Definitions

Distribution Hub  the main software application which controls all activities within the system from employees to vendors, trucks to warehouses, inventory, invoicing and payments. It will also provide activities logs and custom reports.

Distribution App – the mobile application which handles all tasks relating to checking in products, selling product on the road, picking products for delivery, and delivering the product to the customer.

App Account – the mobile application has four types of accounts:

  • Checker – scans in new product, assigns information for future scans
  • Picker – scans product from warehouse to a truck based on the salesman’s orders. The products is assigned the stop # and route then prints a picking label for the package
  • Salesman – goes on routes to stops  and takes orders from each customer to be delivered by a driver. Salesman can accept payment at the stop.
  • Driver – follows the route and visits stops. Scans the customers order, delivers the order and receives a signature that the order was delivered correctly. Driver can accept payment at the stop.

API – This is a technical term standing for application programming interface which allows the distribution hub to communicate with the app

SideBar (SideBar) – On the left side of the distribution hub, you will notice the sidebar which contains all the various components: employees, vendors, customers etc.

Component – Components are one section of the distribution hub such as employees, locations or vendors.

General Component Features

  • You can use the distribution hub on mobile, tablet or desktop. It will appear very much the  same, but the sidebar is folded up into a button.

  1. Toggle SideBar In or Out
  2. SideBar
  3. Current Component (Red)
  4. Select an Entry
  5. Edit, Clone or Delete Selected Entries
  6. Edit An Entry
  7. Search for Anything
  8. Component Information Table
  9. Alerts
  10. Account Settings
  11. Make Distribution Hub Full Screen
  12. Add a Component Entry

  • Clicking the button or  will bring up a dialog box which allows you to enter or change the information associated with the current component.

    1. Enter Information
    2. Close the Dialog Box
    3. Choose “Active” or “Inactive” Status
    4. Choose Options for the Current Component
    5. Save the Information

Distribution Hub

 

Employees

Add a New Employee to the System

  • You will first click on the account icon (top right) and go into account settings 

  • Click “Add User”

  • Enter the users information and determine if this user will be an Admin then click Add
  • ADMIN USERS HAVE FULL CONTROL OVER SYSTEM SETTINGS

 

  • The email used for the employee will get a temporary password which the user can then use to login with, once they have been given their account type

  • Under the Employees component, you will see the recently added employee, and can begin to assign their roles: Sales, Service, Picker/Checker, Driver you can assign more than one role

How to Assign Employees to Trucks, Warehouses or Customers

  • The employee can be assigned a truck number or warehouse, directly from the customer component. Simply click the  + button for a new employee or  on a current employee to change which locations they will be assigned. Select the appropriate dropdown.

  

  • To assign a customer account to an employee you will go into the customers component. Select the and click on the Assign to Employee(s) dropdown

 

Assign Roles to Employees

  • The admin panel will let you choose whether an employee can login to the mobile app via Sales, Service, Driver, or Picker/Checker you must allow a role before the employee can utilize it within the app.

  

How to Deactivate an Employee

 

  • Click the and on the Active or Inactive dropdown, select Inactive

How to See an Employees Logs

 

  • Click on the Logs component
  • Select the filter option for that employee you’d like to see.
  • Each employee will have all records of their activity under the log type

Vendors

 

How to Deactivate a Vendor

  • Click the and on the Active or Inactive dropdown, select Inactive

Routes

 

Routes are assigned to Trucks. That truck can then be assigned to a salesman or driver, which controls what employees see when they login to the application. Routes can be fully controlled by the salesman’s account within the application. Please refer to the salesman account guide for the application.

 

Important Route Information

  • Customers are the master account for Stops which is a type of Location on the SideBar. So, to keep records straight, one customer account can control multiple stops, for chains. If the customer is a single location, the system will use the location assigned on the customer entry within the Customer component.

 

Create Routes

  • In order to make routes you must first have all Customers and Store Locations fist entered
  • With all Customers and Stops entered, head over the the Routes component

  

  • Enter the Route Name and ID
  • Start typing a customer or stop name into the Stops area, and select the stop that appears from the dropdown.

 

 

  • Now assign the Route to a Truck in the Locations component

 

  • Click the  for the Truck you will assign a Route and assign that Route

 

Customers

 

How to Make a New Customer

  • Navigate to the Customer component and click the +
  • Enter the details of the customer including a Name, ID, Contact Number, Email, Address (which must be chosen from the autocomplete address field), Status, Employee Responsible, Tax Rate, Commissionable or not
  • Click Save Record and you’re new customer can now be added to routes for delivery

How to Handle Chain Stores

  • See point above Important Route Information
  • First, create the customer entry

  • If the customer is only one stop, they can now be assigned to a route by the salesman
  • If the customer has Multiple Stores you need to go to the Locations component

  • From here, add all current Stores entries that a Customer has and make sure they are of type Store on the category dropdown

  • Once all stores are in, navigate back to the Customer component and click into the customer  you’d like to have multiple stores for. In the Assign to Locations dropdown, select the locations that belong to this customer account.

Make a New Sale from Admin

  • First, go to the Inventory component
  • Select the items you would like to sell
  • Click Sell 

  

  • Assign the Invoice ID, Quantities, Customer, (If Multiple Locations) Stop
  • Click Create

 

  • The invoice will now show on the tab of the Customer you assigned the sale. Click the List Invoices button

 

 

Manually Update the Customer Account Value

  • Click the on the customer you’d like to update
  • Click the List Invoices button

  • Click Manage Account on the dialog box

 

  • View the Account Value and select a Payment Method and Amount to Charge you can perform the Charge directly from here. It will add all current invoice amounts to settle.

Update Past Invoice

  • In this case we are assuming the Customer has made a payment to the invoice in question.
  • Now, simply go back into the Customer account with the 
  • Select the List Invoices button
  • After selecting your invoice in question, the latest status of the invoice will show the quantity, amount, and already paid amount. The Current Balance is what has already been paid.
  • The Remaining is what is left to be paid on the invoice.
  • When you’ve made adjustments to the Quantity, Current Balance or Amount to Charge select Update or make a new Charge according to the Amount to Charge.

  

  • The balance of the invoice will show on the List Invoices popup
  • Depending on the status of the invoice it will show as NEW, PAYMENT MADE OR PAYMENT COMPLETE

View, Edit, Pay Customer Invoice

 

  • After selecting the  for the customer you’d like. Click View Invoices

 

  • Select the Invoice ID you’d like to adjust. You can use the Filter to search for the ID

 

  • Follow below to understand adjustments to invoices
  1. Adjust the Quantities assigned to the customer
  2. If it’s the first payment to the invoice, ignore the current balance. Once a payment is made, the remaining balance will show up as current balance
  3. Assign a tax rate. These can be adjusted from the Tax Rates component
  4. Add the Payment Method and enter card details or check #
  5. Enter an amount to charge the customer
  6. Update or Charge the customer. This will generate a PDF that can be automatically emailed or downloaded and printed.

  • Invoices can be updated over and over, the current balance will reflect payments made on the invoice. Do not update the current balance on the first invoice transaction

Email or Download Customer Invoice

  • In this case we are assuming the Customer has made a payment to the invoice in question already.
  • Now, simply go back into the Customer account with the 
  • Select the List Invoices button.
  • Select the relevant Invoice
  • If it is NEW you will need to complete a payment before it can be downloaded or emailed.
  • Click on an invoice that is PAYMENT COMPLETE or PAYMENT MADE and click Email Invoice or Download

Inventory

Duplicate Multiple Inventory Items

  • Simply select the items you’d like to duplicate
  • Press Clone on the top bar

Update/Add Categories to an Item

  • Click into the item with the 
  • Click on category and select a previously made category or type a new category and hit comma

 

Assign Inventory to a Location from Admin

  • Click on the item you want to move
  • Under Locations make the selection and assign the quantity at that location

Record Inventory Loss

  • Click on the item you want to record the loss for
  • Click Record Loss

  • Select the Amount Lost and the Reason of Loss then hit Create

Sell Items to a Customer

See Make a New Sale from Admin

Service, Machines and Parts

Machines and Parts

Machines are considered inventory, as are the products which are used to support the machines.

  • The first step is to go into Inventory and add the machines you offer as inventory items. It MUST be of category type MACHINE

   

  • You’ll see a new option show up for the parts to be assigned to the machine, you can update the parts necessary for the operation of the machine at any time from the admin panel.

  • Make sure to Update Record

Assign Machines to Customers

  • Go into the Inventory you want to assign and click the  next to the Machine to assign
  • At the bottom, select the Locations in which this machine should go (this can be Trucks, Warehouses or Customers

Locations

Assign a Store Location to a Customer

Keep in mind locations can be a Warehouse, Truck or Store. Depending on the selection, the options will change

  • Warehouses are top level, and inventory can be scanned to a warehouse or truck
  • Trucks can be assigned an employee and Stores which become the route
  • Stores are always assigned to a Customer and can also be assigned to Employees
  • If no Store is assigned to a customer, the customers master address will be used