> ## Documentation Index
> Fetch the complete documentation index at: https://docs.softbooq.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Sales & POS

> Sales orders, quotes, returns and point-of-sale

The Sales module handles the full order-to-cash cycle — from creating quotes and sales orders to processing returns and running a point-of-sale terminal. Every confirmed order automatically depletes stock in Inventory and generates revenue in Finance.

## What Sales owns

* **Sales orders** — create and manage customer orders
* **Quotes** — send pricing proposals and convert them to orders on approval
* **Returns** — process customer return requests and refunds
* **Point of sale** — in-person sales terminal for retail or counter operations

## Data flows out of Sales to

| Module    | What it sends                       |
| --------- | ----------------------------------- |
| Finance   | Sales revenue and invoices          |
| Inventory | Stock depletion on confirmed orders |
| Dashboard | Sales metrics                       |

## Data flows into Sales from

| Module    | What it sends                         |
| --------- | ------------------------------------- |
| CRM       | Customer data                         |
| Inventory | Product catalogue and available stock |

***

## Common tasks

### Create a sales order

<Steps>
  <Step title="Open Sales → Orders → New Order" />

  <Step title="Select the customer">
    Choose from your CRM customer list. Delivery address and payment terms auto-populate from the customer record.
  </Step>

  <Step title="Add line items">
    Search for products from your Inventory catalogue. Quantities, unit prices, and line totals calculate automatically. Apply a line-level or overall discount if needed.
  </Step>

  <Step title="Set the delivery date">
    Enter the expected delivery or fulfilment date. This is visible to the customer on the order confirmation.
  </Step>

  <Step title="Confirm the order">
    Click **Confirm**. Stock is reserved in Inventory and the order status changes to **Confirmed**. An order confirmation can be emailed to the customer automatically.
  </Step>

  <Step title="Convert to invoice">
    When the order is fulfilled, click **Create Invoice** to generate the invoice in Finance. Line items and amounts carry over automatically.
  </Step>
</Steps>

### Send a quote and convert to order

<Steps>
  <Step title="Open Sales → Quotes → New Quote" />

  <Step title="Build the quote">
    Add the customer, line items, quantities, and unit prices. Apply discounts and add any notes or terms specific to this proposal.
  </Step>

  <Step title="Set an expiry date">
    Quotes should have a validity period (e.g. valid for 30 days). The system flags expired quotes automatically.
  </Step>

  <Step title="Send to customer">
    Click **Send Quote**. The quote is emailed as a PDF from your connected email provider.
  </Step>

  <Step title="Convert on approval">
    Once the customer accepts, open the quote and click **Convert to Order**. The sales order is created instantly with all the same line items. The quote status changes to **Accepted**.
  </Step>

  <Step title="If the customer wants changes">
    Click **Revise Quote** to create a new version. Previous versions are retained for reference. Only send the revised version — the customer receives a new PDF with a version number.
  </Step>
</Steps>

### Apply a discount

<Steps>
  <Step title="Open a quote or sales order in edit mode" />

  <Step title="Line-level discount">
    Click the discount field on any line item and enter a percentage or fixed amount. The line total updates immediately.
  </Step>

  <Step title="Order-level discount">
    Scroll to the order totals section and apply a percentage discount to the order subtotal. This is applied after any line-level discounts.
  </Step>

  <Step title="Add a reason (optional)">
    Enter a discount reason for internal records (e.g. Loyalty, Promotional, Negotiated).
  </Step>
</Steps>

### Process a return

<Steps>
  <Step title="Open the original sales order" />

  <Step title="Click Process Return">
    Select the items being returned and the quantity for each. You can process a partial return — not all items need to be returned.
  </Step>

  <Step title="Choose the outcome">
    Select **Refund** to issue a credit note in Finance, or **Exchange** to create a replacement order.
  </Step>

  <Step title="Set a return reason">
    Choose: Damaged, Wrong Item, Change of Mind, or Other. This feeds the returns analysis in Reports.
  </Step>

  <Step title="Confirm">
    Returned stock is automatically added back to Inventory. If you selected Refund, a credit note is generated in Finance and applied against the original invoice.
  </Step>
</Steps>

### Process a POS sale

<Steps>
  <Step title="Open Sales → Point of Sale">
    The POS terminal launches in a full-screen interface optimised for counter or tablet use.
  </Step>

  <Step title="Add items">
    Tap items from the product grid or scan a barcode. Quantities can be adjusted directly in the cart.
  </Step>

  <Step title="Apply discounts or promotional codes (optional)">
    Tap the discount icon to apply a percentage off, or enter a promo code if the customer has one.
  </Step>

  <Step title="Select payment method">
    Choose Cash, Card, or Split Payment. For split payments, enter how much is being paid by each method.
  </Step>

  <Step title="Complete the sale">
    Confirm the payment. A receipt is generated and can be printed or emailed. Stock is depleted in Inventory automatically.
  </Step>
</Steps>

### Handle a partial delivery

<Steps>
  <Step title="Open the confirmed sales order" />

  <Step title="Click Deliver">
    Enter the quantities being delivered in this shipment. Items not delivered remain on the order with status **Partially Delivered**.
  </Step>

  <Step title="Invoice only what was delivered">
    When creating the invoice, only the delivered quantities are included. The remaining balance stays on the open order.
  </Step>

  <Step title="Deliver the remainder later">
    When the rest of the stock arrives, open the order and process the second delivery. A second invoice can then be generated for the balance.
  </Step>
</Steps>

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="A quote was sent but the customer says they didn't receive it">
    Check that your email provider is connected under **Settings → Email** and send a test email to verify it is working. Also check that the customer's email address in CRM is correct. Some email providers route automated emails to spam on first contact — ask the customer to check their junk folder.
  </Accordion>

  <Accordion title="Stock is not being reserved when I confirm an order">
    If the item has insufficient stock, the system will warn you but cannot reserve what does not exist. Check the available quantity in Inventory → Items. If the stock level is incorrect, run a stock adjustment before confirming the order.
  </Accordion>

  <Accordion title="I converted a quote to an order but the price is different">
    Prices on a quote are fixed at the time the quote is created. If product prices have changed since the quote was issued, the converted order will use the original quoted price — not the current catalogue price. Review line items on the order if you need to update them.
  </Accordion>

  <Accordion title="A return was processed but the credit note is not in Finance">
    Open the original sales order and check the Returns tab. If the return status is Pending, it has not been confirmed yet — click Confirm Return. If confirmed, go to Finance → Credit Notes and search by the customer name.
  </Accordion>

  <Accordion title="The POS terminal is not loading or shows as offline">
    POS requires an active internet connection. Check your connection and reload the browser tab. If the issue persists, clear your browser cache. POS data is synced in real time — no data is stored locally, so no sales are lost during a temporary disconnect.
  </Accordion>
</AccordionGroup>

***

## FAQ

<AccordionGroup>
  <Accordion title="Can I create a sales order for a customer who is not in CRM?">
    No. All orders must be linked to a CRM customer. If the customer doesn't exist, create them in CRM first — it takes less than a minute and ensures their full history is connected.
  </Accordion>

  <Accordion title="Can I customise the quote or order PDF template?">
    Yes. Go to **Settings → Company Profile** to upload your logo and set your company details — these appear on all PDFs automatically. Custom layout design (colours, fonts, additional fields) is available on Plus and Pro plans.
  </Accordion>

  <Accordion title="Can I reopen a cancelled order?">
    No. Cancelled orders are permanent. If you need to recreate the order, open it and use **Duplicate Order** to create an identical draft that you can then edit and confirm.
  </Accordion>

  <Accordion title="Does the POS support multiple payment methods in one transaction?">
    Yes. Select **Split Payment** at checkout and assign specific amounts to each payment method (e.g. part card, part cash). The total must equal the order amount before the sale can be completed.
  </Accordion>

  <Accordion title="What happens to stock when an order is cancelled?">
    If the order was confirmed (stock was reserved), cancelling the order automatically releases the reserved stock back to Inventory. If goods had already been dispatched, you will need to process a return to restock the items.
  </Accordion>
</AccordionGroup>

***

## See also

<CardGroup cols={3}>
  <Card title="CRM" icon="handshake" href="/erp/crm">
    Manage the deals and customers that drive your sales pipeline.
  </Card>

  <Card title="Finance" icon="chart-pie" href="/erp/finance">
    Sales orders flow into Finance as invoices automatically.
  </Card>

  <Card title="Inventory" icon="boxes-stacked" href="/erp/inventory">
    Stock levels update in real time as orders are confirmed.
  </Card>
</CardGroup>