How work flows
Follow a school's year through SalesYatra, from the travel plan to the money in the bank, and see which desk each step belongs to.
A school's year in SalesYatra runs through one chain of records. A rep plans a trip, visits the school, records what it adopts and orders the books. Two people sign the order, the warehouse packs it and bills it, and the money the school pays comes off its dues.
This page tells that story once, stage by stage, and links to the screen where each step happens. The pages under Workflows explain the processes that cross several screens in full.
The main path
| Stage | Who acts | Where |
|---|---|---|
| Plan the trip | Rep, then their manager | Travel plans, Plans on the app |
| Visit the school | Rep | Visits, Visits on the app |
| Record the adoption | Rep | Adoptions |
| Quote, then order | Rep | Quotations, Orders |
| Approve, then give final approval | Manager, then an administrator | Approvals, Approvals on the app |
| Pack, dispatch and invoice | Dispatch (Warehouse) | Dispatch |
| Collect and confirm the money | Rep, then the billing desk | Collections to confirm, Payment-In |
| Chase what is still owed | Rep | Dues |
1. Plan the trip
A rep who travels raises a travel plan with a name, dates and an optional budget. It goes straight to their manager, who approves or declines the trip before anything is spent on it. Once it is approved, the rep fills in each day and what it cost, and sends the plan back to the manager to validate after the trip.
Both signatures are the manager's. An administrator does not approve a travel plan. See Travel plans and Approvals and the reporting line.
2. Visit the school
A visit from the Android app is two steps.
- Check in at the gate. Check-ins open once you have started your day in the app with a photo of your odometer (see Start and end your day). The app takes your position and a photo. SalesYatra refuses a check-in from outside the school's radius. A school with no map pin has no fence. The visit reads REPORT PENDING.
- Write the report. You write it afterwards, from anywhere: on the phone or on the portal. The visit then reads LOGGED, and you can keep correcting it.
On the portal you can also log a visit in one go. It is marked as a web entry, with no proof of location.
Visits are never approved. Your manager reads your team's visits and can add a comment. Samples you hand out on a visit come off My Stock, and money the school gives you is recorded on the visit as a collection (see stage 7). The app keeps check-ins and reports queued when you have no signal. See Visits and Working offline.
3. Record the adoption
For each school and academic year, the adoption lists the publisher's titles the school is considering, and where each one stands: sampled, shortlisted, adopted or lost. Adopted titles give the adoption its value. Nobody approves an adoption. See Adoptions.
4. Quote, then order
A rep can send a school a quotation first. When the school accepts, Accepted — raise order turns it into a draft order, priced again from the catalogue. See Quotations.
The rep raises the order, or finishes the one the quotation became, attaches the dealer's order as it was sent, and submits it for approval. No book can go further off its list price than the discount cap an administrator sets under Settings, 40% to start with. The order names who it is billed to and where the books go. Both can be something other than the school, and both approvers are shown when they are. See Orders and Bill to and ship to.
5. Approval and final approval
Every order needs two signatures:
- The manager's. The rep's manager approves the order and, in the same step, names the dispatch employee who will pack it.
- An administrator's. The final approval releases the order straight to that dispatch employee.
Either signer can reject the order back to the rep, who can fix it and submit it again. See Order lifecycle and Approvals and the reporting line.
6. Dispatch and invoice
The dispatch employee records what actually left the warehouse: the courier, the docket number, the boxes and how many of each title were packed. Recording the dispatch raises the invoice at the same moment:
- The warehouse chooses the firm. A dispatch is invoiced by Domato Book Co. or Dominions, whichever the dispatch employee picks, and that firm's name, address and GSTIN go on the invoice.
- Billed as packed. The invoice is priced from the packed quantities, so a short shipment is billed short.
- Emailed to the rep. The rep who raised the order gets the invoice PDF, because they are the one collecting the money.
Each consignment raises its own invoice, and nobody signs it off: it can't be sent back, because its invoice has already gone out. Anything the warehouse was short of stays owed on the same order and follows when the stock arrives. See Dispatch and Order lifecycle.
7. Collect the money
Money reaches the books in one of two ways.
- Collected on a visit. A rep who collects a payment records it on the visit report. That is the rep's word, not yet a payment. The billing desk finds the money in the bank or the cash and confirms it as a Payment-In, or dismisses it with a reason the rep is told. See Collections to confirm.
- Paid to the office. The billing desk records the Payment-In directly. See Payment-In.
Only a confirmed Payment-In reduces what the school owes. A cheque counts from the day it is received, and a bounce puts the whole amount back on the school. See How the books work.
8. Chase the dues
Dues shows what each of your schools owes, most overdue first. You see your schools' dues, never the books themselves. When a bill goes past its due date, you get a notification and an email naming it. Nothing is sent to the school: chasing a customer is your conversation. See Dues.
Side paths
Requests for stock, samples and workshops
A rep can request specimen books for themselves (Self stock), sample books sent to a school (School sampling), or a Workshop (teacher training). Every request needs the same two signatures as an order: the manager's, then an administrator's. Stock and sampling requests then go to the warehouse to ship, in one go or in parts, and an administrator marks a workshop conducted once it is held. A self-stock shipment lands on the rep's My Stock. See Requests.
Returns and credit notes
When books come back to the warehouse, the dispatch employee records the return from whoever sent them, and the books go back on the shelf at once. Books from a school or trade party were billed, so the billing desk then raises a credit note per firm, priced from what the party was billed, or takes the books back without one. Books from a stock or sampling request were never billed, so nothing is credited. See Returns.
Daily spend and staff claims
Reps file what each day cost under Daily Expenses, or on a travel plan's days. When a rep ends a day on the app that they started with their own vehicle, the app files the day's drive as a claim for them. A claim on a travel plan's day is part of what the manager validates on that plan. The billing desk pays an employee's unpaid claims for a period with a claim payout, and a paid claim can no longer be changed. See Staff claims.
Dealers and other billing parties
An order can be billed to a dealer on the register, or to a name the rep types. A typed name goes to both approvers as a new billing party and joins the dealer list when an administrator approves the order. See Bill to and ship to.
Workflow pages
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