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User Manual Van Sales Version 1.0 · Stable

Manual Issue notes

The issue note (BS) captures the truck loading: the list of items and quantities loaded by the van seller before their route. A colored dot (blue / orange / green) indicates the synchronization status with the Swifto Seller mobile app.

Sync states

Types (Seller / Register)

Movement natures

Linked mobile app

Overview

The issue note transfers goods from the depot to the truck stock of a van seller (Seller type) or a POS register (POS type). It is the document that "loads the truck": it decrements the depot stock and credits the seller's mobile stock, so they can then sell out in the field via Swifto Seller.

Business goal

Load the seller's truck stock
Transfer goods from depot to truck
Track mobile synchronization
Validate the loading (stock impact)

Target audience

Warehouse / logistics — prepare the loading
Sales supervisor — manages & validates
Van seller — receives the stock on mobile

Position within the module

The issue note follows Visit planning and precedes the route. At the end of the route, unsold items come back via the Return note. Overview: Van Sales module.

Access and navigation

Left-hand side menu: Van Sales → Issue notes.

Swifto ERP — Van Sales menu

SWIFTO

Global dashboard

Deliverers

Client planning

Customers per seller

Exit vouchers

Return notes

Sales reports

Settings

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The list of issue notes opens on the right after the click.

The screen is based on the bonSortie page (Seller type). The Settings submenu contains the issue note templates and the numbering prefixes.

List of issue notes

The page lists the loadings, with the sync dot at the start of the row, the type (Seller / Register), the recipient and the nature of the stock movement.

Van Sales › Issue notes

SWIFTO

Deliverers

Exit vouchers

Return notes

Sales reports

3 Mr Amine ABDELKEFI

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Exit vouchers

Number⇅	Type⇅	Seller / Register⇅	Date⇅	Nature
BS: N°000312	Seller	Mouadh BEN AZIZA	18/05/2026	Stock replenishment
BS: N°000311	Seller	Ayatollah ORABI	18/05/2026	Stock correction
BS: N°000310	Seller	Slim TRABELSI	17/05/2026	Stocktake

Table columns

Column	Description
● Sync	Mobile synchronization dot: blue · orange · green (section 7).
Number	Reference of the issue note (e.g. BS: N°000312).
Type	Seller (truck stock of a van seller) or POS (point-of-sale outlet).
Seller / Register	Recipient of the loading.
Date	Date of the loading.
Nature	Stock replenishment · Stock correction · Stocktake.

Actions depending on the dot

The available actions depend on the sync status: a blue note remains editable, a green note can be validated. See sections 5 and 7.

Action bar

New

Opens the loading form (section 6).

Search

Filters by seller, period, type and nature.

Delete

Removes a ticked note that hasn't been validated yet (blue).

Templates (Settings)

Reuse a standard loading to save time (section 8).

Row actions

Validate

Green dot

Available when the note is synced (green). Confirms the loading and impacts stock.

Edit

Blue dot

As long as the note hasn't been sent (blue), items and quantities can be adjusted.

PDF

Document

Generates the loading note as a PDF (handover note for the seller).

Details

Read-only

Opens the note: item lines, quantities, recipient seller and sync status.

Create an issue note

Click New. Choose the recipient seller, the nature of the movement, then add the items and quantities to load. On save, the note goes out for synchronization to mobile.

New issue note

Issue note

Sync:

In preparation

Type:

Seller

Seller: *

Mouadh BEN AZIZA

Nature:

Stock replenishment

Date:

18/05/2026

Source stock:

Main depot

Loaded items

Article	Available stock	Loaded qty	Unit
110204 - MINERAL WATER 1.5L (pack)	320	80.000	Pack
110551 - ORANGE JUICE 1L (case)	140	40.000	Case
120880 - PLAIN YOGURT (unit)	900	200.000	Unit

Stock availability

Swifto checks the available stock of the source depot before loading: a quantity greater than what's available may block the save or trigger an alert.

Synchronization (blue / orange / green)

The colored dot reflects the progress of synchronization with Swifto Seller. As long as the dot isn't green, the seller doesn't yet see their loading.

Dot	Status	Meaning
Blue	In preparation	The note is being entered on the back office, not yet sent. Still editable.
Orange	Pending	Sent to mobile, awaiting acknowledgment by the seller.
Green	Synced	Received / confirmed by the seller's app. The Validate action becomes available.

flowchart LR
  B[Blue
In preparation]:::bl -->|send| O[Orange
Pending]:::or
  O -->|received on mobile| V[Green
Synced]:::ve
  V -->|Validate| S[(Truck stock
updated)]:::st
  classDef bl fill:#e9e6ff,stroke:#867bfe,color:#5b4dee;
  classDef or fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ve fill:#D1FAE5,stroke:#22C55E,color:#065F46;
  classDef st fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;

Validate & loading templates

Validation

Once the note is green, the Validate action confirms the loading:

The depot stock is decremented
The seller's truck stock is credited
The note becomes final

Issue note templates

In Settings, create standard loadings (recurring item list). One click then reloads a standard truck, day after day, without re-entering each line.

Time saver — combine loading templates with Planning: a territory + a truck template = a route ready in two clicks.

Lifecycle (workflow)

flowchart LR
  A([Main depot]):::s --> B[Issue note
Blue - entry]:::p
  B -->|send| O[Orange
pending mobile]:::p
  O --> V[Green
synced]:::ok
  V -->|Validate| S[(Seller's
truck stock)]:::st
  S --> T([Route /
field sales]):::ok
  T --> R([Return note
unsold items]):::p
  classDef p fill:#FFFBEB,stroke:#F59E0B,color:#92400E;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef st fill:#FEF3C7,stroke:#D97706,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;

Business rules

Stock travels with the seller — validating an issue note transfers goods from the depot to the seller's truck stock. Whatever is neither sold nor returned stays "on the route".

Mandatory synchronization — a note isn't usable by the seller until it's green. Blue = not yet sent; orange = on its way to the terminal.

Stock impact on validation — it is validation (not mere creation) that decrements the depot and credits the truck stock.

Editing locked after sending — an orange / green note is no longer freely editable; correct it via a new note of Stock correction nature.

Roles & permissions

Action	Warehouse	Sales supervisor	Admin
View	✅	✅	✅
Create the issue note	✅	✅	✅
Validate the loading	✅	✅	✅
Manage the templates	—	✅	✅
Delete	—	—	✅

Indicative matrix — depends on the profiles defined in your company.

FAQ & Tips

The seller doesn't see their loading?

The dot isn't green yet. As long as it's blue or orange, the note hasn't arrived on Swifto Seller. Retry the synchronization.

The depot stock hasn't moved?

The note is probably not validated: stock is only impacted on validation, not on creation.

Tip — express loading

Prepare issue note templates by territory: one click reloads the standard truck and the route starts earlier.

Swifto ERP · Van Sales module · User Manual v1.0

Issue notes — Van Sales module · Home