Sales is the school shop till. You sell items that are in Inventory, such as uniforms, exercise books or sweaters; the stock goes down, a receipt number is issued, and the money is posted to the books as Shop Sales Income.
- Where Operations → Sales
- Who can use it Anyone whose role includes Sales. Only a school administrator can post older, unposted sales to the books.
- Set up first Inventory (each item you sell, with its stock and unit price)
Record a sale
The top of the screen shows Sales Logged, Units Sold and Total Revenue for every sale on record. The Record a Sale form sits just below.
- Under Item, choose what is being sold. Each item shows how many are in stock, for example School sweater (24 in stock).
- If the buyer is a student, type their name or admission number in the Student (optional) search and pick them. Leave it on Walk-in / not tied to a student for anyone else.
- Enter the Quantity. The total appears underneath, worked out from the item’s unit price in Inventory.
- Check the Sale Date (it starts on today).
- Under Paid by, choose Cash, Mobile Money, Bank transfer or Cheque.
- Click Record Sale. A message shows the receipt number, for example SALE-000012, with a Print Receipt button, and the sale appears at the top of the Sales Log.
You can’t sell more than you have. If you ask for 30 when only 24 are in stock, the app says Only 24 unit(s) in stock. and nothing is recorded.
Print a receipt
Click Print Receipt straight after the sale, or the document icon on any row of the Sales Log. A PDF opens showing your school name, the receipt number, the student’s name and admission number (or Walk-in sale), the date, the item, quantity and unit price, and the amount paid.
Void a sale
If a sale was entered by mistake, click the undo icon on its row and confirm. The sold quantity goes back into Inventory, the entry in the books is reversed, and the sale is removed from the log.
Careful: voiding removes the sale completely; it doesn’t leave a cancelled entry behind. If the sale’s date falls in an accounting period that has been locked, it can’t be voided.
How sales reach the books
Each sale is posted to the ledger as soon as you record it: the cash, bank or Mobile Money account for how it was paid goes up, and so does Shop Sales Income. You don’t need to enter it again in Journal Entries.
If a sale’s date is inside a locked accounting period, the sale is refused with This date falls within a locked accounting period. Choose a date in an open period.
Older sales not yet in the books
Sales recorded before posting was switched on show a note at the top: … earlier sale(s) are not in the books yet. A school administrator sees a Treat them as paid by choice and a Post them to the books button. Click it and the app posts them in batches, then tells you how many were posted, skipped (locked period) and still left. Running it again never posts a sale twice.
Good to know
- The price always comes from the item’s unit price in Inventory. To change a price, edit the item there first.
- Choosing a student only records who bought it and prints their name on the receipt. It doesn’t add anything to their fee bill.
- Each sale is for one item. Sell several different items as separate sales.
- There is no edit button. Void the sale and record it again.
- If an item is later deleted from Inventory, its old sales show as Deleted item.