item picker stays blocked until a customer is selected on sale documents.
Why does the item list show no stock quantities?
Sale Invoice uses the Inventory Summary stock list. Enable Inventory Summary report access on the user role and set a default inventory center in user settings.
Can I create documents offline?
Drafts save locally and sync when connectivity returns. Approved documents require server validation — resolve sync errors before approving.
What is the difference between Home tiles and the More tab?
Home covers daily sales, customers, leads, inventory, and fleet shortcuts. More tab holds HR, attendance, and additional modules granted on the role.
When do RP tiles appear on Home?
Returnable packaging tiles show only when RP is enabled for the company and the user has RP module access.
Why is Material Request item selection different from Sale Invoice?
Off Load and Return Off Load material request types use the stock-based Inventory Summary list. Other types use the full item master without stock filtering.
Do app transactions appear immediately on the web ERP?
Yes after successful sync. Refresh the web list if a document was just approved from the app.
Why do I see "Tax access required" on item pick?
Grant Tax, Tax Class, and Sale Tax Config list permissions on the Field Sale App role — see the access table in Item selector above.
How do Brand and Item Group filters work together?
In Select Items, switch between Brand and Item Group chips with the facet switcher. Selections on both stay active (combined). Count badges on each tab show how many chips are selected on the hidden facet.
How do I open Item Enquiry without leaving the invoice?
Long-press a line on the Sale Invoice items table, or long-press the item header on Edit Item Line. You need Item Enquiry report access. From the edit form, Back returns to editing the line.
- [HR & Payroll](field-sale-app/hr-and-payroll.md) — Expense Claim, Cash Advance Request
- [Customers](field-sale-app/customers.md)
- [Leads](field-sale-app/leads.md)
- [Reports](field-sale-app/reports.md)
- [Settings](field-sale-app/settings.md)
- [Print Formats](field-sale-app/print-formats.md)
- [Sale Invoice](../sales/sale-invoice.md) (web module)