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Faire une vente et l'encaisser
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.
Slip and invoice: the difference
In the menus, pending slips are listed under Bons en attente.
| 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 Ventes › Nouvelle vente.
- 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. Ajouter un produit 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 Résumé de la vente and the total, then Enregistrer la vente.
The slip joins the Bons en attente list (menu Bons et ventes), 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:
Payer: 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 Mode d'encaissement: 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.
Dette: the customer will pay later
The whole invoice is recorded on credit. It appears in Dettes clients 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 Imprimer la facture (PDF). Bon de servir (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, Le client paie en 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 Montant reçu, enter what the customer hands you: Monnaie à rendre 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
Modifier 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.
Annuler deletes the slip and puts all the products back in stock.
Sale refused: the causes
| Message | Reason and solution |
|---|---|
| La journée est clôturée. Les nouvelles ventes sont bloquées. | Today has already been closed. Sales resume the next day. If the closing was a mistake, support can reopen the day. |
| Aucun produit n'est en stock dans vos dépôts. | 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. |
| Vous n'avez pas le droit de faire cette action. | Your account does not have the right required. |
Rights required
| Action | Right |
|---|---|
| Prepare and edit a slip | Créer un bon de sortie (sans pouvoir le déclarer cash ni dette) |
| Collect payment (paid, deposit, credit) | Facturer un bon (cash, dette, acompte) et encaisser les dettes |
| Cancel a pending slip | Annuler un bon en attente |
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