Automan Automan
Bahasa Indonesia
Log in Use Automan free

A Canvassing Trip: from Loading Goods to a Settlement That Balances

Level Intermediate Role Owner, Admin Module Canvassing About 12 minutes
Updated

Van sales is the easiest kind of selling to leak money through. Goods go up into the van in the morning, the salesperson vanishes from sight for the rest of the day, and all you are holding onto is the hope that everything balances by evening. When it doesn’t, it is usually already too late to tell where the gap was born — on the road, in a customer’s hands, or in someone’s own pocket.

Automan closes that gap with one flow that stays connected end to end: the load you build at the store, the trip that runs on the canvasser’s phone, and the settlement that reconciles cash and goods together on a single screen. Not three separate records you have to stitch together yourself in a notebook — one flow, one source of truth.

What sets it apart from a mere “digital notebook” is where the clock actually starts. A trip does not begin the moment you save a load on the web — that is still just preparation. The real trip begins when the canvasser confirms receiving it on their own phone. That single tap is what shifts responsibility for the goods from the store into their hands, timestamped in a way nobody can argue with later.

And at the end of the day, there is no more “let’s recount, feels like it’s short.” The Trip Settlement screen puts cash that should be there right next to cash that was actually handed over, and goods that should be there right next to goods that were actually counted. Any gap — if there is one — is not something lost between reports; it is a line item standing on its own, waiting on your decision.

This tutorial walks one canvassing trip start to finish: building the load, reading its three tabs, watching what happens out on the road, and closing it out with a settlement that genuinely balances — or, when it doesn’t, records exactly why.

Note

UI screenshots for this tutorial are on their way. You can still follow the guide through the menu, button, and field names given in each step.

Before you start

  • The "Van Sales / Canvassing" module is already on, and Trip Rules are already filled in under Pengaturan → Transaksi → Penjualan → Canvas ("Settings → Transactions → Sales → Canvas").
  • The canvasser already has their own staff account, and their phone is already linked and approved as a mobile device — without that, a load can never be confirmed received.

Steps

  1. Open Transaksi → Penjualan → Canvas ("Transactions → Sales → Canvas"), and learn its three tabs

    The page carries two buttons up top — "Tambah baru" ("Add new") to open a fresh trip, "Hapus" ("Delete") for one that never left — and three tabs that trace the life of every trip: Muat ("Load"), Keliling ("On the Road"), Selesai ("Done"). Each tab carries a count badge, so without opening a single row you already know how many trips are loading, how many are out there, and how many are wrapped up.

  2. Build the load before the trip means anything at all

    Click into a trip still sitting in the Muat tab, and a "Susun Muatan — <canvasser name>" ("Build the Load") panel opens. Type a product name into the search box (minimum 2 letters), click a result to add it to the Qty Muat ("Load Qty") list. The "on the shelf" figure shown already subtracts whatever another canvasser is currently carrying — so you never promise stock that is really sitting in a different van. Press "Simpan Muatan" ("Save Load") once it is right, or "Tutup" ("Close") to leave without saving.

  3. A trip only truly starts when the canvasser confirms it on their phone

    This is the part people misread: building and saving the load on the web side is still just preparation. The trip itself starts the moment the canvasser opens their app and confirms receiving the load — that first confirmation is what moves the trip from the Muat tab into Keliling. Until that confirmation happens, the load still legally sits at the store, no matter how neatly it is saved on your screen.

  4. Read the trip list columns at a glance, no detail panel needed

    Every row already answers what usually takes two or three clicks: Canvasser, Berangkat ("Departed"), Target Setor ("Settlement Target"), Dibawa ("Carried"), Belum Diterima ("Not Yet Received"), Terjual ("Sold"), Omzet ("Revenue"), Perangkat ("Device"), Catatan ("Notes"), and Status as a badge (for example "Muat Barang" — "Loading Goods"). The action column offers Ubah ("Edit"), detail, and Batal ("Cancel"). The "Belum Diterima" column is the one people skip past most — it is the gap between what was staged on the web and what the phone has actually confirmed receiving.

  5. Open the detail panel to watch where the canvasser actually is

    The location-tracking section shows a table of Petugas ("Staff"), Terakhir ("Last Seen"), Sumber ("Source", labeled "denyut aplikasi" — "app heartbeat"), Akurasi ("Accuracy", typically around 5 meters), Titik Hari Ini ("Points Today"), and a "Buka Peta" ("Open Map") button. These points come from transaction points and a position heartbeat while the app stays open on screen — not continuous background tracking. If you do not need this for a given store or staff member, turn it off under Pengaturan → Transaksi → Penjualan → Canvas, not from here.

  6. Watch for hand-offs stuck mid-way and shipments the server rejected

    Two more tables catch what memory alone would miss: "Serah Terima Menggantung" ("Pending Hand-offs") — No, Dari ("From"), Ke ("To"), Total Qty, Status, Sejak ("Since"), Catatan, Aksi — lists goods moved between canvassers that only one side has reported so far; the receiving side has not confirmed yet. "Perlu Perhatian di HP Petugas" ("Needs Attention on Staff Phone") — Petugas, Perangkat, Jenis ("Type"), Alasan Ditolak ("Rejection Reason"), Sejak — lists shipments the server actually rejected, with a "Muat Ulang" ("Reload") button to resend them.

  7. Check Riwayat Serah Terima and Riwayat Perjalanan when you need older proof

    Riwayat Serah Terima ("Hand-off History") covers the last 30-day range with columns No, Dari, Ke, Isi ("Contents"), Status, Waktu ("Time"), Catatan, Aksi — useful when there is a dispute over exactly when something changed hands. Riwayat Perjalanan ("Trip History") below it summarizes past trips: Canvaser, Status (for example "Selesai" — "Done"), Mulai ("Started"), Setor ("Settled"), Omzet, and a "lihat setoran" ("view settlement") link that jumps straight to the settlement proof.

  8. Open the Trip Settlement, starting with the Cash section

    Click "lihat setoran" and you land on the "Setoran Perjalanan — <canvasser name>" ("Trip Settlement") screen, with "← Menu", "Perjalanan" ("Trip"), and "Perangkat Mobile" ("Mobile Devices") navigation at the top. The Kas ("Cash") section lines up three figures: "Kas seharusnya (hitungan server)" ("Cash that should be there, server-calculated" — based on every recorded transaction), "Kas fisik dihitung" ("Physical cash counted" — what the canvasser actually hands over), and "Selisih" ("Difference") between the two. There is also a Catatan canvaser ("Canvasser notes") field and a Status badge reading "DIKONFIRMASI" ("Confirmed").

  9. A cash shortfall is not closed automatically — that is deliberate

    When Selisih shows a shortfall, the badge turns red and the system flags it as kas kurang ("cash short"): recorded, then required to be followed up manually — for example deducted from pay through the Payroll module. Automan does not guess a resolution for you here, because a call like that is store policy, not a rule that should apply identically to everyone.

  10. Reconcile the Goods section: Seharusnya vs Dihitung, then fill in Resolusi

    Below the Cash section sits Barang ("Goods"), per product: Seharusnya ("Should be" — remaining stock per the system), Dihitung ("Counted" — what is actually there at settlement), Selisih, and Resolusi ("Resolution"). That Resolusi column is your call — not just staring at a negative number, but deciding which product counts as lost, which was simply miscounted, and which needs more digging before the next trip opens.

  11. Do not close a trip before both sections actually balance

    The expensive mistake here is not finding a discrepancy — that is exactly what this screen exists to catch. The expensive mistake is letting the "DIKONFIRMASI" status sit there while the Resolusi column is still empty, because once the next trip opens, tracing that old discrepancy back gets a lot harder.

What you end up with

One canvassing trip recorded end to end — from the load that was built to the cash and goods reconciled at settlement — with any discrepancy caught clearly and given a decision, instead of disappearing between reports.

If something goes wrong

The load is saved on the web, but the trip is still stuck in the Muat tab

That is expected — "Simpan Muatan" only stages the goods on the store side. A trip only moves into Keliling once the canvasser opens their app and confirms receiving it. If it has been sitting too long, simply ask whether their phone is on and connected.

The location panel shows no points for the canvasser

Check the "Rekam lokasi canvasser" ("Record canvasser location") toggle under Pengaturan → Transaksi → Penjualan → Canvas — it defaults to off. If it is already on and still empty, remember points only accumulate while the app stays open on screen, not from background tracking.

Physical cash counted comes in lower than cash that should be there, and the badge is red

That is not a system error — it is a genuine cash shortfall, and it is deliberately not closed automatically. Record it via the Catatan canvaser field, then follow up manually per store policy, for example a payroll deduction through the Payroll module.

A row in Serah Terima Menggantung never seems to resolve

It means only one side has reported so far. Check the "Perlu Perhatian di HP Petugas" table first — if the shipment was actually rejected by the server, press "Muat Ulang" to resend it from there instead of starting over.

The Dihitung column in the Goods section does not match Seharusnya, and I am not sure what to do next

Fill in the Resolusi column for that product before closing the trip — not just noting the gap, but deciding the product's status (lost, miscounted, or needs further tracing). Without that, the discrepancy sits recorded with no conclusion attached.

I clicked "lihat setoran" but want to get back to the trip list

Use the navigation at the top of the Trip Settlement screen — "Perjalanan" returns you to the trip list, "← Menu" goes to the Canvas menu, and "Perangkat Mobile" opens the list of linked devices.

Related tutorials

Related option

See the Canvassing feature Use Automan free