What You’ll Learn

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

• Record sales and reduce inventory
• Handle different payment scenarios (paid, partial, unpaid)
• Track customer purchases and credit
• Process returns and adjustments
• Manage sales history

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What is Stock Out?

Stock Out records products leaving your inventory. Use this when:

• ✅ Selling to customers
• ✅ Using materials for production
• ✅ Giving samples or free items
• ✅ Transferring to another location
• ✅ Recording damage/loss (with notes)

Result: Stock quantity decreases, sales recorded, payments tracked.

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Recording a Sale

Step 1: Access Stock Out

1. Open Kelola app
2. Tap “Stock Out” from main menu, OR
3. Tap ”+” button → “Stock Out”

Step 2: Select Products to Sell

Find and add products:

1. Browse catalog (left panel) — scroll or use categories
2. Search — type product name in search bar
3. Scan barcode — tap scan icon and scan product

Adding products:

• Tap product to add to selection
• Product appears in right panel
• Add multiple products for one transaction

Step 3: Set Selling Quantities

For each selected product:

1. Tap the quantity field
2. Enter amount being sold:
   • Use + / - for adjustments
   • Or type directly
   • Use decimals for partial units, such as 0.5 kg or 1.25 meters, when decimal quantity is enabled
3. Verify available stock shown

💡 Tip: Stock Out won’t let you sell more than available inventory. Check stock levels if you can’t enter desired quantity.

Step 4: Set Selling Prices

Prices default to your product’s set price, but you can modify:

1. Tap the price field
2. Enter new selling price if needed:
   • Discounts: Lower price for promotions
   • Premium: Higher price for special orders
   • Custom: Different price per customer
3. Tap Save

Note: Price changes here apply to this transaction only. To permanently change a product’s price, edit the product.

Step 5: Select Customer (Recommended)

Link the sale to a customer for tracking:

1. Tap “Customer” field
2. Choose option:
   • Existing customer: Search and select
   • New customer: Tap ”+ Add New”
3. Customer linked to transaction

Why Add Customers:

• Track purchase history
• Monitor credit/debt
• Identify top customers
• Send receipts easily

Step 6: Set Payment Status

Choose how the customer paid:

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

To set:

1. Tap “Payment Status”
2. Select appropriate status
3. If Partial: Enter amount received
4. Tap Confirm

Step 7: Complete Transaction Details

Set date:

• Default: Today
• Tap to change for past sales

Add notes:

• Payment method: “Cash”, “Credit Card”
• Reference: “Invoice #12345”
• Special instructions: “Deliver to warehouse”

Step 8: Review and Submit

Check before saving:

• ✅ Products and quantities correct
• ✅ Prices as intended
• ✅ Customer selected (if applicable)
• ✅ Payment status correct
• ✅ Total amount matches expectation

Tap “Submit” to complete.

✅ Success Check:

• Stock reduced automatically
• Transaction saved to History
• Receivables updated (if applicable)
• Receipt available to print/share

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Payment Scenarios Explained

Full Payment (Paid)

When to use:

• Cash sales
• Card payments
• Any immediate full payment

What happens:

• Transaction marked complete
• No outstanding balance
• Full amount recorded as revenue
• No follow-up needed

Overpayment and Change

If a customer pays more than the total:

1. Enter the actual amount received
2. Kelola calculates the change due
3. The receipt can show both cash received and change

This is useful for cash sales where the cashier enters the banknote amount received from the customer.

Partial Payment

When to use:

• Customer pays deposit
• Installment payments
• Split payment (cash + card)

Recording partial payment:

1. Select “Partial”
2. Enter amount received (e.g., 50,000 of 100,000)
3. Submit
4. Remaining 50,000 tracked as receivable

Recording additional payment:

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

Note: Continue until balance reaches zero.

Unpaid (Credit Sale)

When to use:

• Invoice-based sales
• Trusted customer credit
• Pay-later arrangements

What happens:

• Full amount recorded as receivable
• Customer debt tracked
• Appears in Receivables Report
• Payment reminder needed

Best practices:

• Set payment terms with customer
• Regular follow-up
• Monitor Receivables Report weekly
• Record payment as soon as received

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Special Sale Scenarios

Selling with Barcode Scanner

For fast retail checkout:

1. In Stock Out, tap “Scan”
2. Scan each product barcode
3. Products auto-add with quantity 1
4. Adjust quantities if needed
5. Scan next item or finish

Pro tip: Keep scan button pressed for continuous scanning.

Bulk Sales

Selling large quantities:

1. Select product
2. Enter total quantity (e.g., 500 units)
3. Verify price per unit
4. Add notes about bulk discount
5. Submit

Free Samples / Promotional Items

Recording non-revenue stock out:

1. Select product
2. Set quantity
3. Set price to 0 (zero)
4. In notes: “Free sample - [Customer name]”
5. Submit

Result: Stock reduces, no revenue recorded.

Internal Use

Using inventory for business operations:

1. Record Stock Out
2. Set customer as “Internal” or your business name
3. In notes: “Used for [purpose]”
4. Price can be at cost or market value

Additional Fees

If your business uses service charges, tax, delivery fees, or other extra charges, add them through Additional Fee during checkout.

Learn more in Additional Fees in Sales.

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Post-Sale Actions

Print Receipt

Immediately after sale:

1. Tap “Print Receipt”
2. Select printer (if multiple)
3. Receipt prints automatically

Share Invoice

Send digital copy:

1. Tap “Share”
2. Choose format:
   • PDF: Send via email/WhatsApp
   • WhatsApp: Direct message
   • Email: With invoice attachment
3. Select/send to customer

View in History

All sales recorded in History:

1. Tap History (bottom nav)
2. Filter by “Stock Out”
3. Search by customer, product, or date
4. Tap any transaction for details

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Managing Sales History

Editing a Sale

When allowed (permissions required):

1. Go to History
2. Find and open transaction
3. Tap “Edit”
4. Modify fields as needed
5. Save changes

⚠️ Warning: Editing affects inventory and financial records. Edit carefully!

Processing Returns

When customer returns items:

1. Go to History
2. Find original sale
3. Tap “Return”
4. Select items being returned
5. Enter return quantity
6. Choose:
   • Refund: Cash/credit back
   • Store credit: For future purchase
   • Exchange: Swap for different item
7. Submit

Result: Stock increases, financial records adjusted.

Deleting a Sale

If entered by mistake:

1. Open transaction in History
2. Tap “Delete” (three dots)
3. Confirm deletion
4. Stock restored automatically

Note: Deleting removes record entirely. Consider editing or creating return instead for audit trail.

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Sales Best Practices

For Accuracy

✅ Double-check before submitting

• Wrong product = unhappy customer
• Wrong quantity = inventory error
• Wrong price = profit loss

✅ Attach customers to sales

• Enables debt tracking
• Builds customer history
• Simplifies receipts

✅ Record immediately

• Don’t batch entries
• Reduces forgotten sales
• Keeps reports accurate

For Customer Service

✅ Send digital receipts

• WhatsApp preferred
• Professional image
• Proof of purchase

✅ Note special requests

• Delivery instructions
• Preferred payment method
• Future order requests

✅ Follow up on credit sales

• Check Receivables Report weekly
• Friendly payment reminders
• Clear payment terms

For Efficiency

✅ Use barcode scanning

• Fast checkout
• Accurate product selection
• Reduces errors

✅ Learn keyboard shortcuts (web)

• Ctrl + K: Quick search
• Enter: Confirm/submit
• Arrow keys: Navigate

✅ Prepare common scenarios

• Set up frequent customers
• Know product locations
• Have receipt paper ready

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Troubleshooting

”Insufficient stock” error

• Current stock less than requested quantity
• Check Products for actual stock level
• May need to record Stock In first
• Check for pending/unsubmitted transactions

”Product not found”

• Product may be archived
• Check spelling in search
• Try scanning barcode
• Verify product exists in catalog

”Cannot edit transaction”

• Stock transactions older than 30 days cannot be backdated, edited, or deleted
• Requires owner/admin permission
• Contact manager for assistance
• Create adjustment transaction instead

”Payment status can’t be changed”

• Some statuses locked after submission
• Add new payment instead of changing old
• Owner may need to override

”Receipt won’t print”

• Check Bluetooth connection
• Verify printer has paper
• Restart printer and retry
• Check printer settings in Account

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FAQ

Q: Can I split payment between cash and card? A: Record as Partial payment. In notes, write: “Cash: 50000, Card: 50000”. For detailed tracking, create custom payment method.

Q: What if customer pays more than the total? A: Enter the actual amount received. Kelola calculates the change due and can show cash received/change on the receipt.

Q: Can I apply discounts to the whole transaction? A: Currently, apply discounts per product by editing the selling price. Transaction-level discounts coming in future updates.

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

Q: Can I save an incomplete sale? A: No, transactions must be completed when started. For pending sales, use Draft feature (if available) or note details for later entry.

Q: How do I find all sales to a specific customer? A: Go to History, filter by customer name, or go to Customers, select customer, view transaction history.