“Salesman” is a simple accounting system. You can use it to keep track of goods and services, as well as debts on every sale or purchase operation. If you are an entrepreneur or have a small business, if you have no personnel and fixed assets, if you don't need a bookkeeping division, this is a perfect fit for you. And you can print invoices and delivery notes.
How To Begin? The “Purchase” Document
As your business is about selling goods, let's start with a “Sale” document. But every newbie knows, that “Before selling something unnecessary, first you have to buy something unnecessary”©. To account purchasing operations, we use a “Purchase” document. So if you have already installed “Salesman” from Google Play Market (Store), launch it and tap the "Documents" item to see the list of journals. Tap “Purchase” to enter the "Purchase" journal.
Then tap “+”. A new “Purchase” document is created. You are in a “Details” tab of the document now. Here you can set date and time of delivery, date of invoice, choose a customer and a stockroom.
Just tap a desired window, and a relevant reference will appear. Select a desired value from the reference by tapping it. Don't see the necessary value? Just add it.
The “Counterparts” And “Stockrooms” References
When you are in the reference, tap “+” in the top right corner, fill in all the necessary fields and tap “ОК”. Then tap this row to choose counterpart (stockroom) in the document. Tap the desired element to select it.
The “Purchase” Document (continue)
When all “Details” fields are completed, go to the “Delivery” tab. You can do it in two ways:
- move the screen with your finger from right to left (swipe left) or
- tap a tab's title.
To add a new item, tap “+”.
The "Items Selection Table" will appear on the screen. If there is no necessary item, you are to add it to the “Items” reference.
The “Items” Reference
How To Add A New Item
You can add a new item to this reference also in two ways:
- when you are in the "Items Selection Table", tap “+”. Enter an item's name in the appropriate window, for example, Buckwheat. If it is not a material good, but a service name, enable the check-box “Service” below. If you know its bar code, enter it in the field “SKU”. In the “Pack” field you can record the number of units in a package. Just so you know. Enter 50 for Buckwheat. It is desirable to enter a purchasing price. Enter 0.8 in our case and tap “ОК”. Or
- quit the “Purchase” document by pressing/tapping “Back” button of the Android standard menu (you can save the document and return to it later) and leave the "Purchases" journal by pressing/tapping “Back” again. Tap the "Items" icon to enter the Items reference. Tap “+” and do as described in a previous paragraph.
Let's review prices in more details.
The “Selling Prices” Reference
You can store only one purchasing price for each item. The number of types of selling prices is unlimited. A purchasing price for each item is stored in the “Items” reference. Selling prices are stored in the “Selling Prices” reference. To create a new type of a selling price, enter the reference and tap “+”. Enter its name (for example, Retail) and multiplier (for example, 1.3). Tap “ОК”.
The multiplier is used to calculate the price when you add a new item. The algorithm of calculation is the following: purchasing price * multiplier. So if your Retail price has a multiplier of 1.3, it means that Buckwheat Retail price is 0.8*1.3=1.04. And you can calculate it automatically!
The “Items” Reference (continue)
How To Add A New Item (continue)
How does it work? Quit the “Selling Prices” reference and go back to the “Items” reference. Let's calculate a retail price for Buckwheat. Tap the "Buckwheat" row once. This operation is called “short tap”. (you can also use “long tap” — tap and hold a corresponding row, the context menu appears. There are two points in it — “Edit” and “Delete”. Select “Edit”). In the screen appears the same window you saw when adding Buckwheat. But now in its bottom there is a new window for a retail price. If we add two more types — Trade and Wholesale with multipliers of 1.15 and 0.7 respectively (you can add them now) — we can have three windows: Retail, Trade and Wholesale. To calculate prices automatically, just tap “Autocomplete” button. The prices are calculated according to the algorithm. The values are 1.04, 0.92 and 0.56. You can also change prices manually at any time. Just tap a desired window and enter a new price. Complete the operation by tapping “OK”.
Keep in mind that a reference is hierarchical. The number of levels is not limited. To create a new group, call the menu (a corresponding button on the Android standard menu) and select “Add new group”. You can also create a new group inside the existing one, and so on (the number of levels is unlimited).
To enter a group, tap its name. In this case a navigation bar will appear on the screen. Use it to enter a necessary folder. Tap "Root" to move to the highest level.
You can turn the hierarchy off. Tap the icon “Hierarchy” to the right of the “+” icon. Tap it once again to turn hierarchy on.
All elements in a reference are arranged as follows: groups are always on top, ordinary items are located lower in order of appearance. But keep in mind, that you can sort reference records (lines) by any criteria (column). Just tap a header of a necessary column. An arrow appears. If it is directed downward, the order of arranging is ascending, upward — it's descending. If there is no arrow — the order is by default (e.g. in order of appearance).
Except “Add new group” we have two more points in the menu: “Filter” and “Settings”.
Use a filter to choose the values that match the criteria. You can use it in any field (column) of any tabular section. To call the filter, call the menu first. In the window that appears select a field (column), enter the criteria in the window below. Tap “ОК”. Only the records that match the criteria will be left on the screen. The filter is case-insensitive if you use the Roman alphabet. In other cases, you should check it. For example, Cyrillic is case-sensitive. Have a look, we set a lower-case “b” as a filter for the “Name” column. But there's Buckwheat in our screen.
The last point is “Settings”. You can select it to configure the tabular section's column settings of references, documents and journals. There are two ways to call a settings dialogue window:
- directly in the menu — by choosing "Settings" or
- long tap a column name.
The result is the same: the dialogue window of the tabular section settings appears on the screen.
The requisites of any column of a tabular section are:
- Field — an internal column name (unchangeable).
- Column name — that you see on your screen (changeable).
- Alignment — a horizontal alignment of a value in a cell (options — left, right, centre).
- Width — the value of a column width in pixels.
- Column position — try to guess.
- Visible — if the check-box is enabled, a column appears on the screen, otherwise it is hidden.
- Stretchable — setting the flag on expands the column so that a table fills the whole screen.
- Wrap text — when enabled, it displays a text in two lines, if it doesn't fit in one. If it's cleared, a text will be clipped.
- Start in a new line — enable this option for the fields that should be always displayed in the second line.
- Type — you can set the type of data displaying on the screen (the options are: text, date and two numeric types — integer and real). The data format in the column varies depending on the chosen type.
The “Purchase” Document (continue)
Quit the “Items” reference and enter the "Purchase" journal. If you saved a document earlier, open it (note, that a new document is added to the top of the journal on your screen) by tapping. Move to the "Delivery" tab and tap “+”. You can add the desired quantity in traditional two ways:
- If desired quantity is not big, tap the cell "Qty" of a corresponding row. Every tap increases the quantity by 1. The price is substituted from the field “Purchasing price” of the “Items” reference. Please note, that nex
t to “Qty” we place a column that contains current stock of correspondent goods in the selected stockroom.
- If you need to enter a big number, or if a purchasing price differs from that in the “Items” reference, call the Quantity and Price dialogue window. You can do it by tapping any cell of the row (except Qty). In the window that appears you can set a desired price and quantity. Just tap a corresponding window and enter the value. Then adjust the quantity with the “up” (increment) or “down” (decrement) arrows.
Add the rest of items in the same way. Tap/press “Back” on the standard Android panel, or confirm your choice by tapping “√” when finished. If you need to edit items, go to the Items Selection tabular section by tapping “+” and perform everything as described. Tap/press “Back” when finished. All changes are saved automatically. You can also use the context menu to edit/delete existing rows. Call the menu by long tapping a corresponding row, when you are in the “Delivery” tab. There are two options available: “Edit” allows to change quantity and/or price, “Delete” deletes a selected row from the document's tabular section.
In version 0.4 and higher there is a new tab “Invoice” added to a document.
Its tabular section is the same as in “Delivery". The difference is that the “Invoice” tab does not initiate the register actions, but is more of an informational tab. For example, you have made an advance payment and want to know the specific goods you paid for. Create a “Purchase” document with the “Invoice” tab filled in with the goods you have to receive. When you receive them, fill in the “Delivery” tab (you can copy the items from the “Invoice” tab: use the menu item “Copy to Delivery” or “Copy from Invoice” depending on a tab you are in). The "Invoice" also has its own print form. If you need to use the "Invoice" tab often (this feature is disabled by default), in the main menu tap "Settings & Services", choose "Documents" and enable the desired check-boxes. However, if you use this tab only from time to time, you can disable the feature in the settings and use the check-box "Show invoice" in the "Details" tab of the "Purchase" and "Sale" documents when needed. Besides that, in section “Documents” of “Settings & services” you can choose a stockroom by default.
The “Item Operation List” Report
This report shows the rest of stock at the start of a period, inward and outward operations by dates, and the rest of a period's closing stock. You can choose either a single item (or stockroom), a group (long tap on a desired group, then tap "Select" in the context menu), or all of them (if none is selected). Then tap "GENERATE".
Please note that the start date ("From") must be older than the ending date of a period ("Up to"), otherwise you run the risk of reversing the time:) But if you select a stockroom, a report will be formed only in terms of quantity.
The “Sale” Document
Comparing with the “Purchase” document, operating on the “Sale” document is almost the same, except the option of choosing a price type in the “Details” tab. If you change the price type, you are asked to recalculate existing items. Create one document as a sample.
The context menu is available in journals. To call it, use the same way — long tap.
The available options are:
- “New”— creates a new document in the journal
- “Open”— opens a current document for viewing or editing
- “Copy” — creates a new document by means of copying a current one
- “Delete”— deletes a current document
- “Document-based input” — this option is available in the “Sale” and “Purchase” journals.
When you choose it, a new “Payment” document is created. A current “Sale” or “Purchase” document is used as a basic document.
Trading, Profit and Loss Account
This report is the main one in the application. It shows the excess of the amount of sales over the cost of goods sold. A cost of goods is represented with a traditional formula: Cost of goods sold = Stock at start + Purchases - Stock at close.
The “Payment” Document
This document is intended to register the fact of payment inward or outward. This data is used by the application while deducting contractors' debts in the perspective of the “Sale” and “Purchase” documents. Operating is simple: choose a base document. The “Counterpart” and “Amount” fields are filled in automatically. If the amount of money differs from that received, correct it. Tap “ОК”.
The “Debts” Report
If all of your sale, purchase and payment operations are registered) in documents, you can generate a “Debts” report. To do this, tap “Debts” in the list of reports, set the period and tap "Generate". If you do not select a counterpart, the report includes all of them. To change settings, tap the "Settings" title on your screen. The "Settings" window will appear. Now you can change dates, select another counterpart or group, and enable the “Show detailed report” check-box. In this case a report will be detailed by documents.
The "Relocation" Document
If you account items from several stockrooms, you need to use this document, which is very simple. In the “Details” tab select source and destination stockrooms. In the “Items” tab select desired items and their quantity the same way you do it in the “Sale” or “Purchase” document. Save.
The “Stock Turnover Sheet” Report
This report shows: stock of goods at the start, inwards, outwards and closing stock of goods. You can show either all of items, a group or choose one. Set a desired time frame in "Settings", select an item or group of items (long tap a desired group, then tap "Select" in the context menu), and tap "GENERATE". The option of “Clothing stock only” is also available. You can also choose either a single stockroom, a group (long tap on a desired group, then tap "Select" in the context menu), or all of them (if none is selected). In case of creating a report for a separate stockroom, it will contain only the quantity of goods.
The “Sales” Report
The report helps to analyze your sales based on several criteria. It is created in the context of all sold goods or the separate selected item. You also have a choice to choose data on a selected counterpart or include all of them (if none is chosen).
There are five columns of data:
- Sales Volume — This column shows a total amount of sales of all goods (a selected article) for all counterparts (a selected counterpart). Perhaps the last column is more informative. It shows the proportion of sales of a product in total.
- Cost of sold goods — it's clear, I hope
- Gross profit shows the excess of the amount of sales over the cost of sold goods.
- Margin of sales is calculated as a ratio of gross profit and sales.
- % in Total — see point 1.
You can also generate a “short” form (without last two columns). Clear corresponding check-boxes for this.
Printing (is available in Android 4.4 or higher)
In “Salesman” you can print documents and reports. But first you need to configure your printer. You can use the following options:
- a cloud printer
- a network Wi-Fi printer
- a Direct Wi-Fi printer
- save a print form on Google Disk.
You can configure several units and choose which one to use in different cases.
To check the set up printers, go to Android “Settings” – “Printing”. If there is at least one device in the list, consider the hardest part is done.
Choose "Print details" of "Settings & Services" and fill in the corresponding fields (Company name, Address, Phone) that are printed in your documents and reports. Then open a desired document or generate a desired report, press “Menu”, choose “Print”.
Select the printer in the window that appears, set other options, tap “Print” and enjoy!
If you like to take the road “less traveled by” (or you can't configure a printer), you can select “Save as PDF”, and send the file from your device via e-mail to any address, where you can print it in a traditional way without all the trouble described above. Or directly to a counterpart.
This guide is intended only to help you get started to work with the program as soon as possible. If you need a detailed information on the program, please, refer to the Reference manual. Also feel free to send your questions and requests to email@example.com. Good luck!