Sales

Creating and Editing Sales

Sales are transactions where you sell your products to customers. Adding a New Sale You can add a sale in three ways: 1. Click the “Add” button to create a sale from scratch. 2. Create a sale by copying an existing one. Open any sale and click “Copy.” 3. On the Products page, select the desired products and click “Create sale” in the bottom pop-up menu. To edit a sale, open it by clicking its number in the main list, then click the “Edit” button. Sale Details Date Date placed Date Placed and Date Shipped If you've enabled the “Show shipped date for sales” option in settings, you'll see two date fields instead of one: - Date placed - Date shipped This allows you to track when you received the order from the customer and when it was shipped. As you gather statistics, you'll be able to see the average processing time for each customer. Number The number will be assigned automatically, or you can specify it yourself. Customer Select a customer from the list of existing ones, or create a new one by clicking the “plus” icon on the right. Fulfillment Two options are available: - From Inventory In this case, products for the sale will be deducted from your inventory. This option is convenient when you maintain a stock of manufactured products. Production runs will replenish your product inventory, and sales will reduce stock levels. - Made to Order With this option, a dedicated production run will be created for the sale. Manufactured products won't be added to inventory but will be immediately allocated to this sale. This method is ideal for businesses that don't keep products in stock, but manufacture to order. You'll only need to create sales, and the production runs for these sales will be generated automatically. For more details about fulfillment methods, read our article on make-to-stock and make-to-order processes. Ordered Products Specify the ordered products and their quantities. Specifying product prices is optional. If you don't want to track revenue or profit margins for sales, you can leave prices blank. Delivery and Discount You can specify delivery costs and discount amounts if needed. Notes Use notes to record any information that might be useful to you. Files You can attach images and other files to a sale. This is convenient for storing invoices, packing slips, and other sale-related documents.

Sale Statuses

Each sale has a status. The status of a sale can have the following values: New Sales are initially created with the “New” status. Products are not deducted from inventory when a sale is created. Packed When a sale transitions to the “Packed” status, products in the sale will be deducted from inventory. Partially Shipped Use "Partially Shipped" when you're sending a sale to customers in multiple shipments over time. This status lets you track each shipment individually — marking what's been sent and what's still being prepared for shipment. Learn more about working with partial shipments in a separate article. Shipped This is the final status of a sale, indicating it has been processed and shipped to the customer. If you've enabled the “Show shipped date for sales” option, the system will ask for the shipping date when transitioning to this status. Canceled In this status, products will be returned to inventory. To change the status of a sale, click on the status icon and select the desired status. Before changing a sale's status, you'll see a calculation of how product inventory levels will change. You can also change the default status for newly created sales in the settings. For example, if you set the default status for new sales to “Shipped” in the settings, any new sale will be created with the “Shipped” status, and products will be immediately deducted from inventory.

Partial Sale Shipping

The partial shipping feature lets you handle sales that need to be sent to customers in multiple shipments over time, rather than all at once. "Partially Shipped" Status When you've shipped some products from a sale but still have items to prepare, set the sale status to "Partially Shipped". With this status, products are removed from inventory gradually — only items marked as shipped in each specific shipment get deducted. Here's how to use it: 1. Click the status icon on your sale 2. Choose "Partially Shipped" 3. Select which products and quantities were shipped 4. Enter the shipped amounts 5. Save your partial shipment Managing Partial Shipments Display Options The sale view offers two display modes: - By shipments — see products broken down by each shipment - Summary view — see total quantities across all shipments Choose whichever view works best for tracking your sale progress. Tracking Shipments In "Partially Shipped" status, you'll see: - Completed shipments — products already sent, organized by ship date - Pending products — items still being prepared for shipment Everything gets grouped by shipment for easy tracking. Editing Shipments Each shipment can be: - Edited — click the pencil icon in the top right - Deleted — click the X icon in the top right Adding More Shipments While in "Partially Shipped" status, you'll see an "Add shipment" button at the bottom. Use this when additional products are ready to ship. Status Changes Moving to "Shipped" When you change from "Partially Shipped" to "Shipped", any remaining products are automatically marked as shipped and removed from inventory. Moving to "New" When you change from "Partially Shipped" back to "New": - All shipment records are cleared - Everything gets marked as not shipped - Products that were removed from inventory get added back Moving to "Packed" When you change from "Partially Shipped" to "Packed": - All shipment records are cleared - All products are removed from inventory

Customers

When creating a sale, you can select from existing customers or create a new one. You can also create new customers or edit existing ones on the “Customers” screen. In the customer's profile, you'll see all the information you've entered about them, as well as: - Number of sales - Total value of all sales - List of sales If you've enabled the “Show shipped date for sales” option in settings, the customer profile will also show information about the average order processing time. Merging Customers If you accidentally create a duplicate customer, you can merge two or more customers into one. To do this, select the customers you want to merge on the customers screen and click “Merge.” If some fields differ between the selected customers, such as different phone numbers, any information that doesn't make it into the merged result will be added to the notes of the combined customer. Deleting a Customer When deleting a customer, their sales will not be deleted. In these sales, the customer will appear crossed out, and you can change it to another customer.

Export Sales

Export Sales List You can export your list of sales in CSV or XLSX format. To do this, click the three dots menu next to the “Add” button and select “Export.” You can then choose your preferred file format. The export will include all sales currently displayed on your screen. If you need to export only specific sales, you can filter the list first and then export the filtered results. Export Sale Items You can also export the products included in a specific sale. While viewing a sale's details, click the three dots menu in the upper right corner. Then select “Export” and choose your preferred file format.