Sales & Invoicing#

Learn how to record sales, manage payments, and generate invoices for your customers.

Creating a sales record#

1. Go to Sales: Click on "Sales" in the navigation menu
2. Click "Add Sale": Start a new sales record
3. Select customer: Choose from dropdown (existing customers) or leave blank for walk-in customers
4. Add items: Search for items and enter quantities (Product images are displayed in the item picker for easier identification)
5. Add charges (optional): Enter item-level charges like delivery fees
6. Apply discount (optional): Enter discount amount if applicable
7. Record payment: Select payment method and enter amount
8. Add notes (optional): Include any additional information
9. Save: Click "Save" to create the sales record

Multi-session Sales (Tabs)#

Handle multiple customers at once with the tabbed sales interface:

• Multiple Tabs: Open multiple sales sessions simultaneously. This is perfect for when a customer needs to check something while another is ready to pay.
• Session Management: Easily switch between active sessions or reset a session if a customer cancels their order.

Keyboard Shortcuts#

Speed up your workflow with these keyboard shortcuts:

• Ctrl + S: Save the current sale and start a new one.
• Ctrl + Shift + S: Save the current sale and return to the sales list.
• ESC (Double Press): Cancel the current entry and go back to the list.

Customizable settings#

Every business has unique needs. Customize the sales page with settings including:

• High/Low contrast toggle
• Color differentiation by section
• Text size adjustment
• Indoor/Outdoor use modes
• Currency settings
• And many more options

Payment methods#

LedgerKnow supports multiple payment methods:

• Cash: Physical currency payments
• UPI: Digital payments via UPI apps
• Card: Credit or debit card payments
• Cheque: Check payments
• Bank Transfer: Direct bank transfers
• Mobile Money: Payments via mobile money services (MTN, Airtel, etc.)
• Other: Any other payment method

Split payments#

Customers can pay using multiple methods for a single sale:

1. Click "Add Payment" to add another payment method
2. Select the payment method and enter the amount
3. Repeat for additional payment methods
4. Total payments can be less than, equal to, or more than the sale amount

Payment status#

• Pending: No payment received yet
• Partial: Some payment received, but not the full amount
• Paid: Full payment received

Invoice generation#

Every sales record automatically gets a unique invoice number in the format: INV-YYYYMMDD-XXX

• Invoice numbers are generated automatically
• Numbers reset daily for each organization
• Sequential numbering ensures no duplicates

Print formats#

LedgerKnow supports two invoice formats:

• A4 format: Standard paper size with detailed table layout
• 3-inch thermal: Compact format for thermal printers (common in retail)

Sharing invoices#

Share invoices with customers using public links:

• Full invoice link: Share complete billing details including payments and prices with your customers.
• Delivery-only link: Provide staff with a simplified view showing only items and quantities etc. Links are secure and available for 24 hours.
• Internal Printing: Instantly print receipts or sale records for your team to keep operations moving fast.
• Visual Clarity: All shared links and previews automatically use accurate currency symbols.
• No account or login is required to view these public links.

Item-level charges#

Add extra charges to individual items:

• Delivery fees for specific items
• Service charges or handling fees
• Packaging costs
• Charges are added to the item total

Editing sales records#

Edit permissions depend on your role and payment status:

• Owners: Can edit any sale within 24 hours of creation
• Admins & Editors: Can edit pending and partial payment sales anytime
• Viewers: Cannot edit sales (read-only access)
• Fully paid sales can only be edited by owners within 24 hours