How Falco Wholesale works

1. Open /falcowholesale. Type your email and password, Sign in. The eye shows what you typed.
2. You land on your own part straight away: office and warehouse staff on the console, each with only their own screens.office staff on the console with only their screens, reps on the rep app, drivers on their run, cashiers on the till, shops on their portal.
3. Admins with two-step sign-in then type the 6-digit code from their authenticator app (or paste it).
4. Forgotten it? Forgot password?, type your email: a link to choose a new one arrives by email.
5. A shop without a login: Apply for a trade account with the shop's details. The office approves it and emails the login.
6. To leave: your name (top right) › Sign out in the console, or the sign-out icon on the phone apps. It returns to the sign-in page.

1. Sign in and open /falcowholesale. The menu on the left lists the screens your role uses: the dashboard, products, pricing, retailers (your shops), suppliers, purchase orders, stock, and invoices & payments.Core (products, stock, buying, invoices, settings), Sales (orders, reps, the shop portal, the online shop) and Delivery (vans, warehouse, the till, commission, reports).
2. The Search screens box at the top (or Ctrl K) jumps to any screen or record by name.
3. + New starts a phone order, an invoice, a product, a shop, a purchase order and more from anywhere.
4. The bell shows alerts (new web orders, flagged orders, a van short on cash). The moon switches dark mode.
5. All screens shows every screen as a card with what it's for.

1. Open Settings & VAT. On Company & VAT enter the legal name, address, phone, accounts email, VAT number and the bank details. They print on invoices, and shops see them under How to pay.
2. Selling rules: the portal minimum order, the rep's maximum discount and the margin colours (Green / Amber / Red / Black).
3. VAT codes: give each code the account VAT posts to. Without an account a code charges no VAT.

1. Users › Invite user: name, email and a role: Office, Warehouse, Sales Rep, Driver, Cashier, Till Supervisor or Admin. They get an email to set their password.
2. The role decides what they see: office staff sell, buy and take payments; warehouse staff receive, move and count stock but can't change prices or products.reps get the rep app, drivers the driver app, cashiers the till, everyone else the console.
3. Roles & permissions: pick a role and tick what it may View, create, change and delete, module by module. Untick View and those screens vanish from that role's menu. Cost price and margin can be hidden per role.
4. View as this role shows the console exactly as that role sees it. New role from copy makes, say, a "Senior office""Senior rep".
5. To stop someone signing in, disable them in Users: they're signed out at once.
6. Someone can't get the reset email (a cashier, a driver)? Open them › Set password, type a strong password twice and give it to them in person. They're signed out everywhere and use it next time. Only admins can do this.
7. Admins can do everything (FW Admin, and the system's own System Manager and Administrator logins): every screen and every job.

1. Products lists the catalogue with stock and the margin colour of each product. Filter by category or colour; Import CSV loads many at once (download the template first).
2. New product: code (SKU), name, category, size, the units it's sold in (a single, a box, a carton: see Cartons, boxes and singles), cost, price and VAT code. The margin colour updates as you type.
3. Tick Available to order so it can be sold, Publish online for the online shop (with its retail price), or Sold by weight at EPOS with a PLU for loose produce at the till.
4. Add opening stock to start with what's on the shelf.

In wholesale the same product goes out in different sizes: a carton to a shop, a box now and then, a single bottle to someone who only needs one. You set this up once on the product, and from then on every screen lets you pick the unit, each at its own price, and the stock always adds up.

1. Open Products › New product (or a product › Edit) and go to Units & packs.
2. First row: the base unit, the smallest you sell (Piece, Bottle, Packet…).
3. Add a pack size for each bigger size: pick the unit (Box, Carton…) and type how many base units it holds (12, 48).
4. Give each unit its selling price. Leave one empty and it's worked out from the main unit (a carton of 48 at 92.00 makes a bottle 1.92). Add the barcode printed on each size if it has one.
5. Tick Main on the unit you normally sell and buy in (usually the carton). The Sell price, cost, opening stock and reorder boxes below are all in that unit. Save product.

Using the units every day

• Selling (New invoice): add the product, it comes in as a carton. Change the unit on the line, or press + Box too / + Bottle too to add another line of the same product in a smaller unit. Scanning a box's barcode adds a box. 1 carton + 2 boxes + 5 bottles take 77 bottles off the shelf.
• Buying: purchase orders and goods-in use the carton unless you pick another unit on the line; 4 cartons received put 192 bottles on the shelf.
• Stock: Add stock, Move stock and Adjust stock have a unit on each line (write off 1 Box). A stock count asks for cartons, boxes and loose bottles separately and adds them up.
• Prices for one shop are per unit too: a shop's own carton price doesn't change what it pays for a box or a bottle.

You never type a price when you sell: the system works out what this shop pays for this product, in this unit, for this quantity. It checks these in order and uses the first one that exists (they never add together):

1. Standard price: Products › the product › Edit: the Sell price (and each unit's price under Units & packs).
2. A shop's own price: Pricing › Retailer price, or open the shop (Retailers › the shop) › Prices tab › Add price. Pick the shop, the product, for which unit, the price and the date it starts. The colour shows if the margin gets thin.
3. The shop's Prices tab is simply the list of that shop's own prices: each product, the unit, the Standard price, Their price and how much they save. Anything not listed there, the shop pays the standard price (or a volume break). The pencil changes a price; Pricing › Retailer prices lists every shop's.
4. Volume break: Pricing › Volume break: the product, the unit it counts in (e.g. cartons), and tiers (from 20 → 3.95, from 50 → 3.75). Each tier must be cheaper than the one before.
5. Promotions: a special price for a set number of days and cases, with an optional commission per case for reps.
6. Not sure what a shop pays? Pricing › Price check: pick the product, the shop, a quantity and a unit. It lists every kind of price, shows which one wins and says why.

1. Retailers lists every shop with its rep, balance and credit limit. A shop over its limit shows in red.
2. New retailer: shop name, contact, phone, address and postcode, credit limit and, payment terms and the rep who looks after it. The payment terms set each invoice's due date (30 days if none).
3. Tick Portal login and enter the shop's email: the shop gets a login for /shop, where it sees only its own prices, orders and invoices.
4. Open a shop to see its profile: balance, overdue, own prices, recent orders and invoices and payments. Record payment takes a payment against its oldest invoices; New invoice sells to it (how).
5. A rep on holiday? Reassign cover gives their shops to another rep until a date.

1. Add till, e.g. "Counter 1". Each till gets its own settings.
2. Add cashiers and supervisors with a 4-digit PIN each (easy PINs like 1234 are refused; the person picks their own PIN the first time). Set the cashier's limits: discount %, refund and cash-out amounts. Anything over needs a supervisor's PIN.
3. Till settings: ways to pay (only those that post to a bank or cash account), receipt paper size, auto-lock after idle, cash in/out account, scale labels and quick keys for the busiest products.

1. Website orders › Delivery & payment: switch the shop on, set the minimum order, the delivery fee and free-delivery threshold, the cut-off time and the ways to pay (pay on delivery, on account for trade customers, card when a payment gateway is connected).
2. Add delivery zones by postcode, e.g. "Leeds · LS1–LS28". Outside the zones the shop says it doesn't deliver there.
3. Products on site decides what's published and featured.

1. Reports links to profit & loss, outstanding payments (by 30/60/90 days), sales analysis (by channel, rep, product), cash vs expected and the VAT return.
2. VAT return: the boxes for the quarter, ready to file; Export saves them as a spreadsheet.
3. Outstanding payments › Email statements sends each overdue shop its statement.
4. Commission: each rep's earned, due and paid commission from their invoices, their targets, and the rules (a rate per margin colour). Pay all due makes the payout.

1. Open New phone order. Type part of the shop's name or postcode and pick it.
2. Add products by name or code with the number of cases. The shop's own price, any promotion and the line's margin colour show at once.
3. Check the delivery day, add a reference or note, Submit.

1. Sales orders shows every order from every channel (phone, rep, portal, website). Filter by channel, search by shop.
2. Click one: the steps across the top show where it is (Confirmed → Invoiced → Picked & loaded → Delivered → Paid), with its lines, margin and history.
3. Amend changes quantities (with a reason); Invoice raises the invoice now; Cancel order takes it off its van.
4. If a delivery couldn't be booked when the driver recorded it, the order says why and offers Book delivery: fix the cause (e.g. receive the stock), press it.

1. Flagged orders: over the credit limit, unusually large, or a red/black margin. Approve, or decline with a reason (the shop and rep see it).
2. Changes: a rep asked to change an order. Compare shows old and new side by side; approving replaces the order.
3. New shops: applications from reps, the sign-in page or the online shop. Approving creates the shop and its login.

1. Dispatch board: orders not on a van are on the left, each van is a lane. Plan a van run: van name, driver, plate, and tick the orders.
2. Drag more orders onto a van. Two orders for the same shop become two stops next to each other, so the driver calls once and each order is booked on its own.
3. Delivery priority: drag the stops into the order the driver should go, mark any as High, then Send to driver. The driver's phone shows what changed; you see when they've seen it.
4. Publish runs releases the day's runs to the drivers and the warehouse. A van without a driver is refused by name.
5. A shop needs something today? + New › Urgent delivery puts an order on a van that's already out.

1. + New › Invoice, or New invoice on Invoices & payments or on the shop's own page.
2. Pick the shop (type part of its name or postcode) and the warehouse the goods leave from. The due date fills in from the shop's payment terms; add their reference (their order number) if they gave one.
3. Add each product: type its name or code, or scan its barcode, and press Enter. Set the cases. The shop's own price, the VAT, and how many the warehouse holds show on each line; the same product again just adds a case.
4. Check the Summary: the total, what the shop owes now and the credit left after this invoice.
5. Paying there and then? Tick Paid now and pick how (cash, card, transfer), the amount and a reference.
6. Create invoice. It opens as the VAT invoice: Print it or Email it to the shop.

1. Orders are invoiced automatically when delivered (or earlier from the warehouse). Invoices & payments lists every invoice; Overdue shows the late ones, and the dashboard lists overdue shops.
2. Open an invoice to Print or Email it.
3. A shop pays later (transfer, cash, cheque)? Record payment (on Invoices, on the invoice, or on the shop): the amount, how, a reference. It pays off the oldest invoices first. The driver's cash is recorded by the driver app.
4. Goods come back? Open the invoice › Credit note: how many of each line, back to stock (resaleable) or damaged · write off, and why. Submit credit note: the shop's balance comes down and resaleable goods go back on the shelf.
5. Returns & credit notes: short or damaged deliveries arrive as drafts. Approve to reduce the shop's balance (and reverse the rep's commission on that line), or discard.

1. After drivers end their day, Cash vs expected lists each van: cash the stops said was taken, and what the driver counted.
2. A difference is flagged. Resolve it with what happened (e.g. "Found · counting error") and a note.

1. Stock suggests what to reorder (below the reorder level): Create PO for all, or New purchase order: supplier, products, cases, cost. Submit & email supplier (or save a draft and send it later from its tracker). Each line has a unit (usually the carton) and a price per unit.
2. How the supplier gets it: if the supplier has an email address, it's emailed as soon as you submit (with a PDF, each line as 4 Carton Sunflower Oil 1L @ 72.00, the total, the date you need it and the PO number to quote). Open the PO (click its row) to see whether it went, and press WhatsApp to send the same order to the supplier's mobile (it opens with the order typed in), Copy order to paste it into any message, or Print it: an A4 purchase order with your details, the supplier's, where to deliver, every line with its unit and price, the total and lines to sign, the same page the email carries. Keep the supplier's mobile, orders email and address up to date with Edit on Suppliers.
3. When the delivery arrives (warehouse): Purchase orders › Receive. Type what you counted for each line, pick the warehouse it went into, add their delivery-note number, Confirm receipt. A part delivery is fine: the rest stays open on the order.
4. When the supplier's invoice comes: Add invoice with their invoice number and due date.
5. Pay it: Pay supplier (from the tracker or Suppliers). The oldest invoices are paid first.
6. Track any order: click its row. The tracker shows Ordered → Received → Invoiced → Paid, the next step in words and as a button, each line's ordered and received, every delivery (cases, which warehouse, who received it), every supplier invoice and every payment.

1. For opening stock, a cash purchase at the cash & carry, or goods found or returned in good condition: Stock › Add stock.
2. Pick the warehouse, the date (today or earlier), the supplier if there was one, and write where it came from.
3. Add each product (type its name, code or scan its barcode, press Enter), the cases and the cost per case (filled with today's cost; warehouse staff don't see or set costs).
4. Add to stock.

1. Stock › Move stock: the warehouse it leaves and the one it goes to, and why.
2. Add the products and cases; each line shows how many the first warehouse holds and warns when you ask for more.
3. Move stock.

1. Stock on hand: every product with how many cases each warehouse holds, what's promised to confirmed orders, what's free, and (for roles that may see cost) its value. Search, pick one warehouse, or show only what's in stock.
2. Stock movements: every case in and out, newest first, in plain words: Received from supplier, Sold (on an invoice, with the shop), Delivered to shop, Sold at the till, Stock added, Moved between warehouses, Taken out, Stock count, with the warehouse, the cases, what was left, the document and who did it.
3. History on a product shows just that product's movements.
4. Breakages and write-offs: Adjust stock. A full check of the shelves: Start stock count, count, then post the differences.

1. The Picking board shows today's orders in columns: To pick → Picking → Picked → Loaded.
2. Open the Pick list for an order: lines sorted by shelf location, with no prices. Print it or pick from the screen.
3. Drag the card to Picking as you start and Picked when done. A card can't go to Loaded before it's picked.

1. Pending invoices: if orders on today's vans have no invoice yet, a yellow banner says so. Invoice them now (office staff), then print the selected invoices to go with the van.
2. Loading lists: for each van, the last stop is loaded first (at the back), the first stop last (by the doors).
3. Drag each picked order to Loaded as it goes on.

1. The till shows it's closed. Tap Open a shift.
2. Tap your name, then type your 4-digit PIN. (First time? It asks you to choose your own PIN, twice. Five wrong PINs lock you out for five minutes.)
3. Count the float in the drawer by note and coin, Open shift.

1. Scan a barcode, or tap a product picture, or type part of the name. Quick keys across the top hold the busiest products (Alt 1–9).
2. Type 6* then scan to add six at once. + / − change the last line; Delete removes it.
3. Loose produce (bananas, tomatoes…): tap it and the weighing window opens. Put it on the scale (or type the weight) and any container weight; Add to sale. A scale label from the shop scale scans straight in.
4. Selling to a trade customer? Account picks the shop: their own prices apply.
5. A discount or refund over your limit asks for a supervisor's PIN; it's logged.

1. Pay (F4): cash (type what they handed over, the change shows), card, split between several ways, or on account.
2. The receipt prints and the customer display (second screen, Display) shows the total, savings and change.
3. Cash in / out (F6): money taken out for supplies or put in to top up the float, with a reason. Over the limit needs a supervisor.
4. No connection? Switch Offline and keep selling: sales upload in order when it's back.

1. Close shift: the till shows what should be in the drawer (float + cash taken + cash in − cash out).
2. Count the drawer. A difference needs a note.
3. Confirm: the Z report prints, and every sale of the shift is posted to the accounts and stock.

1. Sign in with the login the office gave you.
2. The green banner shows the next delivery with a tracker (Placed → Confirmed → Packing → On the van → Delivered).
3. The tiles show your balance, anything overdue, credit left and orders on the way.
4. Your usual lists what you order most with the usual quantity: Order your usual fills the basket in one tap. Deals this week shows special prices.
5. Your rep and the office are one tap away (Call / Email), with how to pay.

1. Order shows the catalogue at your prices. Search (press / on a computer), pick a category, or filter: Your usual, Deals, Favourites (★), In stock, In basket.
2. Tap Add, then + / −. Products running low say "Only 5 left"; you can't order more than is there.
3. Ordering lots? The quick list (list icon) lets you type the cases for each product and press Enter to move down.
4. The basket (on the right on a computer, the dark bar at the bottom on a phone) shows how much more you need for the minimum order, the delivery day (tomorrow onwards, no Sundays), a note for the driver, and the total with VAT.
5. Place order.

1. My orders: On the way / Delivered / All. Tap an order for its timeline, lines (with anything short), total, invoice, and Order these again.
2. Invoices: what's to pay, what's overdue ("Overdue 18 days") and credit notes. Print any invoice or save it as PDF; Print statement lists everything unpaid with the bank details.
3. Account: your details, credit and terms, your rep and the office, dark mode, help and sign out.

1. Browse by category, search, or look at offers. Prices include VAT.
2. Deliver to: type your postcode to check you're in a delivery area.
3. Open a product for its details, then Add to basket. The basket shows the minimum order and when delivery becomes free.

1. Details: email, mobile (for the driver's text), name and delivery address.
2. Delivery: pick the day and what the driver should do if you're out.
3. Payment: pay on delivery (or by card when card payments are switched on: a secure payment link is emailed; card numbers are never typed here). Accept the terms, Place order.

1. In the console, Help & how-to has a guide for each job, each as a flow diagram showing who does which step, plus numbered steps. Click a step to open its screen.
2. Screens that are part of a job have a How it works button at the top: it opens the guide at that step.
3. On the phone apps and the shop portal, the ? at the top shows that person's guides, with their own steps marked "You".