Sales Representatives — SanadiqCloud

Product version: 1.0.0+1
Last updated: 2026-10-14
Audience: Tenant Owners, Tenant Employees, Sales Representatives

A. Overview

A sales representative sells directly to customers from the stock in their own custody (their van) and collects payment. Give a member the built-in Sales Representative role, then make them the custodian of a stock pool — see Custody stock.

Representatives see only their own sales, invoices and custody. They do not see the organization's customer list, other pools, or the rest of finance. Their sales live in the Custody area; the Sales section is not shown to them.

A sale belongs to a representative because of the stock pool it sells from: the pool's custodian is recorded as the sale's representative. This also applies when someone in the office creates a sale on a representative's pool.

B. Creating a sale

Open Custody → My sales and start a new sale.

• The stock pool list contains only your custody pools; with one pool it is selected for you. Without any pool you are told to ask an administrator to assign one.
• Items come from the stock you hold; scanning a code that is not in your stock tells you so.
• Fulfillment is always direct (no pick list): Complete sale takes the stock out of your pool, issues the invoice and records the customer's payment in one step.
• Customers are chosen with the customer search, which shows active customers by name and phone. A sale can also have no customer.

A sale is refused (Sales representatives must sell from their own custody stock) when its pool is not yours, when a line comes from another pool, or when a pick list is requested. Confirming also fails when a line asks for more than is available, or when the pool has been given to someone else since the draft was saved.

You can edit, delete and cancel your own draft sales.

C. Collecting payment

Record the payment in the Invoice & payment step, or later on the sale or invoice (full balance or a partial amount). Cash is preselected, and the payment dialog says where the selected method's money goes. Choose cash whenever the customer hands you money; otherwise the payment does not appear in your Cash to hand over.

See Cash settlements for handing cash over.

D. Cancellations and returns

• A confirmed sale can only be cancelled after the office voids its unpaid invoice. Cancelling then puts the stock back into your pool.
• Voids, refunds, payment reversals and returns are done by the office (they need sales:invoice:update or the return permissions).
• Reversing a cash payment you collected takes the money out of your custody cash while you still hold it; once you have handed it over, it comes out of the company cash book instead.
• A return restocked straight away goes back into the pool the sale drew from. A return sent through the warehouse follows Customer returns.

E. Permissions

Managers with full sales permissions (sales:sale:read, …) keep organization-wide access.

See also: Sales | Invoices | Custody stock | Cash settlements | Built-in roles