Recording a counter sale

What you are going to do

You are going to record a sale to someone who is not staying with you: the restaurant customer, the day-use visitor, the passer-by who bought a bottle at the counter.

One decision with no way back

The "Already paid" checkbox decides whether the sale becomes money in your finances. It comes ticked, because a counter sale is usually paid on the spot: the revenue then lands in Transactions along with the sale. If you untick it, the sale is recorded, stock goes down — and no transaction is created.

And here is the point: there is currently no way to mark a sale as paid later. If you record the sale as receivable and the customer pays right after, the system has no button for it. The way out is to enter the revenue by hand in Transactions.

The screen warns you, in these words: "A receivable sale does NOT create a transaction. Nothing appears in Transactions until someone records the payment." It is a known limitation, not a fault. When in doubt, and if the money is already in, tick Already paid.

Where it lives

In the menu, under Sales. The screen has two tabs: New sale and Sales, which lists what has been recorded.

Step by step

1. Pick the property — it is the only required field before the items. Stock comes out of that property.

2. The customer is optional — the field searches by name among your registered customers, but you can sell with no customer at all. A counter sale is a counter sale.

3. Add the items — each line is a catalogue product or a free item (no product). On a free item the description is required: without it the sale will not save, and the screen names the line that is missing.

4. Check what happens to stock, line by line — each line says whether the product tracks stock and will be reduced, whether it does not track and nothing moves, or whether it is a free item and stock is untouched.

5. Apply discounts if you have any — there is a per-line discount and a whole-sale discount. The total is recalculated on screen.

6. Decide about payment — with Already paid ticked, choose the payment method. Without the method the sale is refused and nothing is saved. Only untick it if the money genuinely has not come in — and re-read the warning above first.

7. Record the sale — the message brings the sale code and the total: "Sale 47 recorded — R$ 128.00".

The code is the number you quote

Every sale gets a simple sequential code — 1, 2, 3 — of its own within your workspace. It is how you and the customer refer to the sale, and it is what appears in the list, in the cancellation and in the return.

The counter only counts numeric codes. If a code from another system ever comes in, it neither joins the sequence nor breaks it.

Cancelling is not undoing

Cancelling a sale requires a reason — the field is mandatory, it is stored, and it is visible in the list.

And cancelling does less than it sounds like. The screen says so plainly: "Cancelling does not delete the sale, does not refund and does not return goods to stock." After cancelling, the system explicitly shows you what the cancellation did not do, so you do not assume it already happened:

The revenue transaction stays. If a refund is due, it is a transaction in Transactions, entered by you.

The goods did not go back to stock. If they really did come back, that is the return, which is a separate action.

Returning to stock is a separate thing, and it can be partial

A return only exists for an already cancelled sale, and it has a button of its own: Return to stock.

It is partial on purpose. You say how much of each item came back, and the screen shows "You can return 3 of 5". The bottle that was opened does not go back on the shelf; the two sealed ones do. Forcing all-or-nothing would make you lie to your stock in one direction or the other.

Free items and products that do not track stock do not appear here — there is nothing to return.

Practical tip

The full path of a change of heart is: cancel with the reason, return what genuinely came back, and enter the refund in Transactions if money has to go out. Three actions because they are three different facts, and a single button would force the system to guess two of them.

Common mistakes

Unticking Already paid, thinking you can tick it later. You cannot.

Ticking Already paid and not choosing a payment method. The sale is not saved.

Forgetting the description on a free item. The screen names the line, but only after you try to save.

Cancelling and assuming stock came back. It does not come back on its own — see Stock and purchase entry.