FixedFixed: an invoice would not take payment again after a payment was deleted

Creating a Sale from POS

9 min read

Published April 12, 2026

Updated July 7, 2026

Adding Products to the Cart

Start a sale by adding inventory items to the cart from the product grid. The behavior when you click a product depends on its type.

  1. Search for an item by name or SKU in the search bar, or browse the product grid by category.
  2. For a simple product without serial tracking, click the product card to add it directly to the cart.
  3. For a simple product with serial tracking, clicking it opens the serial picker so you can select the specific serial unit (see next section).
  4. For a variable product, clicking it opens a variant selector popup showing all available variations. Pick the variation you want, if it has serial tracking, the serial picker opens next; otherwise it is added to the cart directly.
  5. For barcode scanning, focus the search bar (Ctrl+S / Alt+S) and scan. If the barcode matches exactly, the item is added automatically.
  6. For non-serialized items, use the +/- buttons or type a quantity to adjust the count. The maximum is limited by available stock.
  7. For serialized items, clicking the product again (or using the + button) raises the quantity on the same cart line and adds one serial slot per unit, you pick a serial number for each unit. Checkout is blocked until every unit on a serialized line has a serial.
  8. Click the trash icon to remove an item from the cart.

Selecting Serial Numbers

When a serialized item is on the cart, you select one serial unit for every unit on that line, one serial for a single unit, or one per unit when you've raised the quantity.

  1. After adding a serialized item, the serial picker appears inline within the cart item.
  2. Use the search field to find a serial number, or browse the list of available In Stock serials.
  3. Each serial shows the serial number and branch name.
  4. Click a serial to select it, then click 'Confirm' to lock in your choice. When the line quantity is more than one, the picker shows 'Serial 2 of 3' and stays open for the next unit.
  5. Each selected serial appears as a removable chip below the item name, click the x on a chip to swap that unit's serial. Serials already picked on the line are hidden from the picker, so you can't select the same unit twice.

Note

Only serial units with In Stock status are available for selection. Serials that are Sold, In Repair, or Defective do not appear in the picker.

Serial / Sticker IDs for Used Items

Used products usually don't carry a manufacturer serial. Many shops print their own serial-number stickers and apply them to the item (for example, on the back of a used motherboard). For any non-serial-tracked item in the cart, a 'Serial / sticker ID' field lets staff type or scan that custom number at the point of sale. It is completely optional, leave it blank and checkout proceeds as normal.

  • The captured serial appears on the sale, the invoice, its print-out, and the customer's email.
  • Later, a warranty claim is as simple as searching the sticker number in global search to pull up the original sale or invoice.
  • Each serial number must be unique within your shop, so the same sticker can't be recorded against two different items.
  1. Add the used item to the cart as usual.
  2. In the cart line, type the sticker's serial number into the 'Serial / sticker ID' field, or scan it with a barcode scanner.
  3. Optionally pick a warranty period for the line; the warranty expiry date is calculated automatically from the sale date.
  4. Complete the sale. The custom serial is recorded against the sale and becomes searchable.

Tip

The same 'Serial / sticker ID' capture is available on invoices created from the Invoicing section, assign serials on the invoice before taking payment. Quotations don't carry serials, since nothing is sold yet.

Assigning a Customer

Optionally assign a customer to the sale for history tracking and warranty purposes.

  1. In the Cart tab, find the customer selection area at the top of the cart.
  2. Start typing a name or phone number to search existing customers (2+ characters, 300ms debounce).
  3. Use the up/down arrow keys to navigate results and Enter to select.
  4. To create a new customer, click the add button. Fill in First Name (required), Last Name, Company Name (optional), Phone (required, with duplicate check), Email, and WhatsApp toggle.
  5. To remove the selected customer, click the X button next to their name.
  6. Leave the customer field empty for a walk-in sale.

Applying Discounts & Reviewing Totals

Review the cart totals and optionally apply a discount before proceeding to payment.

  1. The Subtotal shows the sum of all items (unit price × quantity).
  2. Enter a discount amount in the Discount field. This is a fixed currency amount subtracted from the subtotal.
  3. The Total updates in real time, displayed prominently at the bottom of the cart.
  4. Review all items, quantities, and the final total before proceeding to payment.

Changing an Item's Price (Admin & Manager)

Admins and Managers can sell an item at a price different from its catalog price, useful for negotiated deals, price-matching, or clearing old stock. Cashiers cannot change prices: the price on their cart lines is read-only, and the server rejects any non-catalog price from a cashier account, so the restriction holds even outside the app.

  1. Add the item to the cart as usual, it comes in at its catalog price (or its active promotional price).
  2. As an Admin or Manager, click the price field on the cart line and type the new unit price.
  3. A small 'was …' hint appears under the line showing the original catalog price. This hint is internal, it never appears on the customer's receipt.
  4. Complete the sale normally. The customer pays, and their receipt shows, only the final price.

Note

Every price override is recorded automatically, who changed it, when, on which sale, the catalog price, and the new price, and shown in Reports > Price Overrides. Selling at an item's active promotional price does not count as an override.

Assigning a Commission Agent

If your shop uses commission agents, you can assign one to the sale to track their commission.

  1. Below the totals, find the Agent section.
  2. Search for an agent by name (2+ characters). Results show name, nickname, company, and current rate.
  3. Select the agent. Their default commission rate and type are displayed.
  4. To override the default, use the dropdown to change the type (Percentage, Fixed Amount, Per Product, Per Service) and enter a custom rate. Overrides are shown in amber.

Completing the Payment

Once your cart is ready, open the payment dialog to record the payment and finalize the sale.

  1. Click the 'Pay' button at the bottom of the cart (or press Ctrl+P / Alt+P).
  2. The payment dialog opens showing the total amount.
  3. Select a payment method from the dropdown. Methods are configured in your shop settings and may include Cash, Card, Bank Transfer, or Online.
  4. Enter the payment amount.
  5. Optionally enter a reference (receipt number, transaction ID, check number).
  6. Click 'Complete Sale' to finalize. The receipt appears on screen.

Tip

To split payment across multiple methods, click 'Split Payment' to add additional payment rows. The total of all payments must match the sale total exactly.

Frequently asked questions

No. Customer selection is optional. If you do not assign a customer, the sale is recorded as a 'Walk-in' transaction. Assigning a customer links the sale to their profile for history and warranty tracking.

In the Cart tab, enter the discount amount in the Discount field below the cart items. The discount is subtracted from the subtotal to calculate the final total. Discounts are entered as a fixed currency amount.

For items with Track Stock enabled, the sold quantity is automatically deducted from the branch's stock. If an item drops to or below its minimum stock threshold, a low stock notification is triggered. Items with Track Stock disabled are not affected.

Yes. When you add a serialized item to the cart, a serial picker appears. Search or select the specific serial number from the available In Stock units. To sell several units of the same product, click it again (or use the + button) to raise the quantity, the units stay on one cart line and each gets its own serial slot, so you pick one serial per unit. Their status changes to Sold when the sale is completed.

Use the 'Serial / sticker ID' field on the cart line to type or scan the shop-printed sticker number applied to the item. It is optional, so you can leave it blank. When recorded, the serial is saved against the sale and invoice and becomes searchable, with a warranty expiry calculated from the warranty period and sale date.

Open global search (press / or Cmd+K) and type the serial number printed on the item's sticker. The matching sale or invoice appears, along with the warranty expiry date so you can verify whether the item is still under warranty.

Click the variable product card in the product grid. A variant selector popup opens showing all available variations with their stock levels and pricing. Select the variation you want. If that variation has serial tracking, the serial picker opens next. Otherwise, the variation is added directly to the cart with adjustable quantity.

Admins and Managers can, the unit price on each cart line is an editable field for them, prefilled with the item's catalog price. Cashiers see a fixed price and cannot change it; the server also rejects any non-catalog price from a cashier, so this can't be bypassed. Every price change is recorded in the Reports > Price Overrides log with who changed it, when, and the original price. The customer's receipt shows only the final price.

Yes. Your monthly sales limit depends on your subscription plan. When the limit is reached, you cannot create new sales until the next billing cycle or until you upgrade your plan.

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