Sales documents and customer accounts

This guide covers quotations, invoices, laybys, credit sales, account payments, expenses, refunds, receipts, and payment reconciliation.

Quotations¶

Use a quotation when the customer needs a price proposal before committing to buy.

1. Open Sales & Transactions > Quotations.
2. Select the create quotation action.
3. Select or enter the customer details.
4. Add products, quantities, prices, and applicable tax.
5. Add validity dates or notes when shown.
6. Review the total and save.
7. Print or share the quotation.

A quotation does not reduce stock and is not proof of payment. Convert or recreate it as the appropriate sales document when the customer accepts.

Invoices¶

1. Open Invoices.
2. Select the create invoice action.
3. Select the customer.
4. Add the invoiced products or services.
5. Confirm quantity, price, tax, currency, and due information.
6. Save the invoice.
7. Preview and print the final document.

Use the invoice list to search, review, and reprint existing invoices. Do not create another invoice solely because printing failed.

Laybys¶

A layby reserves a sale while the customer pays over time.

1. Open Laybys.
2. Create a layby and select the customer.
3. Add the products and confirm the total.
4. Record the initial deposit.
5. Save the agreement and provide its reference.
6. Record future payments against the same layby.
7. Use Complete layby only when the required balance has been settled.

Before cancelling or refunding a layby, review the payment history and follow the business's refund policy.

Customer credit accounts¶

Open Credit Sales to manage customer balances.

Open an account¶

1. Select Open Account.
2. Select the customer.
3. Enter the credit limit, or use zero only when business policy treats it as unlimited.
4. Add notes and save.

Receive an account payment¶

1. Select Account Payment or Receive payment.
2. Select the customer account.
3. Confirm the collectible balance.
4. Select the payment method.
5. Enter the received amount and reference.
6. Save and provide a receipt.

Journal adjustments¶

Use Journal Increase or Journal Decrease only for an authorised accounting correction.

• Select the customer account.
• Enter the exact amount.
• Add an external reference where available.
• Enter a complete required reason.
• Confirm the new balance after posting.

Do not use a journal entry to hide a missing sale, repayment, or refund.

Expenses¶

1. Open Expenses.
2. Select Expense or Capture Expense.
3. Enter the expense name and category.
4. Enter the amount and payment method.
5. Confirm the expense date.
6. Add a useful narration and reference.
7. Save.

Use the search and date filters to find existing expenses. Correct an incorrect expense through the supported edit or reversal process rather than entering an opposite fictional expense.

Refunds¶

1. Open Refunds.
2. Search for the original sale using its order number or transaction period.
3. Open the refundable sale.
4. Select the returned items and quantities.
5. Enter the reason.
6. Confirm the refund method and total.
7. Complete the refund.
8. Print or save the generated record.

Always use the original sale. This preserves stock, tax, fiscal, payment, and audit links.

Credit and debit notes¶

• Use a credit note to reduce or reverse all or part of a previous invoice or fiscal receipt.
• Use a debit note to add a supported amount to an existing invoice relationship.

Select the original receipt or invoice, confirm the affected lines, enter the reason, and review tax before posting. Fiscal documents may be queued when temporarily offline and must later be synchronized.

Local receipts¶

Open Local Receipts or Search local receipts to find transactions stored on the current device.

Use local history to:

• Verify whether an apparently failed sale completed.
• Reprint a receipt.
• Find an offline transaction waiting to synchronize.
• Compare the local reference with the server receipt.

Local history is not a substitute for completing synchronization.

Payment reconciliation¶

1. Open Payment Reconciliation.
2. Filter by date, provider, status, or reference when available.
3. Compare provider results with QuickTill sales.
4. Investigate pending, failed, duplicated, or unmatched entries.
5. Record or escalate the resolution according to permission.

Never mark an unconfirmed provider payment as successful only because a customer presents a screenshot. Verify it using the provider or reconciliation status.

Pricing and promotions¶

Open Pricing & Promotions to maintain:

• Customer groups.
• Price tiers.
• Products assigned to tiers.
• Product variants.
• Promotions and their discount type.
• Product and customer-group eligibility.

Test a promotion on a sample cart before its start date. Check date limits, eligibility, stacking, tax treatment, and user permissions.

Troubleshooting¶

Customer is missing¶

Create the customer first or refresh the directory. For a tax invoice, complete the required buyer details.

Document total differs from expectation¶

Check quantity, price tier, promotion, currency, exchange rate, and tax on each line.

Payment appears twice¶

Stop retrying. Search by reference in receipts and reconciliation, then compare provider records.

Account balance is incorrect¶

Review sales, repayments, refunds, and journal entries in order. Use a documented journal correction only after identifying the cause.

Completion checklist¶

• [ ] Correct customer is selected.
• [ ] Document type matches the business event.
• [ ] Products, prices, tax, and currency are correct.
• [ ] Payments use unique references.
• [ ] Refunds link to the original sale.
• [ ] Account journals have meaningful reasons.
• [ ] Documents are saved before printing.
• [ ] Pending records are synchronized.