Sales

Requires the Sales module. If you do not see Sales in the navigation, the module is switched off for your company.

A sales order sells sellable items from stock. Rentable units cannot go on a sales order — those are booked through Rentals instead.

Creating a sales order

Pick a customer, then add line items. Each line is a quantity × unit price, so selling twelve cutting discs is one line, not twelve. The order total is the sum of its lines.

Order statuses

Two quick actions cover the normal path: accept a quote, and mark a confirmed sale as fulfilled.

Declined and Cancelled both mean "this is not happening", but they are not the same thing. Declined is a quote the customer said no to; Cancelled is a sale you had agreed and then called off. Keeping them apart tells you how many quotes you win.

Quotes

A sale in Quote status is the quote — there is no separate quote record to convert. Accepting it keeps the same sale, its number and its history.

While a sale is a quote, you can:

• Set Quote valid until — a date after which the offer is no longer good. Leave it empty for no expiry.
• Print the quote, which prints the items, the total and the validity date, marked as a quote rather than a receipt.
• Send the quote on WhatsApp to the customer, with the total and the validity date.
• Copy the quote text as a ready-made WhatsApp message and paste it into any chat — useful when the customer writes from a number they never confirmed, or when you'd rather send it yourself.
• Accept it, which turns it into a confirmed sale: stock is committed and the payment is created.
• Decline it, recording that the customer said no.

A quote past its validity date is flagged Expired in the list. Nothing happens automatically — an expired quote can still be accepted, which is what you usually want when a customer comes back a week late. Editing a quote clears nothing; change the date and it stops being expired.

The line customers read at the end of a quote — sent or copied — is yours to write: Settings → Sales quotes. Use it to say what you want them to do next, for example "To approve, reply YES. We hold the items for 48 hours." Leave it empty and a neutral default is used, in your company's language.

Sending on WhatsApp needs three things: the module enabled for your company, a customer phone number, and the customer having confirmed their number by replying to the greeting message. If any is missing, the app says which one instead of failing quietly. See Service Orders for how number confirmation works.

How stock moves

This is the part worth understanding properly, because it is where the numbers on the Inventory screen come from.

Stock is decremented when a sale moves into Confirmed or Fulfilled — not while it is still a quote. A quote therefore has no effect on your stock on hand, which is what makes it safe to hand out.

If a confirmed or fulfilled order is later cancelled, the stock is restored.

The practical consequence: leave a sale as a quote while it is still a conversation, and accept it once the customer has committed. Confirming early makes your stock figures pessimistic; confirming late makes them optimistic, and someone else may sell the same items out from under you.

Reordering

The Purchase Report lists every sellable item that has fallen below its minimum stock level, with a suggested reorder quantity. It only works for items that actually have a minimum set — see Inventory and Categories.

Payments

A sales order can have payments attached like any other record. They live in the same ledger as rentals and repairs — see Payments. If you take cash and have the cash register open, the payment is counted against the current session automatically.