What You’ll Learn

By the end of this guide, you’ll be able to:

• Record sales transactions quickly
• Handle different payment methods
• Add customers to transactions
• Process partial payments
• View and manage transaction history

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Recording a Sale (Stock Out)

Method 1: Quick Sale (Fastest)

Best for: Speed, single or few items, known products

1. Tap the ”+” button in bottom navigation
2. Select “Stock Out”
3. Find products using:
   • Search bar (type product name)
   • Category filter
   • Scroll through catalog
4. Tap each product to add to the sale
5. Enter quantities for each item
6. Set prices (defaults to product price, editable)
7. (Optional) Select customer — tap “Add Customer”
8. (Optional) Add notes — payment method, special instructions
9. Review the total
10. Tap “Submit”

✅ Success Check: Transaction saved! Stock decreased automatically.

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Method 2: With Barcode Scanner

Best for: Retail environments, many items, fast checkout

Mobile App:

1. In Stock Out, tap “Scan” icon
2. Point camera at barcode
3. Product auto-adds to cart
4. Adjust quantity if needed
5. Continue scanning or tap “Done”

Web with Scanner:

1. Click “Scan Barcode” button
2. Scan with USB barcode scanner
3. Product auto-adds
4. Scan next item or finish

💡 Pro Tip: Keep the scanner button pressed and scan multiple items rapidly for bulk checkout.

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Adding Customer Information

Track who made the purchase for better customer management.

Selecting an Existing Customer

1. In Stock Out screen, tap “Customer” field
2. Search by name or phone number
3. Tap customer name to select
4. Customer info attaches to transaction

Adding a New Customer

1. Tap “Customer” field
2. Tap ”+ Add New Customer”
3. Enter:
   • Name (required)
   • Phone number (optional)
   • Email (optional)
   • Address (optional)
4. Tap “Save”
5. Customer auto-selected for this transaction

Why Add Customers?

• Track purchase history per customer
• Identify top customers
• Manage credit/debt tracking
• Send receipts via WhatsApp/email

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Payment Handling

Payment Status Options

Status	Use When…	Result
Paid	Customer paid in full	No debt recorded
Partial	Customer paid part now	Balance tracked as debt
Unpaid	Will pay later	Full amount tracked as debt

Setting Payment Status

1. Before submitting, tap “Payment Status”
2. Select status:
   • Paid: Enter amount received (default: full amount)
   • Partial: Enter amount received now
   • Unpaid: No payment received
3. Tap “Confirm”
4. Complete transaction

Partial Payment Workflow

When customer pays part now, rest later:

1. Set status to “Partial”
2. Enter amount received (e.g., 50000 of 100000 total)
3. Submit transaction
4. Remaining balance tracked in:
   • Customer profile
   • Receivables report
   • Transaction history

Recording Final Payment:

1. Go to History
2. Find the original transaction
3. Tap “Add Payment”
4. Enter payment amount
5. Save

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Managing Transaction Details

Adding Notes

Add context to transactions:

• Payment method: “Cash”, “Credit Card”, “Transfer”
• Reference number: Invoice #, PO number
• Special instructions: “Deliver tomorrow”, “Gift wrap”
• Staff reference: Who handled the sale

To add notes:

1. Scroll to “Notes” field in Stock Out
2. Type your note (max 200 characters)
3. Included in transaction record

Changing Transaction Date

For recording past sales:

1. Tap “Date” field (defaults to today)
2. Select actual transaction date
3. Select time if needed
4. Confirm

Note: Editing dates may require owner/admin permission.

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Transaction Summary Review

Before submitting, verify:

Element	What to Check
Product List	Correct items and quantities
Prices	Selling prices are accurate
Subtotal	Sum of all items
Customer	Correct customer selected
Payment Status	Paid/Partial/Unpaid correct
Notes	Any important info recorded
Date	Transaction date correct

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After the Sale

Immediate Actions

Print Receipt:

1. After submitting, tap “Print Receipt”
2. Connect to Bluetooth printer (first time only)
3. Receipt prints automatically

Share Invoice:

1. Tap “Share Invoice”
2. Choose format: PDF, WhatsApp, Email
3. Send to customer

Viewing in History

All sales appear in History:

• Tap “History” in bottom nav
• Filter by “Stock Out” type
• Search by customer, product, or date
• Tap any transaction for details

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Handling Special Scenarios

Returns and Refunds

When customer returns an item:

1. Go to History
2. Find original sale transaction
3. Tap “Return” or “Refund”
4. Select items being returned
5. Enter return quantity
6. Choose refund method:
   • Cash refund
   • Store credit
   • Exchange
7. Submit

Result: Stock increases automatically. Financial record adjusted.

Discounts and Price Changes

Temporary Price Reduction:

1. In Stock Out, tap the price field
2. Enter new selling price
3. Price applies to this transaction only

Note: For permanent price changes, edit the product instead.

Split Payments

When customer pays with multiple methods:

1. Set initial payment status
2. In notes, write: “Cash: 50000, Card: 50000”
3. Record actual amounts
4. For detailed tracking, use partial payments

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Sales Reporting

Real-time Metrics

View sales data in Reports:

• Today’s Sales: From Home dashboard
• Sales by Period: Daily, weekly, monthly
• Sales by Product: Best sellers
• Sales by Customer: Top customers

Exporting Sales Data

1. Go to History
2. Apply filters (date range, type)
3. Tap “Export”
4. Choose format: PDF, Excel, CSV
5. Share or save file

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Best Practices

For Accuracy

• ✅ Always double-check quantities before submitting
• ✅ Verify customer selection for credit tracking
• ✅ Add notes for unusual transactions
• ✅ Count cash before marking “Paid”

For Speed

• ✅ Learn keyboard shortcuts (web)
• ✅ Use barcode scanner for retail
• ✅ Save frequent customers as favorites
• ✅ Use quick-add for common items

For Customer Service

• ✅ Attach customer to every transaction when possible
• ✅ Send digital receipts via WhatsApp
• ✅ Record preferences in customer notes
• ✅ Follow up on unpaid transactions promptly

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Troubleshooting

”Product not found”

• Check spelling in search
• Try scanning barcode instead
• Verify product exists in catalog

”Insufficient stock”

• Check current stock in Products
• May need to record stock in first
• Verify no pending transactions

”Cannot change payment status”

• Editing restricted after certain time
• Contact owner/admin for adjustments
• Create adjustment transaction instead

”Receipt not printing”

• Check Bluetooth connection
• Verify printer has paper
• Try reconnecting printer in Account → Settings

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FAQ

Q: Can I edit a sale after submitting? A: Yes, with proper permissions. Go to History, find the transaction, and tap Edit. Some fields may be restricted.

Q: How do I handle tips/gratuities? A: Add as a separate “Tip” product, or include in notes. For detailed tracking, create a tips income category.

Q: What if I made a mistake in quantity? A: Edit the transaction in History, or create a return/adjustment transaction to correct stock.

Q: Can I duplicate a previous sale? A: Find the transaction in History, tap the three dots, and select “Duplicate”. Modify as needed.

Q: How do I track sales by staff member? A: Each transaction records the staff who created it. View Staff Reports for breakdown by team member.