How to record a sale

Recording a sale takes a few seconds. You need the product in Items and enough of it in stock, or a recipe so Jogan can produce it on the spot.

Steps

1. Open Sales and click Record sale. The Record a sale shortcut on the Dashboard opens the same form.
2. For each line, search and select an item, enter the quantity, and confirm the unit price. The price is filled from the item's selling price and you can change it for this sale.
3. Add more lines if the customer bought several things.
4. Check the Date of sale. It is today unless you change it; pick an earlier day to record a sale that already happened. Future dates are not allowed.
5. Optionally enter a Discount, a flat amount off the total.
6. Check the subtotal and total, then save.

The Stock overview panel on the form lists every item with what is in stock, grouped by whether it can be produced or by category, so you can see availability while you sell.

Recording a past sale

Pick the day in Date of sale and a note under the field confirms the sale is backdated, with Use today to switch back. The sale, its stock movements and its invoice number (INV- plus that day's date) all carry the date you chose, so it lands on that day in reports.

The date you pick stays on the form for your next sales that same day in that browser tab, handy when you are entering a stack of paper receipts. Close the tab or come back tomorrow and it starts at today again.

A backdated sale is costed at the item's average cost now, and it uses the stock you have now. It counts toward this month's sales cap, whatever day you pick.

You cannot sell what you do not have

If a quantity is more than the stock on hand, the form marks the line and refuses to save. The available figure shown is the current stock. There are two ways forward:

• Stock it in first (a purchase, or a production run), then record the sale.
• Auto-produce. Tick Auto-produce items not yet in stock. For any line that is short and whose item has a recipe, Jogan runs the recipe for the shortfall as part of the sale, in whole batches. The available figure then includes what can be produced from the components you have. If the components are also short, the sale is refused with a list of what is missing. See How to run production.

What happens when you save

Stock is deducted, each line is costed at the item's current average, the sale is numbered INV-YYMMDD-0001 style, and the Dashboard and Reports update at once. Full detail in What happens when you record a sale.

After saving

• Click the invoice number in the Sales list to open the receipt. See How to view and print a receipt.
• Got something wrong? Open the sale and click Edit sale to change its items, quantities, prices, discount or date. The stock is put right for you and the invoice number stays. See How to fix a mistake.

Plan limits

Each recorded sale counts toward your plan's monthly sales cap. If you are at the cap, the sale is refused with an upgrade prompt. See The monthly sales limit.

Tips

• Record sales as they happen, not at the end of the day, so stock levels stay true for everyone. Backdating is for catching up, not the routine.
• Members can record sales; Read-only accounts cannot. See Team roles explained.