Submission & Forms

Form submissions are how field agents capture data during a visit. Each submission is linked to a specific visit and outlet.

How Submissions Work

Submissions are created within a visit. When you open a visit task (see Visits), you are presented with a dynamic form to fill in.

Supported Field Types

Field Type	Description
Text Input	Single-line free text
Textarea	Multi-line free text
Number	Numeric input
Currency	Number input prefixed with “Rp”
Percentage	Number input constrained to 0–100
Select	Dropdown with predefined options
Checkbox	Multiple-choice selection
Radio	Single-choice selection
Date	Date picker
Photo / Camera	Take a photo with the device camera
Barcode Scan	Scan a barcode using the camera
Sales Order	Create a new sales order with barcode scan, cart, and review flow (see below)

Filling a Form

1. Open a visit and tap a task.
2. Fill in all fields marked with * (required).
3. Tap Submit when done.

If any required field is missing, a validation error is shown beneath that field.

[Screenshot: Submission form with various field types]

Adding Extra Fields

During a visit, you can add additional input fields that were not in the original form:

1. On the Visit Progress screen, tap the FAB (floating button with +).
2. Choose from available template fields (e.g. stock count, notes, product photo).
3. The field is added to the “Additional Forms” section.

User-added fields can be removed by tapping the trash icon next to them.

Photo Fields

For photo and camera fields:

1. Tap the camera icon in the field.
2. The camera opens.
3. Take the photo and confirm.
4. The photo thumbnail appears in the form.

Barcode Scanning

1. Tap the barcode scan field.
2. The camera opens in barcode mode.
3. Point the camera at the barcode.
4. The scanned value is automatically filled in.

Creating a Sales Order

Sales orders allow you to record product orders from outlets during a visit. The flow supports offline operation — orders are saved locally and synced when you reconnect.

Step-by-Step Flow

Step 1: Start Sales Order

From the Visit Progress screen:

1. Tap the FAB (floating action button) or Add Form button
2. Select Sales Order from the list of available forms

[Screenshot: mobile_sales_order_start]

Step 2: Add Products

You can add products to your cart in two ways:

Option A: Barcode Scan

1. Tap the Scan Barcode button
2. The camera opens in scan mode
3. Point the camera at the product barcode
4. On successful scan, the product is auto-added to your cart with quantity 1

Option B: Search Product

1. Tap the Search Product button
2. Search by product name or SKU
3. Select the product from results
4. The product is added to your cart with quantity 1

[Screenshot: mobile_barcode_scan]

Step 3: Manage Cart

Your cart shows all added products with:

• Product name and SKU
• Unit price (editable)
• Quantity stepper (− / qty / +)
• Subtotal (auto-calculated)
• Remove button (trash icon)

To adjust quantity:

• Tap + to increase quantity
• Tap − to decrease quantity
• Minimum quantity is 1

To remove a product:

• Tap the trash icon next to the product
• Confirm removal

[Screenshot: mobile_sales_cart]

Step 4: Select Order Type

Choose the order type:

• Sell In — Initial stock for new outlet
• Replenishment — Regular restock order
• Pre Order — Future delivery order

[Screenshot: mobile_order_type]

Step 5: Select Payment Type

Choose the payment method:

• Cash — Payment on delivery
• Transfer — Bank transfer
• Credit — Credit terms

[Screenshot: mobile_payment_type]

Step 6: Add Order Notes (Optional)

Enter any additional notes or special instructions for the order.

Step 7: Capture PO Photos and Signature

PO Photos:

1. Tap Add PO Photos
2. Take up to 5 photos (e.g., shelf display, competitor products)
3. Confirm each photo

Signature:

1. Tap Capture Signature
2. Ask the outlet representative to sign on screen
3. Tap Confirm to save

[Screenshot: mobile_po_photos] [Screenshot: mobile_signature]

Step 8: Review Order

Tap Review Order to see the summary:

• Outlet name and address
• Product list with quantities and prices
• Order total
• Order type and payment type
• PO photos thumbnails
• Signature thumbnail

Review carefully — you cannot edit after submission.

[Screenshot: mobile_order_review]

Step 9: Submit Order

1. Tap Submit Order at the bottom of the review screen
2. If online: Order is submitted immediately
3. If offline: Order is saved locally and synced when online
4. You will see a confirmation message
5. Tap Done to return to the visit

[Screenshot: mobile_order_success]

Order Status

After submission, the order appears in the visit’s submission list with status:

• Pending — Waiting for approval
• Approved — Confirmed by admin
• Rejected — Rejected with reason

You can view order status in the Visits tab under the related visit. See Visits for more details.

Offline Behavior

When offline:

• You can create sales orders normally
• Orders are saved to the device’s local storage
• A sync indicator shows pending orders on the Home screen
• Orders automatically sync when you reconnect

When online:

• Orders sync immediately
• You receive a push notification when the order is approved/rejected

Note

Sales orders require the submission.create permission. If you don’t see the Sales Order option, contact your admin.

Tip

Always capture clear photos of the shelf/PO display — this helps with order approval and future reference.

Offline Submission

If you are offline when you submit a form or sales order, the submission is stored locally and synced automatically when you reconnect. You will see a sync indicator on the Home screen showing pending submissions.

For sales orders specifically:

• Cart data is saved locally
• Order status shows as “Pending sync”
• Sync completes automatically when online
• No action needed from you