Sales, quotes & returns

Add a sale (invoice)

1. Pick the location, customer and date. Pay terms and price group come from the customer.
2. Add products, quantities and prices. Add discounts, order tax and shipping charges.
3. Set the status to Final to create the invoice (or Draft / Quotation / Proforma).
4. Enter the payment received now, if any. Anything unpaid stays as due.
5. Save. You can print, email or share the invoice from the sales list.

Quotations, proforma invoices & drafts

Create them from the Sales menu. They don't affect stock or accounts. When the customer agrees, open it and convert to an invoice. This opens Add Sale already filled in. The lines keep the prices and tax the document was agreed at, even if the product's price has changed since. Converting a rejected quotation works the same way.

• They are not money owed. In All Sales they show no payment status or due, they are left out of the totals and the payment filters, and you can find them by their number (DR-, QT-, PF-).
• A payment or a return can only be made on an invoice. A draft, quotation or proforma can only be viewed, edited, printed or deleted.

Sales orders

Record what a customer has ordered before you deliver. When you create the invoice, pick the sales order so its items are pulled in, at the order's prices. A sales order doesn't take stock, so deleting one doesn't change stock either.

Shipments

Track delivery status (ordered, packed, shipped, delivered), the delivery person and shipping details for each sale. Only invoices appear here, not quotations or drafts that have shipping details.

Sales return

There are two ways to take goods back. Each follows its own settings in Business Settings › Sales Returns.

• Return mode at the till (Retail). On the POS screen, press Sales return and scan the customer's receipt. Tap each item coming back and pick a reason (Size / fit, Defective, …). Mark it Back to stock or Damaged, choose how to give the money back, then Complete.
• The Sell Return form (Wholesale). In All Sales, open the invoice's actions menu and choose Sell Return. Pick the customer and invoice, set the quantity for each line with Restock or Damaged, and add a reason and a note. Then settle with the customer and press Save or Save & print.

If the invoice was not fully paid, the return first pays off what is still owed on it. Only the rest is refunded or credited. You never hand back cash for goods that were not paid for.

Refund now	Give the money back in cash, by card or another method. It is recorded as a refund, and taken out of the open cash register.
Give a credit note	The customer gets a credit receipt with a barcode, worth the return. This suits walk-in shops, such as clothing stores. Anyone can spend it on a later purchase.
Credit the customer's account	The amount goes onto a named customer's advance balance, and they spend it with the Advance payment method. This suits wholesale customers you know. It is not available for the walk-in customer.

Spending a credit note at POS

1. At the end of the sale, open Multiple Pay and choose Credit Note as the payment method.
2. Scan the barcode on the credit receipt, or type its number, and press Check. The till shows how much is left on it and fills in the amount.
3. Add another payment row for any difference, then finalise. Whatever is not used stays on the credit note for next time.

Damaged goods and return reasons

A line marked Damaged is not put back on sale. It is written off automatically as damaged stock, at the cost the return brought it back in at. The write-off belongs to its return, so it changes or disappears when the return is edited or deleted. Each return records its reasons, and they print on the credit receipt.

Returns without a receipt

If Allow returns without receipt is switched on for Retail, return mode shows No receipt?. Search for the products coming back and complete the return. The customer always gets a credit note, at today's selling price, and the goods go back into stock as a new lot.

Sales return settings

Business Settings › Sales Returns has a Retail profile (return mode at POS) and a Wholesale profile (the Sell Return form and the mobile app). Each profile has these settings:

Default settlement	Which option is pre-selected: credit note, refund or customer balance.
Return window	How many days after the sale a return is accepted (0 = no limit). Older sales are refused.
Credit note validity	How many days a credit note can be spent (0 = it never expires).
Manager approval for refunds	Money refunds need the username and POS passcode of someone with the Refund money on a return role permission. Credit notes and customer balance never need approval.
Refund to original payment method	Pre-selects how the sale was paid.
Restock by default, Apply the original sale's discount, Allow returns without receipt, printing	Starting values and printing for that kind of return.

A walk-in return can still go onto a customer's account: Attach the customer in return mode, or pick one on the Sell Return form.

Discounts, promotions & coupons

A discount applies by itself at the POS when the cart qualifies. Choose the products, a brand or a category, the location and the dates, then the Promotion type:

% or amount off each item	For example 10% off all dairy. An amount is taken off the price before tax.
Buy X, get Y free or cheaper	For example buy 2, get 1 free (100%), or buy 1, get 1 at 50% off. The cheapest qualifying items are the ones discounted.
Multi-buy	A group price, e.g. any 3 for ₹100. Products can be mixed.
Quantity tiers	A cheaper price each the more is bought. One tier per line, quantity = price each: 10 = 4.50 and 50 = 4.00 means 10 or more at ₹4.50 each, 50 or more at ₹4.00. All matching items on the bill count together.
Bill discount	Spend X, save Y: an amount or % off the whole bill once it reaches the minimum.

• Days and Hours limit when it runs, e.g. a weekend offer or a happy hour from 16:00 to 18:00. 22:00 to 02:00 runs past midnight.
• If a line qualifies for several offers, the one with the highest priority wins. Each line gets one item offer. A bill discount can come on top.
• At the POS, each discounted line shows its offer and the old price struck through, and the bill offer shows under Subtotal. Offers can't be applied while the till is offline.

Coupons: tick Coupon only on a discount so it applies only with a code. In the Discounts list, open the discount's actions menu and choose Coupons to create one code (e.g. WELCOME10) or many random codes at once. Each code can have uses per code (e.g. 1 for single-use codes) and an expiry date. Download them as a CSV to print or send. At the POS, type or scan the code in the Coupon box and press Apply. The POS says whether it is valid, used up or expired. A used code is counted when the sale is saved, and deleting the sale gives the use back.

Customer price lists

Give a customer, or a whole customer group, its own price for some products, e.g. a hotel or a trade buyer on contract prices.

1. Pick the customer or the customer group.
2. Paste the prices, one per line: SKU = price (tax inclusive). You can copy two columns (SKU, price) straight from a spreadsheet. Save.
3. Change a price in the list, or clear it and save to remove it.

At the POS and in the online store, as soon as that customer is on the sale, those lines take their price and show Customer price. A line at a customer price gets no other offer. A customer's own price wins over their group's.

Scheduled price changes

Set a new selling price to take effect on its own at a date and time, and optionally change back later. ZaleBee checks every 15 minutes.

1. Enter Takes effect and, if it's temporary, Change back at.
2. Paste the new prices: SKU = price, one per line. Add a note, e.g. "Diwali week". Save.
3. Waiting changes are listed with the price now and the new price. Delete one before it starts if plans change. Applied changes are listed below with the old and new price.

From an offer flyer: a flyer with offer prices and valid dates has a Schedule prices button, in the catalog list and on this page. It puts each item's offer price on the product from the flyer's first day, and the previous price back the day after its last day. Pressing it again replaces the flyer's changes that haven't started yet.

Online store

Switch on Open the online store and share the Store link (on WhatsApp, Instagram, a QR code at the counter). Customers browse one location's products with its prices, stock and offers, add them to a cart, and order for delivery or pickup. They pay when they get the goods.

• Set the location to sell from, an optional price group, delivery charge, minimum order, whether to hide out-of-stock products, and a headline and introduction.
• Each order arrives as a Sales Order (Sell › Sales Order), marked as from the online store, with the delivery address and the customer's note. The notification bell shows new orders. Enter a number in WhatsApp new orders to to also get a WhatsApp (needs a WhatsApp API). Prepare it, then create the invoice from the sales order as usual.
• Prices are always worked out by ZaleBee, including running promotions, never taken from the customer's browser. A customer can't order more than is in stock.
• A returning customer is recognised by mobile number, even written differently (+968 9111 2233 or 91112233). A new number becomes a new customer.
• After ordering, the customer gets an order page showing the order number, what they ordered and its progress (received, packed, on the way, delivered) as you update the shipping status.

Gift cards

1. Sell a card: enter the value and how it is paid (cash, card…). Scan a pre-printed card's number, or leave it blank for a 12-digit number. Optionally add an expiry date and a note. Press Take payment & print card and hand over the printed card with its barcode. If a customer is selected on the POS, the card is linked to them.
2. Spend it: at the end of a sale open Multiple Pay and choose Gift card as the method. Scan or type the number and press Check. The POS shows what is left and fills in the amount, and the rest can be paid another way. Whatever isn't used stays on the card.
3. Check a balance from the same window (Check balance tab), or see every card under Sell › Gift cards.

Other sales tools

• Subscriptions: on Add Sale, tick Subscribe? to bill a customer automatically, and click the link icon beside it. In the window that opens, set the interval (e.g. every 1 month, or in days or years), the number of repetitions (blank for no end) and, for monthly billing, the day of the month. See them under Sales › Subscriptions.
• Import Sales: upload past invoices from a spreadsheet.