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Making a sale and collecting payment

A sale is done in two stages: you prepare the slip (what the customer takes), then you collect payment (how they pay). The two stages can be done by two different people.

On this page Slip and invoice Preparing the slip Collecting payment Currency and change Editing or cancelling a slip What blocks a sale

Slip and invoice: the difference

In the menus, pending slips are listed under Pending receipts.

	Pending slip	Invoice
What it is	The list of what the customer takes, not yet paid.	A slip declared paid, part-paid or on credit.
Stock	Already out of the warehouse.	Out of the warehouse.
Cash	No effect.	The money received enters the till.
Editable	Yes.	No: it can only be cancelled.

This separation allows the usual way a shop works: the seller prepares the slip at the counter, the customer goes to the till, the cashier collects. In a small shop, the same person does both in a row.

A sale, step by step

Menu Sales › New sale.

The customer. Enter their name, which is required, and their phone if you have it. A customer already known is suggested as you type; a new name creates their record automatically.
The products. Type the first letters of a product: each card offered shows the price and the available stock, and the warehouse when there are several. Choose the card, then the quantity. Add a product adds a line.
Retail or wholesale. For a product also sold wholesale, choose the unit on the line. Stock always goes out in pieces.
Check the Sale summary and the total, then Save the sale.

The slip joins the Pending receipts list (menu Orders and sales), where a search by customer, phone, date or amount finds it again.

The price is the one on the product form: the seller does not type it. A quantity above the available stock is refused.

Collecting payment

Open the slip. Two buttons decide its fate:

Pay: the customer pays now

Now and in full: leave the amount equal to the total. The invoice is paid.
A deposit: enter an amount lower than the total. That amount enters the till, the rest becomes a debt of the customer.

You also choose the Payment method: cash, or one of the methods the shop accepts (Mobile Money, card, bank transfer…). Each method has its own balance: a Mobile Money payment does not increase the cash in hand.

Debt: the customer will pay later

The whole invoice is recorded on credit. It appears in Customer debts until it is fully settled. See Customers and customer debts.

As soon as a slip is declared paid, part-paid or on credit, it becomes a final invoice: it can no longer be edited, only cancelled. Check the quantities before collecting.

The invoice can then be printed as a PDF with Print invoice (PDF). Delivery note (PDF) produces the picking document: products are grouped by warehouse, for the person who hands over the goods.

Secondary currency and change

If the shop has a secondary currency, the customer can pay with it. In the payment window, Customer pays in lets you choose the currency; the application converts at the day's rate and shows the equivalent. The invoice is still counted in the main currency, and the closing shows separately what was received in the secondary currency.

In Amount received, enter what the customer hands you: Change to give back is shown at once.

Update the rate as soon as it changes: it is used for all equivalents and all payments in the secondary currency. See Currencies and payment methods.

Editing or cancelling a pending slip

Edit reopens the slip: change quantities, add or remove lines, change the customer. On saving, the old quantities return to their warehouse and the new ones leave it.

Cancel deletes the slip and puts all the products back in stock.

Sale refused: the causes

Message	Reason and solution
The day is closed. New sales are blocked.	Today has already been closed. Sales resume the next day. If the closing was a mistake, support can reopen the day.
No product is in stock in your depots.	Nothing is in stock: bring goods in. See Stock.
Sales limit reached	Your plan allows a number of sales per month (or in total during the trial). Move to a higher plan.
You are not allowed to do this.	Your account does not have the right required.

Rights required

Action	Right
Prepare and edit a slip	Create a delivery voucher (cannot declare it cash or debt)
Collect payment (paid, deposit, credit)	Invoice a voucher (cash, debt, deposit) and collect debts
Cancel a pending slip	Cancel a pending voucher

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