Purchasing and receiving
Send purchase orders to suppliers and receive against them, partial loads included. Freight goes into landed cost, so margins are real.
Features
Everything in the first release.
The counter, the back office, and the connections to QuickBooks Online and Stripe, module by module. Delivery comes next, and the roadmap says what follows it.
The counter
Fast at the counter on a Saturday in April.
The register is a desktop app built for a supply yard counter. It is keyboard first, friendly to a barcode scanner, and has buttons big enough for a gloved hand.
- Ring a ticket by keyboard, scanner or touchscreen. Popups never steal a scan halfway through a ticket.
- Every sale prints a customer receipt and a separate yard ticket, so the loader knows exactly what to pull.
- Take cash, check, card, or a charge to the customer's house account.
- Each clerk signs in with their own PIN. Voiding a line or a ticket records the void; nothing is erased.
- Keeps selling when the internet drops. Cash, check and charge to account work offline, and card payments need a connection.
At the counter
- A PC at each registerRuns the Aswan register app
- Receipt printerCustomer receipts and yard tickets
- Cash drawerOpens from the printer
- Barcode scannerPlugs in like a keyboard
- Stripe card readerTap, insert or swipe
Products and inventory
Stock it once. Sell it by the yard, the bag or the pallet.
Every product has one unit you count it in and as many units as you sell it in. Black mulch can be stocked in cubic yards and sold by the yard, the bag and the pallet, and on hand stays in cubic yards whatever was rung up.
- Cubic yards and cubic feet convert on their own. Bags and pallets are set up per product, because a bag of mulch and a bag of seed hold different amounts.
- Bag and pallet prices are set on their own, not divided out of the yard price, so your packaging markup survives.
- On hand is never typed in. It is the sum of every sale, receipt and adjustment, so any figure can be traced.
- Tons are already part of the units model, so selling by weight arrives later as a feature, not a rebuild.
Black mulch
Stocked in cubic yards
On hand
212.50 CY
| Sold as | Holds | Price |
|---|---|---|
| Cubic yard | 1 CY | $38.00 |
| Bag | 2 CF · 0.074 CY | $5.49 |
| Pallet | 60 bags · 4.44 CY | $299.00 |
Sell one palleton hand 208.06 CY
Pricing and customers
The right price for every customer, without a lookup.
Put homeowners on retail and contractors on a contractor level, or set up as many levels as your yard actually uses. Give a customer a negotiated price on the materials they buy most, and the register applies it on its own.
- Prices carry start and end dates, so a spring increase can be entered in March and take effect on its own.
- The price is written onto the ticket. Changing a price later never changes what an old ticket shows.
- Walk-in homeowners don't need an account. Contractors get a full record with contacts, jobsite addresses and purchase history.
How the register picks a price
- 1A price agreed with this customerStonewall Hardscapes, pea stone$49.00 / CY
- 2The customer's price levelContractor$52.00 / CY
- 3The default price levelRetail$58.00 / CY
Stops at the first match. The price is written onto the ticket, so an old ticket always shows what it actually sold for.
House accounts and tax
Accounts and exemptions, checked at ring-up.
Contractors buy on account and pay monthly. Aswan shows the account's balance, limit and terms at the register, and flags a sale that would take an account over its limit, or that charges an account already past due, before it goes through.
- Balances, aging and terms come from QuickBooks Online, where your bookkeeper already keeps them.
- The check works offline too, against the last synced balance plus whatever that register has charged since.
- Resale exemption certificates live on the customer with their jurisdiction and expiry date. An expired one warns at the counter, not during an audit.
Birchwood Grounds
Contractor · Net 30
Ticket $932.00
$6,980.00limit $7,500.00
- This sale takes the account $412.00 over its limit.
- Resale certificate expired Aug 31. Get a current one before selling tax exempt.
Quotes and sales orders
Quotes with a paper trail.
Contractors want a written price on a material list before they bid a job, and big jobs get revised again and again. Aswan keeps every revision, numbered and dated, so you can show exactly what was quoted and when.
- A quote holds its prices until it expires.
- An accepted quote becomes a sales order without retyping a line.
- Sales orders cover future pickups and spring pre-orders, take a deposit, and can be picked up over several trips.
Q-1188
Cedar Point patio and walls
Stonewall Hardscapes
- Rev 3Sep 4Current$14,220.00
- Rev 2Aug 28$12,960.00
- Rev 1Aug 21$11,400.00
Every revision kept, numbered and dated.
Convert to sales orderQuickBooks Online
Two-way with QuickBooks, and one owner for every record.
QuickBooks Online is your accounting system, and Aswan works with it instead of replacing it. Counter sales and payments post to QuickBooks automatically. Payments that arrive by mail, account balances, aging and credit terms come back.
- Once a sale becomes a QuickBooks invoice, QuickBooks owns it. A change your bookkeeper makes there is never overwritten from the counter.
- A ticket that mixes tax codes is split into one invoice per code, because QuickBooks allows only one.
- Every post is logged, so a mismatch can be found and explained instead of guessed at.
- Settings show the health of your QuickBooks connection and warn you before it lapses.
Aswan keeps
- Products, units and prices
- Inventory on hand
- Quotes and sales orders
- Payments taken at the register
Sales and payments post to QuickBooks
QuickBooks keeps
- Invoices, once a sale posts
- Account balances and aging
- Credit terms and limits
- Payments that arrive by mail
- Chart of accounts and tax codes
Comes back to the counter
Payments
Card money lands in your account, not ours.
Aswan takes cards through Stripe, on a Stripe account that belongs to your yard. You sign up from inside Aswan, your yard's name is on your customers' statements, payouts go to your bank, and you get your own Stripe dashboard. Double Tap never holds your money.
- Card readers at the counter for tap, chip and swipe.
- Keyed entry for orders taken over the phone.
- Saved cards, with the customer's consent, for spring deposits and contractor billing.
- Card numbers never touch Aswan's screens or servers. The reader and Stripe handle them.
Where a card payment goes
Your customer's card
Your yard's Stripe account
Your bank
Stripe bills its processing fees to your Stripe account directly. Double Tap never takes custody of your money.
Everything else
Also in the first release.
More than one yard
Every sale, quote, order and stock movement belongs to a location, and inventory is tracked per yard. A second yard is setup, not a second system.
Daily close and reports
Close out the day and reconcile the drawer first, because that is what you do every night. Then sales by product, customer and salesperson, margin, and inventory value.
Customers, kept simple
Contacts, billing and jobsite addresses, notes and purchase history. Enough to look after a contractor without turning into a CRM project.
A trail for every number
Stock only changes through recorded movements: sales, receipts and adjustments. Any on-hand figure can be traced back to what made it.
Security
Office sign-in uses two-factor authentication by default. Clerks use their own PINs at the register, and voids are recorded, never erased.
Your own database
Each yard's data lives in its own database, separate from every other yard's. Card numbers are never stored in Aswan at all.
English and Spanish
Every screen and help article in both languages. Units and prices read the same either way.
Help built in
Short how-to articles ship inside the app, so they work at the counter even when the internet does not.
Early access
Run a supply yard? Help us build it right.
We are building Aswan with a small group of landscape supply yards. If your current system makes you work around it, tell us how your counter really runs. Early access yards shape the first release and are first on it when it ships.