CloudPOS Documentation

# Sales & Invoices

View all your sales, access invoices, and manage sales records.

# What You Can Do Here

  • View all sales transactions
  • View detailed sale information
  • Access and download invoices
  • Edit or cancel sales (if allowed)
  • Filter and search sales
  • Export sales data

# Viewing Sales

# Access Sales Page

  1. Click Sales in the sidebar (chart icon)
  2. Sales list page opens

(Screenshot: Sales list with filters and search)

# Sales List Features

  • Search: Search by sale number, customer name
  • Date Filter: Filter by date range (today, this week, this month, custom)
  • Status Filter: Filter by status (completed, pending, cancelled)
  • Customer Filter: Filter by customer
  • Sort: Sort by date, amount, customer

# Sales List Information

Each sale shows:

  • Sale Number: Unique identifier (e.g., SALE-001)
  • Date/Time: When sale occurred
  • Customer: Customer name (if applicable)
  • Amount: Total sale amount
  • Status: Sale status
  • Actions: View, Edit, Print options

# Viewing Sale Details

# Open Sale Details

  1. On Sales page, click on a sale or click "View" button
  2. Sale details page opens

(Screenshot: Sale details page)

# Sale Details Information

You'll see:

  • Sale Information:

    • Sale number
    • Date and time
    • Status
    • Branch and register (if applicable)
    • Cashier/user who processed sale

  • Customer Information:

    • Customer name
    • Contact details (if customer was selected)

  • Items Sold:

    • Product name
    • Quantity
    • Unit price
    • Discount (if any)
    • Subtotal

  • Totals:

    • Subtotal
    • Tax
    • Discount
    • Total

  • Payments:

    • Payment method
    • Amount paid
    • Payment status

# Viewing Invoices

# Access Invoice

  1. Go to Sales → Click on a sale
  2. On sale details page, look for "View Invoice" or "Invoice" button
  3. Invoice opens in new tab or modal

(Screenshot: Invoice/Receipt)

# Invoice Information

Invoice shows:

  • Invoice Number: Unique invoice number
  • Business Information: Your store name, address, contact
  • Customer Information: Customer details (if applicable)
  • Items: All products sold
  • Totals: Subtotal, tax, discount, total
  • Payment Information: Payment method, amount
  • Footer: Terms, thank you message

# Download Invoice

  1. On invoice page, look for "Download PDF" or "Print" button
  2. Click to download or print
  3. Invoice saved as PDF or sent to printer

# Email Invoice (If Available)

  1. On sale details or invoice page
  2. Look for "Email Invoice" or "Send Invoice" button
  3. Enter customer email (if not already set)
  4. Click "Send"
  5. Invoice is emailed to customer

# Editing Sales

# Edit Sale (If Allowed)

Note: Editing completed sales may be restricted. Check with your administrator.

  1. Go to Sales → Click on sale
  2. Look for "Edit" button
  3. Make changes:
    • Add/remove items
    • Change quantities
    • Adjust prices
    • Apply discounts
  4. Click "Save Changes"

# Cancel Sale (If Allowed)

  1. Go to Sales → Click on sale
  2. Look for "Cancel" or "Void" button
  3. Enter reason for cancellation (if required)
  4. Click "Confirm Cancellation"
  5. Sale is marked as cancelled

Note: Cancelled sales may still appear in reports but marked as cancelled.

# Processing Returns

To return items from a sale:

  1. Go to Sales → Click on sale
  2. Look for "Return" or "Process Return" button
  3. Select items to return and quantities
  4. Process return (see Returns & Refunds for details)

# Sales Reports

# View Sales Reports

  1. Go to Reports page
  2. Look for "Sales Report" or "Revenue Report"
  3. See:
    • Total sales by period
    • Sales by product
    • Sales by customer
    • Sales by payment method
    • Profit/loss (if costs are set)

# Export Sales Data

  1. On Sales page or Sales Report
  2. Look for "Export" button
  3. Choose format (CSV, Excel, PDF)
  4. Select date range
  5. Click "Export"
  6. File downloads with sales data

# Tips & Common Mistakes

# ✅ Do's

  • Review sales regularly to track performance
  • Download invoices for customer records
  • Use date filters to analyze specific periods
  • Check payment status for credit sales
  • Keep sales records for accounting

# ❌ Don'ts

  • Don't delete sales - use cancel/void if needed
  • Don't edit sales after payment - process return instead
  • Don't ignore cancelled sales - review why they were cancelled
  • Don't skip invoice generation - customers may need receipts

# How to Confirm It Worked

# Verify Sale Recorded

  1. ✅ Sale appears in list: Go to Sales, see your sale
  2. ✅ Sale details correct: Click sale, verify all information
  3. ✅ Invoice generated: Can view/download invoice
  4. ✅ Customer linked: If customer selected, appears in sale

# Verify Invoice

  1. Open invoice
  2. Verify:
    • All items are listed
    • Totals are correct
    • Business information is correct
    • Customer information is correct (if applicable)

# Troubleshooting

# Sale Not Appearing

Issue: Sale processed but not in Sales list

Solutions:

  1. Check date filter: Ensure correct date range selected
  2. Refresh page: Sometimes needs refresh
  3. Check branch/register filter: Ensure correct branch selected
  4. Verify sale completed: Check if payment was processed successfully

# Invoice Not Generating

Issue: Can't view or download invoice

Solutions:

  1. Check sale status: Sale must be completed
  2. Try different browser: Some browsers block pop-ups
  3. Allow pop-ups: Enable pop-ups for your CloudPOS site
  4. Use download option: Try "Download PDF" instead of "Print"

# Can't Edit Sale

Issue: Edit button not available or greyed out

Solutions:

  1. Check permissions: You may not have permission to edit sales
  2. Check sale status: Completed sales may not be editable
  3. Process return instead: Use return function to correct sales
  4. Contact administrator: If editing is required

Next: Learn about Returns & Refunds or Reports.

← Returns & Refunds →