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Sales & POS is where you sell: at the counter, by order, and from quotes. Every sale updates your stock and your books.

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How Sales & POS is organised

Sales & POS with POS Terminal, Reserve and New Order at the top and the nine tabs

POS Terminal, Reserve and New Order at the top; the nine tabs below the key figures.

Tabs: Sales Ledger, Orders, Reservations, Invoices, Quotes, Customers, Debtors, Returns, Registers. At the top: POS Terminal (the register), Reserve (hold stock for a customer), New Order, and the Sales settings (the gear). There is also Softbooq POS, a separate app for the counter that keeps selling when the internet drops and catches up afterwards.

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Common tasks

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Sell at the register

Open POS Terminal, add items, and take payment. A customer is optional: a sale can go to Walk-in Customer. You need a customer for larger sales and for anything paid only in part or later.

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Take an order

1

New Order

Add the items. Each line can take a Line discount %, and the whole order a Discount. Add a delivery address and the customer’s reference or PO number if you have them.
2

Create Order

The order and its invoice are created together.
3

Fulfil it from the Orders tab

Open the order to move it through New, Confirmed, Picking, Partially shipped, Fulfilled and Delivered. To ship part of it, use Record shipment and enter the quantity.

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Send a quote

Create the quote in Quotes. A quote needs a Valid Until date before it can be sent. From the quote you can:
  • Mark as Sent
  • Copy Link: a link where your customer can accept the quote
  • download the quote PDF or a Proforma
  • Convert to Invoice once it is accepted: this makes a draft invoice
Quote statuses are Draft, Sent, Accepted, Declined and Expired.

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Take a return

Open Returns → Process Return (or Returns / Refund at the register). Find the sale by receipt number or customer, choose the items and quantities, and for each line whether it goes back into stock.
  • Reasons: Defective / Damaged, Wrong Item Received, Customer Changed Mind, Not as Described, Size / Fit Issue, Found Better Price, Other Reason
  • Refund by: Original Payment Method, Cash, Card / Terminal, Bank Transfer, or Store Credit
A credit note is issued against the invoice.

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Hold stock for a customer

Use Reserve. The reservation appears under Reservations, where you Collect it when the customer picks it up, or release it.

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Troubleshooting

A customer is needed for larger sales and for sales paid only in part or later. Choose one, or create one from the cart.
Orders can be cancelled only before they are fulfilled. After that, take a return.

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See also

Finance

Where the invoices and payments land.

Products & Services

The products you sell and their stock.

Online store

Selling on your public site.