Sales and invoicing

Use Sidebar > Invoicing. Detailed invoicing remains available whether Quick POS is enabled or hidden. A sale is complete only after the application confirms the saved invoice.

Counter procedure

1. Confirm the working branch. Start a new invoice, select a known customer or use the walk-in option when appropriate. Check the customer’s name and phone before selecting a similar record.
2. Search by item name or SKU, or scan a barcode into the item search field. Select the correct product, branch stock and variant. Check the quantity after every repeated scan.
3. For serialized products, select the available device/IMEI records through the supported device controls. Check the physical identifier against the selected record.
4. Review quantities and final unit prices. Manual Pricing permits negotiated invoice prices without changing the inventory purchase cost or catalog price. Use a genuine custom description only when the line is a service or other intended custom charge.
5. Apply the intended invoice discount and applicable tax. Review any trade-in credit separately. Check the displayed total and current currency.
6. Choose the payment mode and amount received. Review split tenders or the remaining balance if the customer is not paying in full.
7. Choose Save Invoice or the supported save/print action. Wait for the saved result and permanent invoice number. Then print or share the receipt as needed.

Held sales and failure recovery

Use Hold Sale when a customer needs to pause. Add a useful reference, then resume it from Held Sales. Review the resumed branch, prices and stock availability before saving. Parking a cart is not a completed sale. If saving fails, retain the cart and resolve the stated issue; do not repeatedly click save or create an additional invoice without checking history.

Settings > Billing Configuration controls Job Cards and Inventory independently. Each supports Automatic Pricing or Manual Pricing. Select modes intentionally before staff begin billing.

Amount Purpose Effect on accounts

Repair estimate Quote and

calculation/reference Does not itself recognize an invoice sale

Catalog selling price Suggested/default selling rate Does not replace the price on a saved

invoice

Final agreed selling

price

Actual amount billed before

invoice tax/discounts

Drives invoice revenue and tax

calculations

Purchase cost and

FIFO layers

Cost of acquired and consumed

stock

Drives inventory valuation and recorded

cost of goods sold

Inventory pricing

In Automatic Pricing, review the default rate that the product supplies. In Manual Pricing, enter the negotiated invoice rate and verify the line total before saving. Editing the selling amount in a transaction must not be used as a way to change stock costs. Use the inventory/purchase workflow for actual acquisition costs.

Repair pricing

Total repair cost is the final agreed repair price before tax and discounts. Parts/labour estimates remain reference values. The final repair bill presents the job description rather than itemizing the consumed inventory as customer-facing product lines. Consumed parts still retain their cost and stock impact for accounting.

Worked example

For an illustrative tax rate of 10%, a repair price of 100 with an invoice discount of 10 has a taxable amount of 90, tax of 9 and final total of 99. The example assumes the discount reduces the taxable amount under the selected configuration. Always use the app’s displayed jurisdiction-specific result and the store’s approved tax treatment. A billed labour charge is revenue, not a recorded labour expense. Gross profit can include only costs actually recorded by the supported ledgers. Do not treat the whole difference between an estimate and final price as profit.

Invoice History is the place to verify saved invoices, inspect current paid/due balances and record later customer payments. A payment changes collections and the receivable; it does not create another sale.

Recording the initial payment

Select the tender actually used: cash, card, supported local payment option or split payment. For cash, review amount tendered and change. For split payments, inspect every row and the combined received amount. An external card or bank transaction must still be confirmed through the provider’s own terminal or application. A QR code or sharing action is not confirmation that money arrived.

Receiving a later payment

1. Open Invoice History and locate the invoice by its number or customer details. Verify the branch and balance.
2. Open the payment action and enter the amount actually received and the correct mode. Review the amount against the remaining due.
3. Submit once. Confirm the updated paid amount, payment status and balance. If a write fails, verify history before retrying.
4. Review Analytics collections for the payment date. For an older invoice, the original sale remains on its original invoice date while today’s payment increases today’s collections.

Reprints and cancellations

Open invoice details to inspect the saved lines, amounts, device identifiers and payments. Use the receipt/print controls to reprint the saved transaction. Previously issued invoices keep their printed identifiers and saved receipt data. Review any cancellation controls with an authorized manager; cancellation does not prove a bank refund occurred, and a complete refund ledger is not established by changing a status. New offline invoice identifiers include branch and device codes with a sequence, for example INV- MAIN-A7F2-000001. These codes prevent cross-device collisions. They are not a single uninterrupted global number across all offline devices.