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Unleashed Inventory Mobile Sales App

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The sales app has been created specifically for your salespeople to show off your products to your customers and create sales orders while on the road. It combines a catalogue function with a simple sales order creation function. 
The app does not display sensitive information like profit margin so that you can share your screen with your customer. It is customised to each salesperson so they can easily view the customers and orders assigned to them easily. 
Users can also see other orders and customers, but only when they are online. All products are available offline for viewing. 
Our sales app is a work in progress and we appreciate your feedback, as always. Just use the feedback function in the app to let us know what you think and what you’d like us to build next. 
This Help file provides an easy to use guide for the Unleashed Inventory Mobile Sales App.

 

Installing the App

iOS devices (iPhones and iPads): You can install the app by either looking up "Unleashed Inventory Sales App" in the Apple App Store or by following the link in the designated button below. 

Android devices: You can search for "Unleashed Inventory Sales App" in the Play Store or use the designated button below.

      

Getting Started

Dashboard

Sales orders

Customers

 

Products

Settings Menu

FAQs

Configuring the App

The following process guides you through signing up for the first time.

Before you start

Users need to be set up correctly in Unleashed in order to use the sales app. Please make sure that:

  • The username you intend to use is valid and belongs to the account;
  • That user (and/or the role they belong to) have the following permissions enabled:
    • Mobile Sales App
    • Customer
    • View Products
    • Sales Order
    • View Sales Orders
    • Salespersons
    • View Customers
    • View All SalesOrders (optional)
  • User has been set up as a salesperson and the salesperson is not obsoleted. This can be done in Unleashed under Settings -> System -> Salespersons;
  • User has been assigned to their customers as the default salesperson (optional).

By default, users will only be able to see their customers orders.If you wish to allow them to see all the orders, then they also require View All Sales Orders permission which can be found under Mobile Sales App. 

After this is done you can log in and use the Sales App from your mobile device.

1. Login & Passcode

  1. Enter the email address you use to login to Unleashed.
  2. Enter the password associated with that account.
  3. Tap Log In when finished.
  4. You can now setup a 4-digit passcode for quick login. You will have to enter the same passcode twice to confirm. 

On your subsequent logins, you can simply login with your passcode and not have to re-enter your email and password. 

If you forget your passcode, click "forgot" next time you log in and you can login using your email address and password once again. 

      

Once you log in, you must select which organisation you wish to work with, just like you do in Unleashed. However, unlike in Unleashed, when you want to switch organisations, you will have to log out and log back in to change organisations. 

Data Sync

Our app allows for a lot of features to work when you are offline and have no connection to the internet. This means that we download the following data to your mobile device: 

  • all products and their sell price tiers
  • all customers data for whom you are the default sales person
  • 50 of your customers latest orders

As you can imagine, the data sync process is a long one the very first time you log in, it can take up to 35 minutes if you have more than 100,000 products. However, once the initial sync is complete, all subsequent syncs are pretty fast : most under a minute. Most of our customers have less than 5,000 products which should complete in about 3 minutes. 

The app will download all your data, however it is optimised to perform with smaller datasets. The performance of the app can also depend on the memory capacity and age of your device. 

We are considering removing the data sync and moving to a completely online model. This will eliminate the sync process but it may use more of your mobile data. We would love to hear your feedback on this, please email us on MobileFeedback@UnleashedSoftware.com or use the “Suggest a feature” to let us know your thoughts. 

Dashboard

The landing page of the Sales App is now a sales dashboard. This page shows you some key dashboard information. 

Depending on the permissions you have this will show you the details of your customers orders or all orders. 

 

Sales Revenue for the calendar month is the subtotal of all the orders that are in "completed" status in the current calendar month. The charges and number of orders is also displayed. 

The numbers against each count of orders are: 

  • Late: this will be the number of orders where the required date has passed.
  • Draft: these are draft orders stored on your phone and have not been uploaded to Unleashed yet. 
  • Parked/Placed: these are your customers open orders. 
  • Backordered: these are orders which are on backorder. 

Clicking on any of the numbers on the dashboard will take you to the Orders list and show you the Orders filtered by what you clicked. E.g. Clicking Parked/Placed will take you the Orders List and show you all Open orders. 

We are hoping to extend this dashboard to be richer in the future and would love to hear your ideas. Please email us on MobileFeedback@UnleashedSoftware.com or use the “Suggest a feature” function from within the sales app. 

Orders

About Orders

The main function of the sales app is to allow you to create orders and send them to Unleashed.

When you create an order, it is created with a status of “draft”. This means that this order is available only on your mobile, it does not exist in Unleashed yet.

A draft order can be edited, deleted or uploaded to Unleashed.

At the moment, all orders are sent to Unleashed in Parked status and once they are in Unleashed, they can no longer be edited on the Sales App. 

Orders List

When you first open the sales app, there during the data sync process, we will download 50 orders onto your device. This includes any completed orders, which will only be visible when you choose "Completed" from the orders filter. 

These 50 orders will be available on your device even if you are not connected to the internet.

By default, the 50 orders downloaded to your device will be the latest orders of your customers. Meaning the customers for whom you are the default salesperson.

Tap the  icon to add an order. The  icon allows you to filter by order status. 

  

Viewing All Sales Orders

To see all orders of all the customers in your organisation, you must have the “View all SalesOrders” permission set up in Unleashed.

This permission is available in Unleashed under the “Mobile Sales App permission. Please contact your Unleashed Administrator to set this up for you.

 Create a sales order

Before creating a Sales Order, ensure you have products and customer records created in Unleashed already!

When you add an order, the New Order page appears where you can set order details, comments and add products to order lines. 
To add products click the Icon. Details of what you can do on each order line are documented in the Order Line section. 

  

When you're done, you can

  • tap Upload to send the order to Unleashed in Parked status. Once it has been uploaded into Unleashed, it can no longer be edited from the Sales App.
  • Or tap the back button and this will save the order as a draft on your device. This will allow you to open and edit the order again before uploading to unleashed. 

Multi Currency Orders

Orders for customers who have a different currency than the main base currency work exactly the same as the normal order process. the only difference is that you will be shown an additional currency on the total section of the orders.

Please note that the currency rate on a draft order will be the rate of the last data sync. However, once you upload the order to Unleashed, the correct rate will be used. 

  

 Customer Pricing

If you have customer special pricing or quantity price breaks, click Apply Unleashed Pricing to update the prices from unleashed. This calculation is complex and cannot happen on the mobile, so it is an explicit call to Unleashed to apply special pricing. 

                 

 

Email or Duplicate an Order

From the order list, you can swipe left on a row to email an order by tapping  or duplicating an order by tapping 

Note that this function is only available when you are connected to the internet and only on orders that have been uploaded to Unleashed. 

    

Customers

Customer List and Search

On the Customer screen, you can view customer details, their contact details, search for other customers and assign yourself as the default salesperson of a customer. You can also create new orders for them. 
At the moment, customers need to exist in Unleashed before they are available on the phone. We are working towards a new feature where customers can be created from the app. 

When you tap on Customers from the main menu, a list of customers is displayed – these are “your” customers; i.e. customers for whom you are the default salesperson.
All the details of your customers are downloaded to the device on sync and will always be available on your phone, even when you are offline. 

You can search within this list of your customers using the search bar on top and you can swipe left to add an order for anyone. 

 

Tapping a row on the list will bring up the details of the selected Customer. 

The “Online” tab will allow you to search for any customer in Unleashed. Note that as the name suggests, this search and any data displayed for online customers will use mobile data. 

You will need to enter a minimum of 2 characters to search. From the search results, tapping on a row will bring up the Customer Details page for the selected customer from Unleashed. 
 

Customer Details

The customer details page will show you details about the customer including their tax rate, notes, contacts and orders. 

Note that if a value does not exist, it will not be displayed. For example, if the customer does not have a sales person set, then the sales person field will not appear. 

When you are viewing the details of a Customer who is not yours, you will have two options on the top right corner of the screen. For your own customers, there will only be one icon available. 

 - Assign Customer Sales Person. Tapping this icon will allow you to update the customer’s salesperson to be your login.  
 - Create an order for the customer. When you create an order for an “online” customer, the order will be saved and available on your phone only until the next time you do a data sync. To see this order again, simply search for the customer, select them and view their Orders tab. See Orders for more information.

 

Adding notes to a customer

You can add to the Customer notes from the sales app from the Customer Detail page. Note that this function is only available when you are connected to the internet. 

Clicking the  icon on the customer details page will allow you to add notes to this customer. 

The notes added from the Sales App will be added to any existing customer note, but existing notes in Unleashed can only be edited from the Unleashed web app directly. 

     

Finding a Customer's location via the Satellite map

  1. Tap to select Customers
  2. From the Customer list, tap to select a customer that has an address
  3. Tap again to select the Customer's address
  4. The Customer's location will be exported to your Map application, and from there you can see that location and take directions.

 

Products

Product List

Selecting Products on the main menu will take you to the Product List screen. This list shows a list of all your sellable products which are not obsoleted.

You can scroll through the product list to view more products. The scroll function will work for a maximum of 2,000 products to ensure smooth performance.

You can use the search function to search for specific products or narrow the list of products. All products are available offline, however, the stock on hand numbers (availability) will only be accurate when you are online.

Swiping left on a product will give you the option to create an order with one item of the product that you have selected. More products can be added from within the order - please see the Orders section for more details.

Tapping on the image icon on the top left of the screen will show thumbnails of all the products on the list. To see the full-size image, click into the product details. Note that thumbnails are viewable offline, but larger images are only available when you are online.

Product Details

The product details screen shows your product information and images. There are tabs view availability and stock on hand in each warehouse and the different price tiers set up for the product.  

      

Note that while product thumbnails are viewable offline, larger images are only available when you are online.

Add products to orders

From the Order Detail screen, click on the “add products” icon to add products.

This will take you to the Order Product List screen where you can search and select your products from. 

Tap on a product to add an order line with that product. 

      

      

On the Add Order Line page, you can see product details, set the quantity by using the +/- arrows or typing the quantity in the textbox. You can also set a discounts, tax rate and comments for this Order Line.

Tapping back from the Order Product Details takes you back to the Order Product List. Tapping back from the Order Product List will allow take you back to the order.

 

On the Add Order Line page, you can see product details, set the quantity by using the +/- arrows or typing the quantity in the textbox. You can also set a discounts, tax rate and comments for this Order Line.

Tapping back from the Order Product Details takes you back to the Order Product List. Tapping back from the Order Product List will allow take you back to the order.

Settings

 Account Details and Links

The Settings menu provides you with the ability to check your account details, this includes:

  • Your email and the organisation that you have selected to work from. 
  • Your base currency
  • The version of the app that you are currency using. 

The links in the settings menu allow you to 

  • learn more about our app
  • read our terms and conditions
  • send feedback or suggest a feature via email 
  • report a problem via email
  • and sign out of the app. 

Offline Functionality Overview

The app is able to keep offline information so you can still enter and manage orders without the need for an active internet connection. When your device is offline, there will be a notification at the bottom of the app, and some functions on the app will be unavailable.
Once you are online again, this notification will disappear and you can use the app fully.

 

Offline Functionality:
- All products can be viewed offline.

  • However, the availability will not be displayed on the Product List and may not be accurate on an order.
  • The default product image thumbnail that you have already looked at may still be available, however, non-default images and higher resolution images can only be viewed when online.

- Customers assigned to you and their contact details are available offline.
- The latest 50 orders belonging to your customers are available offline.
- You can create an order offline for any of your customers and add any products to the order.

  • Sell Price tiers for customers will be applied offline, however, you cannot apply any special pricing.

- You cannot email or duplicate an order when offline.
- You cannot search for customers from the Online Customers tab or view their data.
- You can only save an order as a draft when offline, you cannot send it to Unleashed.

When you are online your mobile data will be used to retrieve data from Unleashed.

FAQs

When you first start using the app, it may seem a little confusing. As we work on making it more intuitive and greatly appreciate your feedback, here are some questions you might have.

Why can’t I log in?

You need a number of permissions to log in and use the unleashed sales app. You also need to be set up as a salesperson in your organisation in Unleashed.

See the Before you start section for further details.

Why can’t I see any customers?

The My Customers tabs will display customers for whom you are the default salesperson.
You may not have any customers set up this way. To do so, please navigate to the Customers list and tap on the Online tab, search for any customer by name or code and assign themselves to you by clicking the icon. You can then click on “sync now” in the main menu to download this customer’s latest orders. See the Customers section for more details.

Why can’t I see any orders?

The orders screen displays the top 50 orders of only your customers. You may not have any customers assigned to you, or your customers may not have any orders.

If you wish to see the orders of another customer who is not your customer, then search for them on the device tab, select the customer and navigate to their “orders” sub-tab. Please note, this function is only available when you are connected to the internet.

How can I see other orders in the system?

There is currently no way to search for an order. However, if you know the customer who the order belongs to, you can search for the customer by name or code from the Customers screen and navigate to the Orders tab to see their orders.

How can I create an order for a customer who is not mine?

What do “my customers" and “online” mean?

My Customers refer to customers for whom you are the default salesperson. These customers are synced and stored on your local device: they are available offline. 
Online means that you will be using your mobile or wifi data to connect to Unleashed and view additional customers details. This tab will only function when the app has an internet connection available. 

Why does this app not work on my device?

There are many devices and operating systems currently available on the market and it can be tricky to guarantee that our app works perfectly on all of them.

We do test on the following devices before release:

  • Samsung A5
  • Motorola G4
  • iPhone 6s
  • iPhone 7
  • iPad

Please also see the operating systems we currently support below.

What operating systems do you support?

We currently support the following operating systems:

  • iOS 10.3.3 to iOS 13.1
  • Android version 7.0 upwards

How do I assign myself as a customer’s default salesperson?

In Unleashed on your web browser

  • Click Customers on the side-bar menu
  • Click View Customer
  • Select a customer from the list
  • Scroll to Salesperson field in the customer record
  • Select a salesperson from the drop-down list
  • Click Save


In the sales-app

  • From the Main Menu on the app, tap Customers 
  • Tap Online 
  • Type customer name or code on the search bar
  • Tap on the customer name from the search results to view Customer Details
  • Tap on Assign Salesperson icon on the top right of the Customer Details screen 

   

Why can’t I sort the product list anymore?

The sort function that our older app offered was slow and was unable to handle larger datasets. We also have implemented lazy loading; which retrieves more products as you scroll through the list.
If there is a specific product you are looking for, we recommend you search for it by name or code.

Why can’t I see all my products?

The sales app only shows products that are sellable and not obsolete. To keep the app performing well, it will load a maximum of 2,000 products if you are simply scrolling through the list of products.

If you cannot find the product you want by scrolling, then please try searching for the product using the search bar on the product page.

I am connected to the internet but the app still tells me I’m offline, what’s with that?

Occasionally, depending on your phone and operating system, our app won’t detect that you’re back online automatically. If this happens, you can fix this by either clicking the "try now" link on the offline message, restarting the Sales App or disconnect and reconnect to your wifi. 

The totals on my draft orders are sometimes different when I save them to Unleashed, why?

Occasionally, the totals in a draft order in the sales app will not match the rounding in the main Unleashed web app. This is due to different databases and technologies being used on the mobile app.  

Please note that totals on draft orders are only indicative of the total, and the real numbers are what is calculated by Unleashed when the order is saved online.

Why can I see non-sellable products on the app?

If a product is sellable when you first download and set up the app, then it will always remain on the app. The change of “sellable” products is not currently sync’d to the app. This is something we will deliver in a later release. In the meantime, to remove all non-sellable products from the app, simply uninstall and re-install the app. Note that you will lose any draft sales orders when you uninstall, so save them to Unleashed first. 

 

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