Step 12: Create Sales - ApePOS Guide

📌 Where to Find

Navigate to /app/sales and click "Create" to open the sale form at /app/sales/create.

📚 Sales vs. POS Screen

There are two ways to create a sale in ApePOS:

Method	Best For	Where
Sales (this page)	Back-office orders, bulk/wholesale sales, phone orders, detailed invoices	Sidebar → Sales → Create
POS Screen (Step 13)	Quick retail billing at the counter, walk-in customers	Sidebar → POS or /pos

Prerequisites

Make sure you have:

Products with stock in at least one warehouse (via Purchases, Step 11)
Customers (Step 10) — at least one customer
Warehouses (Step 8)

📝 Sale Header Fields

Field	Type	Required	Description
Date	Date Picker	Required	The date of the sale. Defaults to today.
Warehouse	Dropdown	Required	Select the warehouse from which stock will be deducted.
Customer	Dropdown	Required	Select the customer making the purchase.

🔎 Adding Products to the Sale

After selecting a warehouse, use the Product Search bar to find products. Only products with available stock in the selected warehouse will show.

Each product in the order table has:

Column	Description
Product	Name and details of the product.
Net Unit Price	The selling price per unit. Can be adjusted.
Stock	Available stock in the selected warehouse.
Qty	Number of units being sold. Cannot exceed available stock.
Discount	Per-item discount amount.
Tax	Per-item tax (auto-calculated from product settings).
Sub Total	Line total for this product.
Action	Remove button.

💰 Order Summary & Payment Fields

Field	Type	Required	Description
Order Tax (%)	Decimal (0–100)	Optional	Overall tax percentage on the entire sale.
Discount	Decimal	Optional	Overall discount. Can be a fixed amount or a percentage — switch using the dropdown toggle next to the field.
Shipping	Decimal	Optional	Delivery/shipping charges.
Status	Dropdown	Required	Completed — sale is done, stock is deducted. Pending — sale recorded but not fulfilled yet. Ordered — order placed by customer.
Payment Status	Dropdown	Required	Paid — full payment received. Unpaid — no payment yet (default). Partial — part payment received.

💳 Payment Details (When Paid or Partial)

When payment status is Paid or Partial, a payment details section appears. You can add multiple payment entries (e.g., split payment between cash and card):

Field	Type	Required	Description
Date	Date Picker	Required	Date of this payment.
Reference	Text	Optional	Payment reference number (cheque number, transaction ID, etc.).
Amount	Decimal	Required	Amount being paid. Total of all payment entries must not exceed grand total.
Payment Type	Dropdown	Required	Payment method (Cash, Card, Bank Transfer, etc.).

Use the "+" button to add more payment entries, and the trash icon to remove one.

📝 Additional Fields

Field	Type	Required	Description
Notes	Text Area	Optional	Any additional notes about this sale.

🎯 Step-by-Step Instructions

Go to Sales from the sidebar menu and click "Create".
Select the Date (defaults to today).
Select the Warehouse from which stock will be sold.
Select the Customer.
Search for products and click to add them to the order.
Adjust the Quantity for each product.
Optionally add Order Tax, Discount, or Shipping.
Set Status to "Completed".
Set Payment Status (e.g., "Paid").
If paid, fill in the payment details — enter the Amount and select the Payment Type.
Add any Notes if needed.
Click "Save".

Tips

For quick retail sales, use the POS Screen (Step 13) instead — it's faster and designed for counter billing.
The sale form supports split payments — you can record part cash and part card in a single sale.
You can view sale details, print invoices, or create returns from the sales list.
Sale discount supports both fixed amount and percentage modes — toggle the dropdown next to the discount field.

Checkpoint

You've created your first sale! You can now use the back-office sales form for detailed orders. Next, let's explore the POS screen for quick billing.

← Step 11: Purchases Step 13: POS Screen →