The visit doesn’t reach the office until you complete it in step 8. Until then it stays saved on your phone: it isn’t lost, but nobody sees it. Always close the visit before you leave the store.
What a visit is
A visit is everything that happens at a store: that you arrived, what you counted on the shelf, what they bought, what they returned and what you noted down. The app brings it all together as a single piece of work.
At the top you always see which step you’re on: «Paso 3 de 8 — Pedido» (Step 3 of 8 — Order), with a bar of little dashes. You move forward with «Guardar y continuar →» (Save and continue →), the button at the bottom.
How to start
There are two ways in, and both open the same thing:
- From the Home screen, tap «Crear pedido» (Create order). The «¿A quién vas a visitar?» (Who are you visiting?) sheet opens. Search by name, RIF (tax ID) or address and tap the customer. Next to each one you see what they owe you.
- From Ruta de hoy (Today’s route), tap the stop. The app already knows who you’re visiting.
If the customer has several branches, the app asks you «Qué dirección se visita» (Which address you’re visiting). Pick the right one: it determines where the order is delivered.
To take an order, you need to have given the app location permission. If you haven’t, it asks for it and takes you to Settings.
The GPS doesn’t need to get a fix: the visit opens anyway, indoors or in a basement.
Step 1 — Check-in
This is saying “I’m here.” The screen shows you the customer, their billing address and what they owe you.
Two things fill themselves in, and you don’t have to wait for them:
- «Hora de llegada» (Arrival time) — the current time.
- «Tu ubicación» (Your location) — it says «Se toma sola — no tienes que esperarla» (“Captured automatically — you don’t have to wait for it”).
Tap «Confirmar llegada y continuar» (Confirm arrival and continue).
If the store doesn’t have its spot marked on the map yet, «Revisar la ubicación del negocio» (Check the store’s location) appears. Mark it while you’re standing at the door: it’s the best moment, and you won’t get another one.
Customer not buying today? Tap «El cliente no compra hoy — ir al cierre» (Customer isn’t buying today — go to check-out) and you jump straight to step 8. The visit is still recorded.
You can check in without signal too. You’ll see «Llegada guardada en el teléfono — se envía cuando haya señal» (“Arrival saved on the phone — it will be sent when there’s signal”). Keep working as usual.
Step 2 — Stock count
Here you count what the customer has on their shelf. It isn’t an order: it’s a snapshot of how well stocked they are.
Find the product and set the quantity with − and +, or tap the number to type it in directly.
There’s no cap in this step: if the customer has 40 on the shelf, you enter 40, even if the warehouse has fewer. And products that don’t have a price loaded yet show up too — they’re on the shelf all the same.
Step 3 — Order
This is the heart of the visit: what the customer buys from you.
- Search by name or code in the bar at the top.
- Scan the barcode with the square button. If the code isn’t on your list, the app tells you.
- Tap the product image to open its full product page.
- When the product comes in cases, choose the pack size: «UND» (unit) or «CAJ24 · 24 uds» (case of 24 · 24 units). The price and weight update by themselves.
Under each product you see «Disponible: 77 uds» (Available: 77 units). That’s what you can sell right now from that warehouse, not what’s in storage. You can’t enter more than that.
At the bottom is the Total bar, with its equivalent in bolívars and the weight. Next to it are three buttons: build another order for the same customer, «Pedir autorización por WhatsApp» (Request approval on WhatsApp) and «Compartir presupuesto» (Share quote).
Skipping to check-out
If you already have the order and you’re not going to take photos, accept a return, write notes or ask for a signature, you don’t need to go through those four empty steps. The total bar shows «Ir al cierre» (Go to check-out), which takes you straight to Check-out.
- It only appears if those steps are empty. If you’ve already taken a photo or counted a return, you continue the normal way.
- Nothing that matters gets skipped: the pre-send checks still run at check-out.
- Remembered something? From check-out, the back arrow takes you back, step by step, through the ones you skipped.
If the customer isn’t buying today, the shortcut is a different one: «El cliente no compra hoy — ir al cierre».
When the order goes over the customer’s credit limit
At companies that control credit, if this order takes the customer over their limit, the app tells you in amber — on the total bar, at check-out and in the final confirmation — along with how far over it goes:
Con este pedido el cliente pasa su límite por $120,00 (12,00 %). Odoo lo va a retener hasta que lo aprueben: pide la autorización ya. (“With this order the customer goes over their limit by $120.00 (12.00%). Odoo will hold it until it’s approved: request approval now.”)
Next to it is «Pedir autorización» (Request approval), which drafts the message for the approver with the customer’s figures.
Credit figures are in dollars. On the customer page, under «Su cuenta» (Their account), you see them in order: Cupo de crédito (Credit limit), Usado (Used), Por facturar (To invoice — confirmed orders that haven’t been invoiced yet) and Disponible (Available). You can follow the math with your finger: limit minus used minus to invoice gives you available, and if it comes out negative it shows in red.
The warning doesn’t stop you. The order is sent anyway and reaches the office; there it stays «Retenido» (On hold) until it’s authorized. The warning is there so you request approval right away, with the customer in front of you, instead of finding out days later.
Without signal, it uses the figures saved on the phone and says so: «Cifras de crédito guardadas en el teléfono, sin confirmar con Odoo.» (“Credit figures saved on the phone, not confirmed with Odoo.”)
Several orders in the same visit
A customer may buy things from you that ship separately — one without alcohol, one with sweets, one with groceries. That isn’t three visits: it’s one visit with three orders.
- Once you’ve added something, tap the another order button on the total bar. It only appears when the current order has items: it won’t let you open two blank documents.
- The chips appear at the top: «Pedido 1 · 3 productos» (Order 1 · 3 products), «Pedido 2 · 1 producto»… Tap one to switch orders. It’s the same catalog for all of them.
- The new order starts empty and with its own pack sizes: the case you chose for the rum doesn’t decide anything about the flour in the order next to it.
- The active order’s chip has a «⋮» with «Vaciar este pedido» (Empty this order) and «Quitar este pedido» (Remove this order). If it has products, the app asks you first.
You do, with one exception: liquor (below). Other than that, the app doesn’t split anything by category or anything else on its own: the orders are whatever you build. And an empty order doesn’t travel — if you opened one and didn’t add anything, no blank document reaches the office.
Liquor goes in its own order
Some companies don’t allow liquor to be mixed with other products in the same order. At those companies, if you add both together, the app splits the order in two when you leave the Order step: one with the liquor and one with the rest. It tells you like this:
Salen dos pedidos: esta empresa no permite mezclar licor con otros productos en un mismo pedido. (“Two orders will be sent: this company doesn’t allow liquor to be mixed with other products in the same order.”)
- They’re two documents at the office, each with its own total. In the final «Completar visita» (Complete visit) confirmation you see them separately, with the liquor one marked «· licor» (· liquor).
- If you go back to the Order step and add more, new liquor is added to the liquor order and everything else to the other one. A third order is never created.
- «Compartir presupuesto» (Share quote) also comes out as two documents: it asks which one to share, «Compartir el de licor» (Share the liquor one) or «Compartir el otro» (Share the other one). The customer never gets a mixed document.
At companies without that rule, none of this happens.
Each order is a separate document at the office, with its own number. In Activity › Orders you’ll see them separately, and they can move at different speeds: one may be confirmed while the other is still waiting for an analyst.
The price you see is a quote, not the invoice. The office recalculates prices and taxes when it receives the order, using the ones in effect the day it arrives. If the number changes, the app lets you know later in Activity › Orders.
Two messages you’ll see that mean different things:
- «Total sin impuestos» (Total before tax) — the taxes for those products haven’t been downloaded yet. The order is sent anyway and the office calculates them. Tell the customer that isn’t the final total.
- «Sin precio» (No price), or a product at zero — that one can’t be sent. Remove it from the order or ask the office to load a price for it.
Step 4 — Photos
Photos of the shelf, the display, anything you want to keep as proof of the visit. Tap «Tomar foto» (Take photo) and then «Agregar otra foto» (Add another photo). Up to 5 photos per visit. It opens the rear camera.
The photo is not required. The screen says so: «Sin fotos — paso opcional» (“No photos — optional step”). If your phone’s camera fails or the app closes when you open it, just keep going: the order, the stock count and the signature are saved anyway and the visit closes complete.
Step 5 — Returns
Goods the customer is returning to you: expired, broken, shipped by mistake. At the top it says «Unidades a devolver» (Units to return) and at the bottom the «Total devoluciones» (Returns total) builds up.
If there’s nothing to return, leave everything at zero and move on. It isn’t a required step.
How to put it together
- Find the product
Search for it by name or code in the bar at the top, or scan it. It’s the same list as in the Order step.
- Set the quantity
With the «+». As soon as it’s above zero, the card opens and shows what’s described below.
- Say why it’s coming back
The suggested reasons — «Producto vencido» (Expired product), «Producto dañado / roto» (Damaged / broken product)… — fill themselves in when you tap them, and the row scrolls sideways: there are more than you can see. «Motivo (opcional)» (Reason, optional) is for writing it in your own words, and what you write takes precedence over the suggested one.
- Repeat for each product
Each one gets its own reason. Two products coming back for different reasons are recorded as exactly that.
- And what applies to the whole return
Above the list, under «De la devolución» (For the return): the remarks and «Foto de la devolución» (Return photo). The block is always there, even if you have a hundred products; until you enter units it’s grayed out and says «Carga unidades para agregar observaciones y fotos» (“Enter units to add remarks and photos”).
When there are units to return, you have to write the remarks, and what they ask for is the affected invoice and order: the field reminds you with «Indica la factura y el pedido afectados» (“Enter the affected invoice and order”). It’s what the person approving the pickup reads, and what the warehouse checks against when the goods arrive.
Without them, «Guardar y continuar» (Save and continue) won’t let you through and tells you in red: «Escribe la factura y el pedido afectados para poder seguir» (“Enter the affected invoice and order to continue”). Photos are still optional: up to 5, and the button keeps count of how many you’ve taken.
If the goods are dented or expired, photograph them right there. That’s what backs up the return when the warehouse counts it and it doesn’t match what you said. The photo travels attached to the return, not to the order.
Where it goes next
The return isn’t part of the order: it travels on its own and has a life of its own. This is the path it follows:
| Where it is | What it means |
|---|---|
| Por enviar (To send) | It’s on your phone. It goes out by itself as soon as you get a signal. |
| En la oficina (At the office) | It arrived and was logged. The warehouse hasn’t counted the goods yet. |
| Recibida (Received) | The warehouse has checked it and accepted it. |
You track it in Actividad › Devoluciones (Activity › Returns), with its reference number, the date and how many units it has. When the goods need to be picked up from the customer, that’s also where you see how the pickup is going: whether it was approved, whether someone has already collected the goods and whether the credit note has been issued. It’s explained in Activity › Picking up the goods.
Sending it doesn’t mean it’s been received. Between «En la oficina» and «Recibida» the warehouse is counting the goods, and that can take days.
Don’t promise the customer an immediate credit note. What you can safely tell them is that the return was recorded, and under what number.
Step 6 — Notes
There are two notes, and they go to two different places. That’s the most important thing about this step.
| Field | Who reads it |
|---|---|
| «Nota interna (solo para la oficina)» (Internal note, office only) | Only your analyst. The customer never sees it. |
| «Nota del pedido (va en el documento)» (Order note, printed on the document) | The customer, printed on the order slip. |
Above the internal note there are ready-made phrases: «Cliente con mercancía» (Customer has stock), «Con deuda» (Has debt), «Pedido montado» (Order placed), «Volver próx. semana» (Come back next week)… Tap them and they’re added for you. It saves typing out in the sun. You can still write whatever you want on top.
The two notes never mix. Getting it wrong costs you either way: a private remark of yours about the customer printed on the paper they read, or a delivery condition the customer never hears about.
Step 7 — Signature
Ask the customer to sign with their finger in the box. If the space is too small, tap «Firmar en pantalla completa» (Sign full screen) and the phone turns sideways. Didn’t come out right? «Limpiar firma» (Clear signature) and try again.
The signature is kept as backup for the visit in the company’s records.
The signature isn’t required either. The step’s title says «Firma (opcional)» (Signature, optional). If the customer isn’t there or doesn’t want to sign, continue: the visit and the order are still sent complete.
Step 8 — Check-out
This is the «Resumen de visita» (Visit summary): everything you put together, in one place, so you can review it before sending. The order with its total, subtotal and VAT, the returns, both notes, the arrival time, how long the visit lasted, how many products you counted and how many photos you took.
Go over it with the customer. It’s your last chance to fix anything. You can go back with the arrow at the top.
When everything’s right, tap «Completar visita» (Complete visit). If the visit has no order, the button says «Finalizar visita sin pedido» (Finish visit without an order). A final question appears, «¿Completar la visita?» (Complete the visit?), with the details of what’s being sent: tap «Sí, completar» (Yes, complete).
The number of products in the order is shown with its units, so you don’t confuse lines with what the customer is taking: «2 productos · 3 unidades» (2 products · 3 units). If you used pack sizes, each one appears by name and they aren’t added together: «2 productos · 2 CAJ12 · 1 unidad» (2 products · 2 cases of 12 · 1 unit). You see it the same way in the final question, in the check-out «Detalle» (Details), on the confirmation screen and in the order PDF.
If it warns you that some products «NO se envían» (are NOT being sent) because they were removed from the catalog, read it before you confirm: those won’t reach the office, and the customer is expecting them.
If you leave in the middle of a visit
You don’t lose anything. The app saves what you’ve done — quantities, photos, notes, the signature — as you work. There’s no save button.
When you open that customer again, it asks «Visita en progreso» (Visit in progress) and tells you which step you were on. You have three options:
- «Continuar la visita» (Continue the visit) — you pick up where you left off.
- «Crear otro pedido» (Create another order) — you start a new one and the saved one stays intact.
- «Borrar y empezar de cero» (Delete and start over) — what you had is thrown away.
And you’ll find them all in Activity › Orders › «Abiertos» (Open). Each one tells you when you started it and which step it’s on.
If a visit has been open for hours and nobody touched the phone, when you complete it the app asks «Esta visita lleva mucho abierta» (“This visit has been open a long time”) and lets you choose which time to close it with: your last activity or now. That way you don’t end up with a four-hour visit that lasted twenty minutes.
What happens when you complete it
With signal, the app sends the visit and shows you «¡Visita enviada!» (“Visit sent!”). The order is at the office, waiting for your analyst’s approval. That’s normal.
Without signal, the visit closes anyway. You’ll see «Tu visita quedó guardada — No hay internet ahora mismo. La mando apenas haya señal» (“Your visit was saved — There’s no internet right now. I’ll send it as soon as there’s signal”). You don’t have to do anything else: the app sends it by itself when you get coverage, even if you closed the app or turned off the phone. You can move on to the next stop with peace of mind.
Either way, you can keep following the order in Actividad › Pedidos (Activity › Orders) and the return in Actividad › Devoluciones (Activity › Returns). Until it has left the phone, it says «Por enviar» (To send).
If the customer paid you during the visit, tap «Cobrarle» (Collect from them), below «Ir al inicio» (Go to Home): the collection opens with that customer already filled in. See Collecting from a customer.
If an order bounces and the visit is already at the office
It can happen that the visit reaches the office and one of its orders bounces — almost always because there wasn’t enough stock — and the app sends you back to the Order step to fix it. In that case:
- What already went through can’t be changed from the visit. The steps that traveled with the check-out — check-in, stock count, photos, return, notes and signature — become read-only, with the notice «Esta visita ya está en la oficina: solo puedes corregir el pedido que no entró» (“This visit is already at the office: you can only fix the order that didn’t go through”). You can scroll through and review them, but not edit them.
- With two orders, if one already arrived, that one can’t be touched either: the app tells you it already arrived and that any change you make wouldn’t reach it. To modify it, do it from Activity › Orders once the visit is closed; to add products, put them in another order.
- The one that didn’t go through can be fixed, and it’s sent from check-out as usual.
Anything that can’t be touched appears dimmed, in gray: the «+» and «−», the quantity, the pack size, the Notes fields, the return reason, «Tomar foto» (Take photo), the Check-in buttons and the signature buttons. If a button is gray, it’s not that your phone didn’t respond: nothing can be changed there anymore.
«Enviado» (Sent) is not «aprobado» (approved). The visit reaching the office doesn’t mean the order is confirmed or shipped. That’s up to your analyst.