Your whole field team, books always right
Smart Rack is a complete platform for distribution companies: one mobile app for every field role, from van sales and pre-sales reps to merchandisers, delivery drivers and supervisors, plus an ERPNext app that validates and re-prices every move before turning it into a submitted invoice, payment or journal entry. The app works fully offline and prints on the spot, and the invoice the customer holds is exactly the one in your books.
Same rep, same route; the difference is everything between the first visit and the approved settlement.
A paper book and a calculator, with discounts the rep decides himself.
Cash and cheques counted at day end; shortages surface days later.
The app stalls on a weak signal and the rep goes back to paper.
Nobody knows who visited or sold until accounts re-key it all.
With Smart RackAn instant printed invoice with computed offers, identical in ERPNext.
Every collection in the rep's custody account, settled and approved daily.
The whole day works offline and syncs later with zero duplicates.
Live numbers, a live map and approvals from the phone at any time.
A quick motion tour of what the product does.
Screens from the mobile app in the approved design shown in the user manual, and from the Smart Rack workspaces in ERPNext.
The app opens on the trip, the numbers and the next customer. The rep sees how far along the route he is, sales and collections against target, and what is due at the next stop.
Route progressMonthly pointsOne-tap visit startOffers apply to every line automatically and free goods show in green. The server recomputes with the same engine, so the same total reaches ERPNext.
Free goods appliedSame total in ERPNextSave & printBefore closing, the app checks that every document is synced and the route covered. The rep hands over cash and cheques, creating a settlement only the cashier can approve.
Close-day checklistExpected cashActual cashDrivers see their orders in sequence with load value and cash to collect. On arrival they prove delivery, and the Delivery Note and invoice follow for what was actually handed over.
Trip progressCurrent orderProof of deliveryThe Mobile Device Health report ranks devices by their most serious issue, with last seen, battery and open trip. One click requests a sync from every device.
Device summaryWorst issue firstSync all devicesRoute progressMonthly pointsOne-tap visit startFree goods appliedSame total in ERPNextSave & printClose-day checklistExpected cashActual cashTrip progressCurrent orderProof of deliveryDevice summaryWorst issue firstSync all devicesFrom opening the day to an approved settlement, every step is built around standard ERPNext documents with clear permissions and limits.
The home screen opens straight on the trip, the numbers and the next customer, so a visit starts with one tap.
Today's customers in order with a status each. Starting a visit records time and location against the customer's saved position.
The rep picks items, the app applies promotions and tax automatically, then saves with a final number and prints at once, even offline.
Four promotion types computed on the phone and on the server by the same engine, so the printed discount is the posted discount.
Amounts are allocated to open invoices, oldest first, and a receipt prints. Cheques are tracked from collection to deposit, clearance or bounce.
A checklist, then cash hand-over and van count in one settlement approved by the cashier. Expected cash comes from the ledger, not the phone.
The van balance updates with every invoice, and tomorrow's load request suggests quantities from the last 4 similar days.
Approved Sales Orders are assigned to the driver, who delivers in order and proves delivery; a Delivery Note and invoice follow for what was actually delivered.
Shelf audits against the planogram and share of shelf vs competitors, plus surveys that appear in the visit by frequency and customer group.
Points are earned the moment a document is submitted and reversed if it is cancelled, with levels, daily challenges and a team leaderboard.
Supervisors follow their team on a map and approve requests from the phone, wherever they are, with context to decide.
Every phone in the field in one workspace: who is online and who needs attention, with a live map and each rep's route for the day.
Each user sees only the screens of their role, set in the Field User Profile and by the modules licensed to the company.
Every step is saved on the device first and becomes a standard ERPNext document when it syncs.
A QR code and 8-character code from the Field User Profile, valid 24 hours and single-use; then daily PIN or fingerprint login.
A Rep Trip opens and the load is received from the transit warehouse into the van.
Arrival time, location and distance from the customer, then the customer page with balance, offers and tasks.
An invoice or order printed on the spot; cash, cheque or transfer allocated to invoices.
Up to 50 documents per batch with no duplicates; the server re-prices, applies limits and answers per document.
Checklist, van count and custody hand-over create a draft Van Settlement.
The cashier approves; the cash entry and stock reconciliation post and the trip is settled.
Mobile app screens in the approved design, and Smart Rack workspaces in ERPNext for supervisors and accounts.
With Smart RackWhen reps work on paper, or on an app that lives outside your books, invoices go missing, settlements lag and nobody knows what is really happening on the road.
Manual invoice books invite errors and abuse, and gaps in the sequence surface far too late.
You only learn how much cash and how many cheques a rep holds at day end, and shortages show up late.
Apps that need a constant connection stop working in warehouses, on highways and in remote areas.
Each rep applies promotions his own way, so the printed invoice differs from the one in accounts.
Did the rep visit the shop? Is the phone online? Is the GPS faked? Questions without answers.
Accounts re-key reps' invoices and collections by hand, delaying close and multiplying errors.
Smart Rack appears on the Apps screen with its own logo for management users only; each workspace has a sidebar, number cards, charts and quick access.
Today's sales, trips, visits, approvals and routes.
Settlements, field cheques, load requests and custody reports.
Promotions, planograms, shelf audits and surveys.
Targets, incentive schemes, points and statements.
Pending orders and proofs of delivery.
Every device in the field, the live map and device health.
Settings, field users, devices and control policies.
Role, supervisor, warehouses, price list, discount limit and numbering prefix, with a custody account created automatically.
Van-sales fleets serving thousands of shops on daily routes.
Pre-sales, delivery and trade-marketing teams under one roof.
Food, beverages and home care that live on promotions and shelf space.
Shelf audits, planograms, competitors and surveys inside stores.
Team, approvals and devices from the phone or ERPNext.
Custody, cheques and settlements as standard entries, no re-keying.
Smart Rack is not a parallel system. It is a Frappe app that runs inside your site and uses its documents and permissions.
Book a demo and the Operion team will take you through training, setup and support until your first live route.
Yes. Sales, collections, returns and visits are saved on the device and printed at once, then sent when a connection is back. Each document has a unique device ID, so resending is always safe and never duplicates.
No. Every money or stock move is recorded as a standard submitted ERPNext document such as a Sales Invoice, Payment Entry or Journal Entry, so every number has a document you can open and review.
The server recomputes prices, promotions and tax with the same engine as the phone. If the result matches, the invoice is submitted at once; if not, it is submitted with a review note or held as a draft for approval.
The invoice is saved as a draft and an approval request goes to the supervisor automatically; once approved, it is submitted in the supervisor's name. Nobody can approve a request they raised.
Cash collected posts to a custody account per rep and only reaches treasury through a Van Settlement approved by the cashier. Expected cash is the custody account balance in the ledger, and shortages follow your policy.
Each cheque posts to a cheques-under-collection account and a Field Cheque record; deposit, clear and bounce buttons then create the right entry automatically.
Item discount, free goods, bundle and invoice discount, with priorities, slabs, scope (all, group, territory or customer), budgets and per-customer usage caps.
From the Mobile Device record in ERPNext you can deactivate it at once and request a wipe; the app uploads anything unsent first, then wipes on its next connection. The numbering gaps report reveals any printed number that never arrived.
Van sales, pre-sales, merchandiser, delivery driver and supervisor in one app that shows each user only their role's screens, plus management and accounts workspaces in ERPNext.
A one-time setup: install the app, set up accounts, warehouses, price lists, field user profiles and master data, then activate devices. The Operion team supports you with training, setup and technical support.
See how ERPNext can make your business more efficient and cut costs, with Operion beside you from analysis to go-live and support.
