Orders
Raise an order for a school from your phone, see its total before you send it, and follow it through approval, dispatch and invoice.
The Orders tab lists the orders you have raised and lets you raise a new one at the school. The app covers an order billed to the school itself. Anything more (billing a dealer, payment terms, freight, PO details) is done on the portal's Orders screen. Orders need a connection, because SalesYatra prices and numbers every one.
Raise an order
Start the order
Open Orders and tap New Order.
Pick the school
Under School, tap the field to open Pick a school, then search by name, code or city and tap the school the order is for. The app fills in the delivery address, the bill-to name and the billing address from the school's record.
Choose where the books go
Under Ship to, leave The school selected to send the books there. To send them somewhere else, tap Someone else and type the name and the Delivery address. Your manager and an administrator see that name and address when they approve the order.
Check who is billed
Bill to is the school's own name and cannot be changed in the app. You can correct the Billing address. To bill a dealer or anyone else, raise the order on the portal instead.
Add the books
Under Titles, tap Add for each book. Pick a title opens: search by title, ISBN or author and tap the book. Titles withdrawn from the catalogue are not offered. Then enter the Quantity, and the book's own discount in Disc % if it has one.
With the books in hand, tap Scan and hold each book's barcode to the camera instead: every book is a copy on its title's line. See Scanning books.
Add any additional discount
Additional discount % is added to every book's own discount. A book at 10% with 5% additional is billed at 15% off the list price. No book can go further off than the discount cap in all, its own discount and the additional one together. The cap is 40% unless an administrator has changed it, and the line under the field says the figure in force.
Choose the shipment mode and add remarks
Pick COURIER, TRANSPORT or HAND DELIVERY. Use Remarks for anything the approver should know.
Attach the dealer's order
Under Dealer's order, tap Screenshot to pick a screenshot of the WhatsApp message or email from the gallery, Photo to photograph a paper order, or PDF to pick the PDF the dealer sent. It uploads straight away and shows with View and a cross to remove it. A file over 10 MB is refused.
Your manager and the administrator check the books against it before they approve, so the order can't be submitted without it. You can save a draft without it.
Check the total and send it
The summary shows Subtotal, Base discount, any Additional discount (and Freight, on an order that has it), and the Order total, priced from the catalogue.
Once the dealer's order is attached, an amber box above the buttons reads Check this order against the dealer's order. It lists the school and every book with its quantity. Tap Open the dealer's order and compare the two, then tick "I have checked the school, every title and every quantity against the dealer's order." The box turns green. Submit for approval stays greyed out until you tick it. If you change the school, a book, a quantity or the attachment afterwards, the tick is cleared and you check again.
Tap Submit for approval to send it to your manager, or Save as draft to finish it later.
The buttons work once you have picked a school, added at least one title, and filled in the delivery address and the billing address (and the name, when the books go to someone else). Submit for approval also waits for the dealer's order: until it is attached, the form says "Attach the dealer's order to submit it. You can save a draft without it." A discount can't be negative, and no book can go past the discount cap in all. Past that, the app says which discount to lower under Additional discount %, for example "No book can be billed more than 40% off in all: with a book at 35%, the additional discount can be at most 5%."
The total on your phone is a preview. The app never sends prices: SalesYatra prices every line again from the catalogue when it saves the order, using the same calculation, so your manager sees the same figures.
A new order is dated today and filed under the current academic year. If saving fails, the form stays open with the reason. Try again once you have signal: a retry updates the draft that was already saved rather than raising a second order for the school.
If you are a dealer
Your login opens on Orders, the only tab it has. The list holds every order billed to your dealership: yours, and the ones our sales team placed for you once submitted. You can edit and send only your own.
A new order is billed to your dealership, as our dealer list has it. Billed to shows its name and address and can't be changed here: ask your sales representative. Pick a school offers only the schools you are put on. There is no dealer's order to attach and nothing to tick, so Submit for approval works as soon as the order is complete. See If you are a dealer on the portal's page.
Edit or resubmit an order
An order you saved as a draft, or one an approver sent back, has Edit and Check and submit buttons on its card. On an order sent back, the second button reads Check and resubmit. Both open the order on the form, because it is sent only after you have ticked it against the dealer's order. Without a dealer's order attached, Check and submit is greyed out and the card says to tap Edit to attach it.
- Tap Edit or Check and submit. The order opens on the same form, titled with its order number.
- Make any changes, tick the check against the dealer's order, and tap Submit for approval, or Save as draft.
Editing on the phone keeps everything the app does not show exactly as it was: the order date, academic year, payment terms, freight, PO details, and a dealer or sister school chosen on the portal. If the order is billed to someone other than the school, the app says "As on the order. To change who it is billed to, edit it on the portal." If you pick a different school while editing, the order is billed to that school and its books go there, as for a new order.
Why an order was sent back is shown on the order on the portal. The app's card says "Sent back — the reason is on the order in the portal".
Follow an order
Each card shows:
- the order number, the school and the order date
- Ships to and Billed to, when either is not simply the school. (custom) marks a delivery address typed on the order, and (new) marks a billing party waiting to be added to the dealer list.
- the status badge and the order total
- where the order is, for example "Waiting for your manager's decision · step 2 of 5"
- once it is invoiced, whether it has been paid: UNPAID, PART PAID, OVERDUE or PAID, with what is due, overdue or received beside it. See Payment on an order.
- once it has left the warehouse, the courier and AWB number, and the invoice number, or numbers when the books came from both firms
- once the warehouse has attached it, the bilty number, with Open the bilty to see its picture and send it on to whoever collects the parcel
| Badge | What it means |
|---|---|
| DRAFT | Saved but not sent. Still yours to change. |
| PENDING | Waiting for your manager's decision. |
| WITH ADMIN | Your manager approved it. Waiting for an administrator to approve. |
| APPROVED | Approved by an administrator, and waiting to reach the dispatch team. |
| ASSIGNED | With the dispatch team, waiting to be packed. |
| DISPATCHED | Packed, handed to the carrier and invoiced. This is the last step. |
| COMPLETED | Dispatched and signed off, on orders from before the dispatch became the last step. It means the same as DISPATCHED. |
| REJECTED | Sent back by an approver. Edit it and resubmit. |
| CANCELLED | Cancelled. |
The order is invoiced when it is dispatched, for exactly what was packed, so a short shipment is billed short. Order lifecycle explains every step and who moves it on.
What only the portal does
- Bill an order to a dealer or to another party. See Bill-to parties.
- Send the books to a sister school.
- Set payment terms, freight, the expected delivery date and PO details.
- Download the order confirmation, open its invoices, cancel it, and see its full history.
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