A van sales settlement is the end-of-day match between what left in the sales rep's van in the morning and what came back in the evening: stock by quantity and value, and cash by what should be handed over against what was. The stock sheet above works out the expected van stock and the difference for each item, the cash sheet works out the cash box, and the van loading slip and the settlement record are built from both.
Expected in van = start-of-day stock + loaded − sold + good returns, and expected cash = cash sales + cash collections − approved expenses. In the example, sales are SAR 4,596.05, the stock shortage is SAR 121.90 and the cash shortage is SAR 26.05.
How to use the van sales settlement template
- Morning: count what is left in the van from yesterday, enter what was loaded from the warehouse, then download the van loading slip for the storekeeper and the sales rep to sign.
- Evening: enter sold quantities and good returns from the day's invoices, count what is actually in the van and enter it under Actual left.
- In Cash settlement, add one line per invoice, collection and expense, and a last line for the cash handed to the accountant.
- Open the daily settlement record, choose the decision on the difference and download it for the sales rep and the accountant to sign.
You can download both sheets in Excel with their formulas, or take a blank Excel file to reuse every day.
Stock settlement in van sales
In van sales the rep sells from stock carried in the vehicle and delivers it on the same visit, so the van becomes a small warehouse in the rep's custody. In the example 25 cartons of milk were loaded and 19 sold, so 6 are expected; 5 were counted in the van, a shortage of one carton worth SAR 52.90. Damaged returns are counted separately and handed to the warehouse, so they are not part of the expected figure.
The rep's route and visit report have their own template, and commission has its own calculator; this page covers what happens to stock and cash between the van leaving and coming back.
Cash settlement and sales rep shortages
A sales rep cash shortage means handing over less than the expected cash. In the example: cash sales SAR 2,746.05 + cash collected from a credit customer SAR 1,200.00 − fuel SAR 120.00 = SAR 3,826.05 expected; SAR 3,800.00 was handed over, so the shortage is SAR 26.05. mada sales, credit sales and cheques do not go into the cash box, but they count in the day's total sales, which should equal the sales value on the stock sheet.
Van loading slip and closing the custody
The loading slip opens the custody: what the rep received, by quantity, signed by whoever handed it over. The settlement record closes it: what was sold, what is left, what is missing and what was decided. Without a signed slip in the morning, any shortage in the evening turns into an argument about what was loaded in the first place.
Common mistakes
- Carrying differences for a week, so their cause gets lost across many days of invoices.
- Adding damaged returns to good returns, so the van seems to hold sellable stock that is not there.
- Counting mada sales as cash owed by the rep.
- Loading the van without counting what was left in it from yesterday.
Regulatory and accounting notes
Prices in the example include VAT in Saudi Arabia (15%) according to the ZATCA VAT guide. Advanced mode shows sales before VAT (SAR 3,996.57) and the VAT (SAR 599.48), and the rate can be edited in the settings. Valuing stock shortages at selling price or at cost is a company policy. Charging a shortage to the rep by deducting it from wages is subject to conditions in the Saudi Labor Law; check the current text with the Ministry of Human Resources before any deduction.
When more than one van leaves every morning
Microtec builds O-Orange, a field sales and distribution system for sales reps.
Frequently asked questions
How do I calculate a sales rep's stock shortage?
Expected in van = start-of-day stock + loaded − sold + good returns; subtract it from the actual count. Example: 25 cartons of milk loaded and 19 sold, so 6 expected; 5 counted, a shortage of one carton worth SAR 52.90.
Do mada sales and cheques count in the cash the rep must hand over?
No. Expected cash = cash sales + cash collections − approved expenses. Cheques are handed in with the cash but counted separately, and mada payments go straight to the company's account.
What is the difference between good and damaged returns?
Good returns go back into the van stock and can be sold again, so they count in the expected figure. Damaged returns are counted separately and handed to the warehouse with a record; their count shows in Advanced mode.
Can I use the van sales settlement sheet every day?
Yes. Download the blank Excel file and keep one copy per van per day; the formulas recalculate as you type. On this page, the loading slip and settlement record are built from the same figures.