Sales & Invoices 💳

The Sales module is where you process transactions, create invoices, manage payments, and track your sales. Whether you're processing a quick sale or managing complex orders, this guide will help you master the Sales module.

Sales Overview

Navigate to Sales from the main menu to access:

• Sales Report: Overview of your sales performance
• All Sales: View and manage all sales invoices
• Outstanding: Track pending payments and credit sales
• Deleted Invoices: View and restore deleted invoices
• Payment Transactions: Track all payment history
• Credit Sales: Manage credit sales and outstanding balances
• Delivery Management: Track orders awaiting delivery
• Quotes: Create and manage quotations

Processing a Sale

To create a new invoice and process a sale:

1. Click the "Create Invoice" button (floating action button or from Sales menu)
2. You'll be taken to the checkout screen
3. Add Products:
   • Scan barcodes with a barcode scanner
   • Search by product name or SKU
   • Click products to add them to the cart
4. Select Customer (Optional):
   • Search for an existing customer
   • Or create a new customer on the fly
   • Customer information helps track purchase history
5. Apply Discounts (If Any):
   • Apply percentage discounts
   • Apply fixed amount discounts
   • Use coupon codes
6. Select Payment Method:
   • Cash
   • Card (credit/debit)
   • Mobile Money
   • Bank Transfer
   • Credit (for credit sales)
   • Split payment (multiple methods)
7. Complete the Sale:
   • Review the invoice total
   • Process the payment
   • Print receipt (if printer configured)
   • Invoice is automatically saved

Managing Invoices

Viewing All Sales

To view all your sales invoices:

1. Go to Sales → All Sales
2. You'll see a list of all invoices with:
   • Invoice number
   • Date and time
   • Customer name
   • Total amount
   • Payment status
   • Actions (view, edit, print, delete)
3. Use filters to find specific invoices:
   • Filter by date range
   • Filter by customer
   • Filter by payment status
   • Search by invoice number

Outstanding Payments

Track invoices with pending payments:

• View all unpaid invoices
• See credit sales and outstanding balances
• Record partial payments
• Send payment reminders to customers
• Mark invoices as paid when payment is received

Navigation: Sales → Outstanding

Credit Sales

Manage sales where customers pay later:

• Create credit sales invoices
• Track outstanding balances
• Record payments against credit sales
• View credit sales reports
• Set credit limits for customers

Delivery Management

Pending Delivery

Track orders that need to be delivered:

• View all pending deliveries
• Update delivery status
• Assign deliveries to staff
• Track delivery addresses
• Mark deliveries as completed

Delivery History

View completed deliveries:

• See all past deliveries
• Filter by date range
• View delivery details
• Track delivery performance

Quotes

Create quotations that can be converted to invoices:

Creating a Quote

1. Go to Sales → Quotes → New Quote
2. Add products and set quantities
3. Select customer
4. Add any notes or terms
5. Save the quote
6. Send quote to customer (email or print)

Converting Quotes to Invoices

When a customer accepts a quote:

1. Open the quote from All Quotes
2. Click "Convert to Invoice"
3. The quote becomes an invoice
4. Process payment as normal

Payment Methods

ShopkeeperPOS supports multiple payment methods:

• 💵 Cash: Enter amount received, change calculated automatically
• 💳 Card: Process credit/debit card payments
• 📱 Mobile Money: M-Pesa, MTN Mobile Money, etc.
• 🏦 Bank Transfer: Record bank transfer payments
• 📝 Credit: Create credit sales for later payment
• 🔀 Split Payment: Combine multiple payment methods

Printing Receipts

Print receipts and invoices:

• Print Receipt: Quick receipt for customer
• Print Invoice: Detailed invoice document
• Auto-Print: Automatically print after each sale (if enabled)
• Email Receipt: Send receipt via email to customer

Refunds & Exchanges

Process returns and refunds:

1. Find the original invoice
2. Click "Refund" or "Return"
3. Select items to refund
4. Choose refund method:
   • Refund to original payment method
   • Store credit
   • Cash refund
5. Process the refund
6. For exchanges, add new items to the transaction

Sales Reports

View comprehensive sales analytics:

• Sales Report: Overall sales performance
• Daily/Weekly/Monthly Reports: Sales by time period
• Product Sales: Best-selling products
• Payment Methods: Breakdown by payment type
• Staff Performance: Sales by staff member
• Customer Reports: Sales by customer

Navigation: Sales → Sales Report

Best Practices

• Always Select Customers: Even for walk-in customers, create a quick customer record to track purchase history
• Use Barcodes: Barcode scanning speeds up checkout significantly
• Print Receipts: Always offer receipts to customers
• Review Outstanding: Regularly check and follow up on outstanding payments
• Track Deliveries: Keep delivery status updated for better customer service