Overview
The Sales Processing module is your primary tool for recording customer transactions. Whether you're selling for cash or on credit, this system handles product selection, quantity calculations, payment processing, and receipt generation - all in one streamlined workflow.
What You Can Do:
- Process cash sales with instant receipts
- Record credit sales with invoices
- Select products with automatic stock checking
- Handle multiple measurement units (cartons, dozens, pieces)
- Process different payment methods (cash, mobile money, bank transfer)
- Print receipts automatically or manually
- Track customer balances and payments
Time to Complete a Sale: 30 seconds - 2 minutes
Accessing Sales Processing
From Dashboard
- Click Sales & Purchases in main navigation
- Sales & Purchases interface opens
- System automatically creates your first sales sheet
- Sheet labeled "1. Sales" is ready to use
Auto-Created Sales Sheet:
The system automatically creates your first sales sheet when you open Sales & Purchases. This means:
- Instant Start: No extra clicks needed - start selling immediately
- Faster Workflow: Saves time on every session
- Always Ready: Fresh sheet waiting whenever you need it
Creating Additional Sales Sheets
Need to work on multiple sales at once? Create more sheets:
- Click Create Sales Sheet button (green button)
- New sheet labeled "2. Sales" opens
- Switch between sheets using the tabs at the top
Why Multiple Sheets?
- Serve Multiple Customers: Start one sale, switch to serve another customer, return to first
- Quote Comparison: Build different sale options for same customer
- Complex Orders: Separate wholesale and retail sales
- Team Work: Different cashiers can have their own sheets
Understanding the Sales Interface
Main Components
Product Selection Area
- Item: Type product name or select from list
- Quantity: Enter how many units to sell
- Unit: Select measurement (CTN, DZN, PC, etc.)
- Price: Shows unit price (auto-fills)
- Total: Calculated automatically
Summary Section
- Total Amount: Sum of all items
- Discount: Optional discount amount
- Amount Paid: What customer is paying
- Change: Calculated automatically
- Customer: Required for credit sales
Step 1: Adding Products
Method 1: Type Product Name
- Click in the Item field
- Start typing the product name
- Select from the dropdown list that appears
- System auto-fills: Unit options, Price, Stock level
Method 2: Scan Barcode
- Click in the Item field
- Scan product barcode with your scanner
- System auto-fills product details
Enter Quantity
- Type the quantity number in the Quantity field
- Select the Unit (CTN, DZN, PC, KG, etc.)
- Price updates automatically based on unit selected
Understanding Measurement Units
Many products have multiple levels of measurement:
Level 1: Largest Unit
Example: CTN (Carton), BAG, BOX
Contains multiple middle units
Level 2: Middle Unit
Example: DZN (Dozen), PACK
Contains multiple smallest units
Level 3: Smallest Unit
Example: PC (Piece), ITEM
Individual unit
Example:
Coca Cola 500ml:
- 1 CTN (Carton) = 12 DZN (Dozen) = 144 PC (Pieces)
- 1 DZN = 12 PC
- Prices adjust automatically based on unit selected
Adding Multiple Products
Automatic Row Creation:
The system is smart - it automatically creates a new row when you fill the current one!
- Fill in product details in current row
- System detects row is complete
- New empty row appears automatically below
- Keep adding products without clicking "Add More"
Manual Row Addition
You can also manually add rows:
- Click Add More button
- Or press Tab key from last field
- New row appears immediately
Why Auto-Rows?
- Faster Entry: No need to keep clicking "Add More"
- Smooth Workflow: Keep typing without interruption
- Focus on Sale: System handles interface, you handle customer
- Fewer Errors: Less clicking = less chance to make mistakes
Step 2: Review and Adjust Cart
Check Your Cart
- Verify all products are correct
- Check quantities
- Confirm prices
- Review total amount
Make Adjustments
To Edit an Item:
- Click on the item row
- Change quantity or unit
- Total updates automatically
To Remove an Item:
- Click the Delete icon (trash) next to the item
- Item is removed from cart
- Total recalculates
To Apply Discount:
- Enter discount amount in the Discount field
- Final total updates automatically
Step 3: Select Payment Type
Cash Sale
When: Customer pays in full
Condition: Amount Paid ≥ Total Amount
Result: Receipt generated, change calculated
Credit Sale
When: Partial or no payment
Condition: Amount Paid < Total Amount
Requires: Customer must be selected
Result: Invoice + Receipt, balance tracked
Selecting Customer for Credit:
- Click the Customer dropdown
- Type customer name to search
- Select from the list
- Customer's balance will be updated after sale
Step 4: Process Payment
Payment Methods
Cash
Direct cash payment
Enter amount paid
Change calculated automatically
Mobile Money
MTN, Airtel, etc.
Enter transaction reference
Printed on receipt
Bank Transfer
Bank payment
Enter transfer reference
For record keeping
Credit
No immediate payment
Customer pays later
Balance tracked
Enter Payment Details
- Enter Amount Paid by customer
- (Optional) Add Payment Reference for non-cash payments
- (Optional) Add Remarks or notes
- Review the summary
Step 5: Complete the Sale
Final Steps
- Review all details one last time
- Click Save Sale button
- System processes the transaction
What Happens When You Save:
- Stock levels automatically decrease
- Receipt/Invoice number generated
- Transaction recorded in sales history
- Customer account updated (if credit sale)
- Receipt ready for printing
Step 6: Printing Receipts
Automatic Printing
Auto-Print Feature:
If enabled in Settings > Common Settings:
- Receipt prints automatically after saving sale
- No need to click print button
- Faster checkout process
Manual Printing
If Auto-Print is disabled:
- After saving, click Print Receipt button
- Select your printer from browser dialog
- Receipt prints
Receipt Formats
80mm Thermal Receipt
- Compact format
- Business details
- Items and prices
- Total, payment, change
- QR code (for tax compliance)
A4 Invoice
- Full page format
- Detailed breakdown
- Customer information
- Payment reference
- Terms and conditions
Advanced Features
Adding Remarks/Notes
Add internal notes or special instructions for the sale
- Type in the Remarks field
- Note is saved with the transaction
- Visible in reports and transaction history
Seller's Reference
Add your own reference number or code
- Enter in the Seller's Reference field
- Useful for tracking specific orders or batches
Working Date
Record sales with a different date (for late entries)
- Click the Date field
- Select the correct transaction date
- Sale is recorded with selected date
Common Issues & Solutions
Problem: Sale Won't Save
Possible causes:
- All required fields not filled
- Customer not selected for credit sale
- Insufficient stock for one or more products
- Internet connection lost
Solution: Check error message, fill missing fields, verify stock, check internet
Problem: Can't Find Product
Possible causes:
- Product name misspelled
- Product not added to system yet
- Product out of stock (not showing in list)
Solution: Check spelling, add product if missing, verify stock status
Problem: Change Not Calculating
Possible causes:
- Amount Paid not entered
- Amount Paid less than Total (becomes credit sale)
Solution: Enter amount paid equal to or greater than total
Tips for Faster Sales
- Use Tab Key: Navigate between fields faster than clicking
- Learn Product Codes: Type product codes instead of full names
- Use Barcode Scanner: Much faster than typing
- Enable Auto-Print: Saves time on every sale
- Keep Common Products Handy: System shows recent products first
Best Practices
- Always verify totals before saving
- Double-check quantities especially for large orders
- Select correct customer for credit sales
- Add payment references for mobile money and bank transfers
- Review stock alerts when system warns of low stock
- Keep printer loaded with paper for smooth operations
You're Ready to Process Sales!
You now know how to:
- Add products to cart with correct quantities and units
- Process both cash and credit sales
- Handle different payment methods
- Print receipts and invoices
- Troubleshoot common issues