Distributors manage salesmen beat-wise with Tally by grouping dealers into named beats, putting one salesman on each beat, and writing field orders back into Tally as Sales Orders while visit photos and delivery ticks stay on the phone. A beat is a name plus a dealer list, with no date, weekday, sequence or visit target. Beat wise sales management, on a Guwahati book with five salesmen and about 120 dealers, is Station Road, GS Road, Fancy Bazaar, NH-37 and Beltola, each dealer on one beat only. The salesman opens Today's load, pending orders from a 3-day window including today. In the godown Dispatch totals items across beats, then a Load sheet per beat with the per-dealer breakdown. On the street the salesman checks in with a camera photo, Global Positioning System (GPS) location, device time, his name and the dealer. After check-out he books an order that lands in Tally. This article walks that Tuesday through to Team Sales.
Key Highlights
- Station Road is a beat: a name plus a dealer list, with one salesman assigned. Gupta Stores can sit on Station Road or on GS Road, not both, and moving it shows what moved
- At 9:15 Raju opens Today's load, pending orders from a 3-day window including today. In the godown Dispatch totals items across beats and a Load sheet per beat shows the per-dealer breakdown
- At 10:40 Raju checks in at Gupta Stores with a camera photo, GPS location, device time, his name and the dealer. A mock location is refused and still shown to the owner
In This Article
- How do distributors manage salesmen beat-wise with Tally?
- Grouping 120 dealers onto named beats
- Today's load, Dispatch and the Load sheet
- Check-in with a camera photo, then the order into Tally
- Ticking deliveries without telling Tally
- What the evening Team Sales view shows
- What beat-wise sales management does not include
- Frequently Asked Questions
How do distributors manage salesmen beat-wise with Tally?
Ask the Guwahati owner what Tuesday looks like and he starts with Station Road. Raju has twenty-four kirana shops on that stretch. Manoj has GS Road. The other three have Fancy Bazaar, NH-37 and Beltola. About 120 dealers across five named lists. The Salesman app for Tally carries that day. What field teams actually need from a Tally app in India is the same loop: the party in front of him, the order into the books, and a visit record made at the counter. By evening the owner opens Team Sales rather than calling five people.
Grouping 120 dealers onto named beats
On Monday the owner sits at the office desktop and opens Beats. He types Station Road, then adds the twenty-four shops that sit on that stretch, Gupta Stores among them. He assigns Raju. He does the same for GS Road with Manoj, then Fancy Bazaar, NH-37 and Beltola. A beat is a name plus a dealer list. It carries no date, weekday, walking order, or visit target. Raju decides which shop he stands in first.
Each dealer belongs to one beat only. When the owner adds Gupta Stores to GS Road, Gupta Stores leaves Station Road, and the app shows what moved. If a new retailer on Beltola has not been put on a beat yet, he waits in Unassigned, which full-access members can see, until someone places him.
Member permissions set view and create rights per register, restrict which ledgers (parties) a member sees, and restrict which voucher types he can use, so Raju's working set is Station Road. That is the job in how to restrict salesman access in Tally. Beats can be built on the web in the office. Visit capture waits for the phone.
Today's load, Dispatch and the Load sheet
Tuesday, 9:15. Raju opens Today's load for Station Road: pending orders from a 3-day window including today, Sunday's leftover, Monday's bookings, Tuesday morning. The carton Gupta Stores booked on Saturday sits behind an older pending chip.
In the godown the dispatcher opens Dispatch, the screen for what goes out today. Pending orders across all five beats total into one item list: so many bags of atta, so many crates of oil, so many cartons of biscuits. Then he opens the Load sheet for Station Road, Gupta Stores on top with its lines, then the next shop on that beat. Fancy Bazaar has its own sheet. The van is loaded from the totals. The delivery boys work from the per-dealer breakdown.
The owner WhatsApps Raju: "Station Road ka load nikal, Gupta Stores pehle." Gupta Stores is on Today's load because a pending order still sits inside the 3-day window. Shops with nothing pending stay on the beat and do not appear there. He can still check in.
Check-in with a camera photo, then the order into Tally
At 10:40 Raju stands in front of Gupta Stores, opens the party, and checks in. The camera opens. Gallery is not an option. He photographs the shutter with the retailer in the doorway. The visit record keeps that photo, the GPS location with accuracy, the device time, Raju's name, Gupta Stores, and an optional note. That is the stamped record a salesman visit tracking app is for.
If the phone reports a mock or fake location, check-in is refused and no visit is recorded. The refused attempt still shows to the owner. If the owner has granted that device an exemption, the visit is accepted and marked Unverified. The trust check is the mock-location flag.
Raju spends twelve minutes inside. At check-out the record shows "At the dealer 12 minutes" and "Checked out 40 m from where the visit started." If the check-out leg fails its own trust check, duration is shown as unreliable.
Field Visits is available on request and phone-only. Feed defaults to today, filterable by salesman or Everyone. Tapping Raju's photo shows a caption plate: Raju, an approximate street address prefixed "Approx." (looked up when viewed), coordinates with accuracy, and the timestamp.
Visit check-in and check-out are saved on the phone without signal and upload when signal returns. Creating an order, invoice or receipt needs a working data connection. At 10:52 Raju has signal. After check-out he books Gupta Stores' order, 14 cartons against live stock. It lands in Tally as an ordinary Sales Order. He can raise an order any other time. Order creation is not gated on Team Sales. Nobody in the office retypes it, which is the point of salesman order taking without re-entry.
Ticking deliveries without telling Tally
The van reaches Gupta Stores at 2:40. The delivery boy opens the Station Road Load sheet and ticks Mark delivered on Gupta Stores' lines, or Mark all delivered if the full drop went in. Undo is there if he ticked the wrong shop. Delivered is a Takkada-only fact. Tally is not told an order was delivered. The Sales Order stays open until the office converts it to an invoice the way they already do.
What the evening Team Sales view shows
By 8 PM the owner opens Team Sales on the web, the same screen that also runs on the phone. The leaderboard has Raju, Manoj and the other three. Each member has a target and a commission figure. He toggles the basis between Orders and Invoices, and the period between Month, Quarter and Year. If Manoj booked an order that belongs on Raju's name, the owner reassigns attribution. Tally is not touched by that reassignment. The voucher stays where it was.
Field Visits Outcomes splits two piles. Booked on these visits is orders attributed to that salesman. At the dealers visited is orders by anyone, payments received, and overdue outstanding at those dealers. Payments sit at the dealer. They are not credited to the salesman who stood in the shop. Commission follows the Orders or Invoices toggle, not the receipt. A salesman-wise sales report from the register sits beside that: who stood where, who booked what, and which target is moving.
What beat-wise sales management does not include
Station Road will not grow a calendar, a map, or a trail of Raju's phone from morning tea to the ride home. There is no scheduler, no map, and no all-day tracking. A beat stays a named list. Raju walks it in the order the market allows that morning. Check-in is a camera photo at the counter. Today's load is pending orders from a 3-day window. Beats, Dispatch and Team Sales also work on the web. Visit capture and the Field Visits screens stay on the phone.
Frequently Asked Questions
Q: What does beat wise sales management cover on a Tally distributor's day?
A: Named beats with one salesman on each, Today's load as pending orders from a 3-day window, a Dispatch total and a Load sheet per beat, a camera check-in, a Sales Order into Tally after check-out, delivery ticks on the phone, and Team Sales with targets and commission. A Guwahati book with five salesmen and about 120 dealers is that loop on five roads.
Q: Can a dealer sit on two beats at once?
A: No. A dealer belongs to one beat only. Adding Gupta Stores to GS Road moves it off Station Road, and the app shows what moved. There is no silent copy of the same party on a second list.
Q: Does marking an order delivered update Tally?
A: No. Mark delivered and Mark all delivered, with Undo, are Takkada-only facts on the Load sheet. Tally is not told an order was delivered. The Sales Order stays open in Tally until the office converts it to an invoice the way it already does.
Q: Does a salesman need signal to check in at the shop?
A: Visit check-in and check-out are saved on the phone without signal and upload when signal returns. Creating an order, invoice or receipt needs a working data connection. Raju can stamp Gupta Stores in a dead-signal lane and book the order once he has data.
Q: What happens if the salesman fakes his GPS location?
A: Check-in is refused and no visit is recorded. The refused attempt still shows to the owner. If the owner has granted that device an exemption, the visit is accepted and marked Unverified. The trust check is the mock-location flag.
Q: Where do field orders land in Tally?
A: They land as ordinary Sales Orders against the party, written back from the phone after check-out or at any other time. Order creation is not gated on Team Sales. Attribution can later be reassigned in Team Sales without changing the Tally voucher.
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