Add a shop found on the street to tomorrow's route

Suppose that on Tuesday 13 October, on his way home, Omar passes a grocery Nile Fresh doesn’t serve yet. This example takes it from the street to Wednesday’s route, including the step most often forgotten: its credit limit. Who: rep and administrator · Where in the cycle: Approve.

Before you start

• Omar’s route CAIRO-03 visits its four shops every Saturday and Wednesday.
• Deciding a new shop needs Add and change customers (CUSTOMER_MANAGE). By default only the Administrator has it; a supervisor sees the shop with no buttons.
• Nile Fresh holds orders over a shop’s credit limit for approval (Needs approval).

The example, step by step

1 · 16:00 · Omar proposes the shop — phone

Standing at the door, Omar opens Shops and taps New. He keeps A new customer, types the Shop name “El Salam Market” and the shopkeeper’s Phone, waits for Location taken here · accurate to 8 m · stand at the door, and taps Send to the office: “Sent to the office for approval”.

123

1. A new customer or a new branch of one
2. Shop name
3. Where the phone is: the shop's pin

Shops lists El Salam Market as Waiting for approval. Its Check in is greyed: “The office hasn’t approved this shop yet. You can visit it and sell once they do.” The proposal reaches the office at Omar’s next sync.

2 · 17:00 · The administrator approves it onto CAIRO-03 — console

On Decisions › Approvals, the New shops tab, the row shows the name, “New customer”, the phone, Where the rep stood and Duplicate check “Nothing similar found”. The administrator presses Approve…:

• Route: CAIRO-03 (Omar’s route is suggested);
• Visit days: Wednesday; How often: every week; Visits start on: 14 October.

She presses Check what changes, reads what the route will look like with a fifth Wednesday shop, and presses Approve and add to Cairo 03: “El Salam Market: approved and added to Cairo 03”. The shop is now customer CUST-00005, with the default price list and a credit limit of 0 — cash only.

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The same sheet in the docs run, where the visits were set for Thursdays from 7 October: Thursday goes from 4 to 5 visits.

1. Route
2. Visit days

Open the full-size picture (new tab)

The day plans from 14 October are redone at once:

What changed

Item	Before	After	Change
Omar's stops on Wednesday 14 October	4 stops	5 stops	+1

3 · 17:05 · She sets the credit limit — console

She opens CUST-00005 on Customers › Outlets, presses Edit customer, types 1000 under Credit limit (“Up to EGP 1,000 on credit”) and presses Save.

1

The same field on another shop, Garden City Grocer, with a 2,000 limit.

1. Credit limit

Open the full-size picture (new tab)

Caution

A shop approved from Approvals starts as cash only (credit limit 0). Open the customer and set its credit limit straight after approving. Until then, under Block every credit order is refused and under Needs approval every one waits.

4 · Wednesday morning · El Salam Market is on Today — phone

When Omar pulls down on Today on 14 October, the shop arrives with its code, and Today lists 5 stops, El Salam Market among them. He checks in at the door and sells it 4 Water 6-pack from the van:

Nile Fresh

INVOICE · INV-000003

---

Customer

El Salam Market · CUST-00005

Net

200.00

VAT

28.00

---

• 4 PCS Water 6-pack × 50.00200.00
• VAT 14%28.00

TotalEGP 228.00

What changed

Item	Before	After	Change
VAN-03 · Water 6-pack	38 PCS	34 PCS	−4
El Salam Market owes	0.00 EGP	228.00 EGP	+228.00

1,000.00 − 0.00 − 0.00 = 1,000.00 available, so 228.00 passes as a van sale. Had the limit stayed at 0, the same order would be Over credit — waits for approval, over by 228.00: booked for delivery and held for a supervisor, with no invoice at the counter. (Invoice numbers in this example are illustrative.)

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1. The round strip: one piece per stop, five now
2. Stop 5: the shop approved from the street

What happens next

• The rep sees each decision at the next sync: the shop’s pill reads “Approved. Details arrive with the next sync.” until it does.
• Route: El Salam Market is on CAIRO-03 every Wednesday from 14 October; the route’s history records the change.
• Audit: “Approved a new shop”, then the customer change.
• Money and stock: nothing moves until the first sale.

Note

New shops aren’t counted in the bell. Look at the New shops tab on Approvals.

If something goes wrong

What you see	What to do
The shops are listed but there are no buttons	You need Add and change customers. Ask an administrator.
Someone already decided this one. Refresh to see the result.ALREADY_DECIDED	Someone decided this shop first. Refresh.
That route doesn't exist. Pick another one.NO_SUCH_ROUTE	The route was removed. Pick another, or No route for now.
Add a reason, then send again.REASON_REQUIRED	A decline needs a reason Omar can read on the phone.
This order goes over the shop's credit limit. Collect a payment first, or take a smaller order.CREDIT_LIMIT_EXCEEDED	The shop is still cash only and the company blocks orders over the limit. Set its credit limit.
Check in is greyed out	The shop isn't approved yet, or Omar hasn't synced since. Pull down on Today.

Related

Propose a new shop

Approve a shop a rep found

Add or change a customer

Change a route: branches, days, order, cover

Approve (the stage)