Daily sales report format in Excel for salesman visits
A salesman daily visit report format in Excel: one row per shop with the order, the collection and the next visit date, and how to read it daily and weekly.
Your salesmen leave at ten. By evening you have a few calls, some photos of order slips and a message that says "8 shops, good response". Which eight? Who paid? Which shop was skipped again? A daily sales report answers these questions only when it is written shop by shop, in the same columns, by every salesman.
What a daily sales report (DSR) should show
For a field team, the daily sales report is a visit report: every shop that was planned, what happened there and what happens next. One total for the day cannot be checked, and it hides the shops where nothing happened.
Salesman daily visit report format: one row per visit
| Column | What to write | Why it matters |
|---|---|---|
| Date | The day of the visit | Filters one day or one week |
| Salesman | One name | Each person's day can be read alone |
| Area or beat | The market or route of the day | Shows whether the beat was covered |
| Shop or party | Firm name and market, spelt as in Tally | The order and the payment match the ledger later |
| Outcome | One from a fixed list: order taken, payment collected, order and payment, no order, shop closed, not visited | One answer that can be counted |
| Order value | The value of the order in rupees, as a number | The day's booking adds up by itself |
| Order details | Items and quantities, or the order slip number | Billing does not have to phone the salesman |
| Collected | The amount received, as a number | Money collected in the market is known the same day |
| Payment mode and reference | Cash, cheque number or UPI reference | Accounts can match the entry |
| What the shop said | The reason for no order, a rate from another supplier, a complaint | The part of a visit that an order slip never carries |
| Next visit date | The date told to the shop, or the next beat day | A visit without a next date leaves the shop to chance |
| Next visit done | No, and then yes when someone has gone back | Closes the row |
| Days late | Days past the next visit date. Fills itself in the Excel file | Shows how long a shop has waited |
A planned shop that was not reached also gets a row, with the outcome "not visited" and a new date. When the shop is visited again, that visit gets a new row and the old row is marked "yes".
Three rules that keep the field sales daily report alive
- One row at the shop, not ten rows at night. Keep the file as one shared Google Sheet. The salesman adds the row on the phone before leaving the shop. A report typed at night is written from memory.
- Every planned shop gets a row. Closed shops and skipped shops too. A report that lists only orders looks good and tells you little.
- The outcome comes from the list, and money is a number. "Good response" is not an outcome. Fixed words and plain numbers can be filtered and added up.
How to read it every evening
- Count the rows. Filter today's date and compare each salesman's rows with the shops planned for that beat.
- Read "no order" and "shop closed". "What the shop said" tells you whether it was the rate, the stock or the timing.
- Add up "Collected". Match it with the cash and cheques handed in the next morning.
- Then the red rows. These are skipped shops and next visit dates that have passed.
What to look at every week
Sort the week by "Shop or party" and look for three things:
- Shops with no row. Nobody went this week.
- Shops with three visits and no order. Ask what the visits are for.
- The same remark from several shops. One rate complaint is the salesman's problem. The same complaint from five shops is yours.
Sheet or system?
A shared sheet is enough for two or three salesmen, and for a team whose report you still read line by line. If the rows are not filled at the shop on a sheet, they will not be filled in an app.
The sheet starts to fail when a wide sheet has to be typed on a phone at every shop, when you cannot tell where a row was filled, and when nobody has the time to find the shops that went a month without a visit. That is when we set up a Field Sales Tracker, where the salesman checks in at the shop from the phone with the order and the payment, and the time and the location of the phone are saved with it. It is not live tracking of a person, and billing stays in Tally. You can try the live demo without signing up.
If orders reach your office mainly as chats and voice notes, read dealer orders on WhatsApp next.
Take the format with you:Salesman daily visit report (Excel, 46 KB)
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