Sales and Order Management
Invoice
A finalized document that records the details of a sale, including products, prices, GST, and customer information.
Order
A sales record in progress, not yet finalized into an invoice. May include backordered or uncollected items.
Layby
An order that allows a customer to pay for items in installments and collect them once fully paid.
Click and Collect
An order where items are purchased online and picked up in-store.
Order Status
The current state of an order’s progress. Options include:
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To be ordered – Item requested by customer; not yet ordered by store.
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On order – Item has been ordered from supplier.
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Ready for Pickup – Item has arrived and is ready for the customer.
Partial Order Completion
Processing part of an order when only some items are ready for pickup or payment.
User Interface Elements
Staff Member Search Bar
Search field used to tag a staff member responsible for the transaction.
Customer Search Bar
Search field that allows lookup by email, phone number, name, or ID to associate a customer with an order.
Product Search Bar
Search or scan barcodes/SKUs to add products to the order.
Quick-Access Product Tiles
Configurable shortcut tiles for frequently sold products.
Order Building Interface
Area showing the current order contents, total cost, and item availability.
Finish Button
Finalizes the transaction and generates an invoice.
Payments
Split Payment
Allows customers to pay via multiple payment methods or split costs by item.
Payment Options
Includes EFTPOS, cash, and other manual payment entries.
Add Payment
Adds a partial or full payment to an open order without finalizing it.
Stock Status Descriptions
On Hand
Items physically present in-store. Parent category for more detailed statuses.
For Sale
Items within "On Hand" that are ready and available for customer purchase.
Assigned
"On Hand" items allocated to orders, laybys, or transfers. Not available for general sale.
Quarantined
Unsaleable items within "On Hand" due to damage, recall, or returns.
On Purchase
Items ordered from suppliers that have not yet arrived.
Special Order
Customer-specific items not in regular stock, often paired with "On Purchase."
Shipping
Items in transit between locations.
Stock Movement Events
Sale
Removes items from inventory after a successful transaction.
Adjustment Out
Manual stock decrease for non-sale reasons (e.g., damaged goods, theft).
Transfer Out
Marks stock as “Shipping” when sent to another location.
Transfer In
Marks incoming stock as “On Hand” once received at destination.
Receipt
Adds newly received stock to inventory.
Adjustment In
Manual increase in stock levels due to corrections or found items.
Order Creation
Reserves items by updating their stock status (e.g., from “For Sale” to “Assigned”).
Stocktake Adjustment
Reconciles actual counted inventory with ledger data.
Refund
Reverses a sale and returns items to “On Hand,” if applicable.
Product and Inventory Management
Stock Ledger
A database log of all inventory transactions, including status changes and adjustments.
Unique Product ID
System-assigned identifier to prevent SKU conflicts and ensure data integrity.
Product Attributes
Data fields such as barcode, SKU, category, description, size, color, and brand.
Customizable Attributes
User-defined traits for products (e.g., “season,” “material,” “fit”).
Non-Inventory Items
Products that don’t affect stock levels, like services or made-to-order goods.
CSV Product Upload
Bulk import of products via spreadsheet to speed up onboarding.
Reporting & Tax
Sales Revenue
Total income generated from sales before deductions.
Gross Profit
Calculated as:
Sales Revenue - COGS - GST
Where COGS = average cost of items sold.
GST Calculation
Australian Goods and Services Tax (typically 10%) applied to applicable products.
GST = Gross Sales / 11
GST Export
A CSV report summarizing GST collected and paid, used for BAS reporting.
Filtering by Staff or Location
Allows report views specific to staff members or store branches.
Transaction Data Recording
The logging of all sale-related financial data, including gross profit and taxes.
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