Sales
- The
Sales
panel contains functions to create and modifySales
, printReceipts
andInvoices
and enterPayments
forSales
-
Sales
can be assigned to aContact
, so that customer details can be recorded -
Sales
must haveSale Rows
to be saved -
Sale
behaviour is defined by theOrder
,Delivery
,Layby
(Lay-away),Pro Forma
, andDispatched
toggles -
Sales
have automatically calculatedPaid
andComplete
statuses which are recalculated and applied when aSale
is created or modified - A
Sale
is consideredPaid
when the total of thePayments
made, minus any surcharges incurred by thePayment Method
, is equal to the total of theSale
including anyTax Rates
andDiscounts
. - A
Sale
is can behave differently depending on it's properties-
Order
andDelivery
are consideredComplete
whenPaid
and markedDispatched
-
Layby
are flagged for organisational/reporting purposes and are treated the same asOrder
when deciding whetherComplete
-
Pro Forma
andReversed
Sales
do not affect theStock Count
- Any
Payments
added to aPro Forma
orLayby
will affectFloats
, totals, etc - A
Pro Forma
Sale
will never be consideredComplete
regardless of payment status -
Reversed
Sales
will not affectFloats
, totals, etc, andPayments
under them will be flagged asReversed
-
Sales
not marked forOrder
orDelivery
are consideredComplete
whenPaid
- For the purpose of succinctness,
Dispatched
can mean the item as either been posted or collected - it has been passed on to the customer
-
-
Receipts
are printed when theComplete Sale
function is used, or can be triggered by pressing theReceipt
button.Sales
must be saved before aReceipt
can be printed - Information on
Receipts
may be truncated due to space limitations. TheSale
Note
is never printed on receipts, nor areProduct
Descriptions
-
Invoices
contain mostly the same data asReceipts
, without truncation, includingProduct
Descriptions
andSale
Notes
-
Orders
will show an alert when theirDue By
date is approaching if set. The time before this alert appears prior to theDue Date
can be configured in the Configuration panel - When a
Sale
isReversed
orCompleted
it is locked for editing. - On Completion or Reversal,
completionDate
andreversedDate
fields are automatically set with the current date/time. -
Contact, Product, Category, Tax Rate, Discount information are all stored with the sale as they exist at the time of sale. That means if you edit a a product after a sale is made, the
Sale
will not reflect that change so that data remains accurate as it was at the time of sale
Sale Rows, Tax Rows, Discount Rows
-
Sale Rows
contain the information for each item being sold - A
Sale Row
can be created several ways- A
Blank Sale Row
can be added, devoid of any pre-filled information. ConfigurableBlank Tax Rows
andBlank Discount Rows
can be added to blankSale Rows
. Rows created in this manner are not connected in any way to existingProducts
,Tax Classes
orDiscounts
, and are stand-alone for all purposes including reporting. 'Manually edit rows' must be checked for this option to appear -
New row from products
can be used to search for aProduct
, and create aSale Row
containing all of the pre-filled immutable information for thatProduct
, including it'sTax Class
andDiscounts
and any information inherited from it'sCategory
.TheProduct
andCategory
details will also be recorded with theSale Row
for reporting purposes -
New row from category
will add an editableSale Row
with theTax Classes
andDiscounts
from aCategory
. TheCategory
details will also be recorded with theSale Row
for reporting purposes
- A
-
Apply global tax class
andApply global discount
will remove allTax Rows
orDiscount Rows
from each existingSale Row
and replace them. If you wish to apply the global tax class or global discount to all items in a sale, you will need to apply the global tax class AFTER all rows are added.
Sale Payments & Completing a Sale
- Partial
Payments
can be made by clicking thePayments
button while modifying aSale
-
Payments
can also be deleted from aSale
in this window, removing them from the system -
Amount
andPayment Method
are required.Drawer
,Drawee
andReference
can be used to store additional information regarding thePayment
, for example cheque details - The final
Payment
, that is thePayment
that will bring the total of allPayments
excluding surcharges to the total of theSale
, must be entered using theComplete
function - The
Complete
function allows the entering of aPayment
automatically calculated to the correct outstanding amount for theSale
, accounting for thePayment Method
and associatedSurcharge
if it exists. It is also possible to calculate the change required for the transaction by entering theAmount Tendered
- The
Complete
function will also mark theSale
asdispatched
- The
Payment Method
details used is stored verbatim at the time thePayment
is entered. Modifying thePayment Method
after aPayment
is entered will not be reflected on the existingPayment
- If the final Payment for a Sale is entered from the payments modal rather than by using the Complete Sale function, the Sale will not be marked as dispatched
Paying with credit
- Credits can be created from the
Payments
screen - Click on the Payments Button after saving a
Sale
, ensuring that theContact
with the credit to be used is assigned to theSale
- Click 'Payment from Credit' button and select the credit you wish to use
- Enter the amount of credit to use and click 'Pay with Credit' to apply the credit to the
Sale
as a payment - If paying the full amount of a sale, receipts/invoices are not automatically printed after paying with a credit and you may need to click on the 'Receipt' button
Refunds
A refund is an expense - outgoing money. There are several refund scenarios, outlined below. Note refunds like other expenses ignore payment method surcharges.
- Editing an existing
Sale
to remove an item and refund the difference- Simply edit the
Sale
as needed. If a refund is required, using theComplete Sale
function again will create aRefund Expense
orPayment
for the correct amount.
- Simply edit the
- Refunding an entire
Sale
- Click the
Sale
and then theRefund
button in the preview sidebar - aRefund Expense
will be created for the amount of the wholeSale
and theSale
will be marked asreversed
and restocked.
- Click the
- Refunding an amount and optionally restocking a
Product
(eg. the case a customer brings back an item without the receipt)- Click in the
Refund
button at the top of the screen - Enter an optional
Product
being returned - aStock Adjustment
will be created to restock the given quantity - Select a refund method
- Select the price and quantity to refund. The amount refunded will be price x quantity, and the quantity will be used to restock the product if selected
- Click in the
Totals
- Outstanding can be negative in the case of an overpayment. Overpaid Sales can be partially refunded to correct them