Salesperson: daily workflow

What This Workflow Does

A salesperson's day revolves around creating invoices, tracking customer payments, and ensuring the daily sales total is accurate and recorded. This workflow guides you through the typical actions from morning to closing.

Before You Start

• Permissions required: You need permission to create invoices and view customer accounts.
• Access needed: Login to Usystems and navigate to the Invoices and Contacts sections.
• Data to have ready: Know which products/services you're selling today and their prices (your manager usually confirms these).
• Daily sales target or notes: If your manager gives you a sales goal or special discounts for today, write them down.

Steps

1. Start your day by reviewing today's customer list Go to Contacts → Customers Open in Usystems and scan the list or search for customers you expect to visit or hear from. Note any customers with overdue balances (your manager may want you to collect first).

2. Create the first invoice of the day Go to Invoices Open in Usystems and click New Invoice.

• Select the customer from the dropdown.
• Add the items they purchased: click the items/products field, select each product, and enter the quantity.
• Review the subtotal, any automatic tax, and discounts (if applicable).
• The system calculates everything automatically.
• Click Save.

3. Record the payment received (if cash) If the customer paid in cash immediately, the invoice shows a balance. If you received cash on the spot, ask your manager how to record that payment in the system (this is usually done separately in the Payments section or marked on the invoice). Record it the same day.

4. Continue creating invoices throughout the day Repeat step 2 for each customer or each sale. Create one invoice per sale (or per customer transaction, depending on your company's process—ask your manager).

5. At midday, review your running total Go to Reports Open in Usystems and search for a daily sales report, or go to Invoices Open in Usystems and scan the list for today's date to see your invoice count and totals. This helps you verify you're on pace with expectations.

6. Handle customer balance inquiries If a customer asks "How much do I owe?", go to Contacts → Customers Open in Usystems, find their name, and click to see their balance summary. It shows total owed, recent invoices, and payments.

7. Before you log out, review today's entries Go to Invoices Open in Usystems, filter or sort by today's date, and scroll through to spot any obvious typos or missing items. If you see an error, ask your manager if you should edit it or note it for correction tomorrow.

Accounting Impact

Every invoice you create immediately:

• Debits Accounts Receivable (money customers owe)
• Credits Sales Revenue (your income for the day)
• Affects inventory (if applicable—products are reduced from stock)
• Applies tax (if configured—tax liability increases)

These entries flow into your company's daily financial reports and ledger. An invoice with the wrong customer or product will skew reports until corrected.

Tips & Common Mistakes

• Save as you go, not at the end of the day. If the system crashes or your internet drops, you'll lose unsaved invoices. Click Save after each one.
• If a customer changes their mind about a quantity or product, edit the invoice before you save it. After saving, editing is harder—ask your manager.
• Don't guess prices. If you're unsure of the selling price, ask your manager or check a price list before creating the invoice. A wrong price is harder to fix later.
• If the customer doesn't buy today, don't create an invoice. An empty or placeholder invoice can confuse accounting. Just note the contact and follow up tomorrow.

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