Irsaal Water Delivery Software counts every 19 litre bottle you own by where it is. The counts are shown on Inventory & Sales → 19 Ltr Bottles: in the warehouse (filled or empty), at the refill plant, with customers and with riders. Deliveries, empties collected, purchases and plant runs move bottles from one count to another by themselves, and the Bottle Reconciliation report checks that the total still adds up. Each customer's refundable security deposit is kept in their Security Wallet under Finance → Security Wallets.
What do the counters on 19 Ltr Bottles mean?
| Counter | What it counts |
|---|---|
| Warehouse Full | Filled bottles ready to go out, including any already loaded on a van but not yet delivered, because a delivery takes its bottles from here. |
| Warehouse Empty | Empties back from customers, waiting to go to the plant. |
| At Plant | Bottles booked out to the refill plant and not yet received back (only with Plant Return Tracking on). |
| At Customers | Your bottles at customers' homes and shops. It always equals the sum of every customer's holding. |
| With Riders | Empties a rider has collected that are not yet approved in Rider Ledger. |
| Total Owned | Every bottle the business owns. |
Bottles that customers supplied themselves, and bottles of another brand, are counted on shelves of their own. They are not part of Total Owned, because they are not yours.
How do bottles move during a normal day?
- A delivery takes filled bottles out of stock and adds them to the customer's holding. Empties collected come off the holding and go onto the rider's name.
- When the office approves the rider's day in Rider Ledger, those empties move to Warehouse Empty.
- Send to Plant turns empties into filled stock again. With Plant Return Tracking on, they wait in At Plant until you press Receive Full.
You never need to type these moves. Only the jobs below are done by hand.
Which jobs are done on the 19 Ltr Bottles screen?
- Buy New Empties: new bottles from the market go to warehouse empty. Enter the Quantity, a Reference and Notes, then press Add to Warehouse.
- Send to Plant: press Send Empties.
- Receive from Plant: refilled bottles back to the warehouse. Press Receive Full, or Receive all to clear everything still at the plant.
- Bottles from Other Brand: 19 Ltr bottles branded by somebody else, counted on their own shelf. Choose Received — add to stock or Returned / swapped back, then Save Movement.
- Convert Swapped Bottles: bottles taken off customers in exchange for yours, checked over and moved onto empty stock with Add to Empty Stock.
- Discard / Write-off: permanently remove broken bottles. Choose From: Damaged, From: Warehouse Empty or From: Warehouse Full, then press Discard.
- Manual Adjust: only for the opening count, or to correct a physical count. Choose the State, type the change in Delta (+ / −) (for example 5 or -3), give a Reason, and press Apply.
How do I correct a wrong entry?
In the Movement Ledger, set Show to Only correctable entries and press Correct entry on the row. Type the right Quantity and say Why is this being corrected?, then press Save Correction. Only the difference is applied: change 21 to 12 and nine bottles come back, not twenty-one. Your name, the time and the reason are saved, and Correction history shows every change.
Bought empties, plant runs, other-brand stock, write-offs and manual adjustments can be corrected this way. A delivery is corrected on its own screen, and so is a rider's hand-in.
How do I check the bottles still add up?
Press Reconciliation on 19 Ltr Bottles, or open Reports → Bottle Reconciliation Report. It shows Where the bottles are now and compares the bottles accounted for (opening, plus purchased, plus adjustments, minus discarded) with the bottles counted. Its Customer-holding cross-check confirms that the sum of every customer's holding equals the At Customers counter. The Bottle Account Report lists what each customer holds, including bottles of their own and bottles lent without a deposit.
How do security deposits work?
A deposit is the refundable money you hold for each of your bottles a customer keeps. It is set as Security Fee per Bottle (or on the customer's rate card), and it is also the damage penalty for a broken or lost bottle.
- The allowed holding. The customer's deposit divides into the number of bottles it covers. The customer's card and the order screen show Deposit Covers.
- Taking a deposit. On an office order, Security Payment (auto, editable) is filled in when the customer will hold more than their deposit covers. You can also press Deposit on the customer's card. At the door, a deposit is added only if Take security deposits at the door is on under Settings → Pricing & Printing.
- Refunding. Press Refund on the customer's card, or record Deposit refunded when you settle a terminated account.
- Damaged bottles. Damaged Returned on a delivery charges the damage penalty from the customer's wallet.
- No deposit at all. Security Free on an order, or Give without deposit on the customer's card, lends bottles on trust. They are counted separately and no deposit is ever asked for them. Bottles a customer supplied themselves (Take bottles in) carry no deposit either, and are owed back to them.
Finance → Security Wallets lists every customer's Holding, Allowed and Security, with the Total Security Held. Manage opens the customer's card.
Frequently asked questions
How does Irsaal track 19 litre water bottles?
Every bottle is counted by where it is: warehouse full, warehouse empty, at the plant, with customers or with riders. Each delivery, collection, purchase and plant run moves the counts automatically, and the Bottle Reconciliation report checks the total.
Where do I see how many bottles a customer has?
On the customer's card under Bottle Account, on Security Wallets, and in the Bottle Account Report.
How do I record new bottles I bought?
On 19 Ltr Bottles, use Buy New Empties. Enter the quantity and press Add to Warehouse.
A rider brought back a broken bottle. What do I do?
The rider records it as Damaged Returned on the delivery, and the damage penalty is charged from the customer's security wallet. Remove the bottle for good with Discard / Write-off → From: Damaged.
Can a customer use their own bottles?
Yes, with Customer Personal Bottles on. Press Take bottles in on their card. No deposit is charged for those, and they are owed back if the customer leaves.
Why does the reconciliation not match?
Usually because bottles were entered twice: with Manual Adjust → With Customers and again as each customer's Bottles already held. The other common cause is a rider's day not yet approved. Check Rider Ledger, then correct the manual entry in the Movement Ledger.
Khulasa (Roman Urdu)
"19 Ltr Bottles" screen batati hai ke har bottle kahan hai: godam mein bhara ya khali, plant par, customers ke paas, ya riders ke paas. Delivery aur khali bottles ki wapsi se ginti khud badalti hai. Naye bottle "Buy New Empties" se, plant bhejna "Send to Plant" se, aur toota bottle "Discard / Write-off" se darj karein. Security har bottle ki wapas hone wali raqam hai jo customer ke "Security Wallet" mein rehti hai. "Deposit" se lein, "Refund" se wapas karein. Hisaab milane ke liye "Reconciliation" report dekhein.