Admin panel
Keep the registers the rest of SalesYatra runs on, from places and people to schools, trade parties, titles and stock.
/adminEverything the field, the warehouse and the billing desk do refers to a register kept here. A rep can only visit a school that is in Schools. An order can only carry a title that is in Catalogue. An approval goes to whoever the rep Reports to in Executives. When a register is wrong, the screens that read it go wrong with it, so the admin panel is the first place to look.
Who can open it
Only the Administrator role can open the admin panel. Anyone else who follows a link to it goes to their own start page instead: the field portal for reps and managers, the dispatch queue for warehouse staff, and the books for the billing desk and the accountant.
An administrator can also do the warehouse's and the billing desk's work, so a company can run before anyone holds those jobs. See Roles for what each role can do.
The sidebar
The admin panel is the Admin App in the app switcher at the top of the sidebar. Its screens sit in groups whose headings fold:
| Group | Screen | What it is for |
|---|---|---|
| (no heading) | Dashboard | Company-wide counts and charts, plus shortcuts to the registers. |
| Reports | Excel exports of visits, travel plans, requests, orders, expenses and stock. | |
| People | Executives | Everyone who signs in: their role, who they report to, their login invite. |
| Team performance | The whole sales team ranked, with who needs attention and why. | |
| Employee report | Everything one person, or a manager and their team, did over a period. | |
| Territory & customers | Geography | Regions, areas or branches, and territories. Every school sits in a territory. |
| Schools | The school register, with each school's map pin, owner and enrolment. | |
| Trade parties | Booksellers and other non-school buyers an order or invoice can be billed to. | |
| Catalogue & stock | Catalogue | Series and titles, with list prices and the firm that bills each title. |
| Stock | The warehouse shelf: copies on hand per title, and adjustments. | |
| Setup | Import | Bulk upload of schools and titles from a CSV file. |
| Settings | The claim cap, the per-kilometre rate, the low-stock level and the working day. |
The switcher also opens the other two apps:
- Accounts App opens the books of both firms. See Accounts.
- Field App opens the field portal, where an administrator approves orders and requests under Approvals and can work the Dispatch queue. See Field portal.
Set up a new company
Each register points at the one before it: a school needs a territory and an executive, an executive's manager must already be on the register, and an imported title looks up its series by name. Set things up in this order and nothing has to be done twice.
Map out the geography
Under Geography, add your regions, then the areas or branches in each region, then the territories in each area.
Add the people
Under Executives, add the most senior people first so that the people below them can be set to report to them. Saving a new executive emails them an invite to choose their password.
Add the schools
Add schools one at a time under Schools, or many at once under Import. Each school needs a territory and an owner. Put a map pin on each school so visits are checked against its gate.
Add the trade parties
Under Trade parties, add the booksellers and other buyers that orders and invoices can be billed to.
Build the catalogue
Under Catalogue, create the series first, then the titles, or import titles in bulk. Pick the firm that bills each title.
Put the stock on the shelf
Under Stock, add the copies the warehouse holds for each title. From then on, dispatches and returns move the figure for you.
Check the settings
Under Settings, set the most a single claim may be, the rate per kilometre, the stock level that raises an alert, and the working hours.
The billing desk fills in each firm's name, address, GSTIN and bank under Setup before the first invoice goes out. Those details print on every invoice.
Good to know
- Switch off, don't delete, people and parties. Executives and trade parties have an Active switch. Switching one off keeps their history intact and takes them out of the pickers.
- Deleting only works on unused entries. You can delete a region, area, territory, school, title or series only while nothing refers to it. Otherwise SalesYatra refuses with a message like "Cannot delete this school — other records still reference it."
- Only administrators change the registers. Reps and managers see schools, titles and stock in their own screens, but only an administrator can add, edit or delete them.
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