Using the Vend Sales Ledger


We will soon replace Sales Ledger with Sales History so you can manage all sales in one place. That means you may notice some features previously actioned in Sales Ledger (Voiding a sale, Exporting sales data, and Accounting posting errors) have now moved to Sales History.

For more information on what the Sales Ledger can be used for moving forward, refer to our Help Centre guide here.

What is the Sales Ledger?

The Sales Ledger is a back-office screen in Vend that allows you to manage your in-store sales. When viewing the Sales Ledger, you can get an overview of all the closed, parked, layby and pending on account sales that have been processed across your stores.

If you have integrated Xero with Vend, the Sales Ledger is where you can come to manage all of your on account postings to Xero. This includes sales that have and have not posted to Xero.

Tip: Unlike the Sales History, the Sales Ledger does not allow you to conduct any point of sale functions such as continuing parked sales or returning sales. Managing your online sales from an e-commerce integration is also completed in Sales History. 

How is Sales Ledger different from Sales History?

Sales Ledger is the place where the store manager or account administrator can oversee the accuracy of their store’s transactions and make sale-specific adjustments where required.

The Sales Ledger is used to edit or void transactions. It is also used to view which orders the store has received and if a sale has posted to Xero.

Admins or account administrators can use the Sales Ledger to report on individual transactions, view details of each transaction, edit and void transactions, edit payments, view and reprint receipts using a different receipt template, and re-post account sales to Xero.

If you have an e-commerce integration, you would also use Sales History to manage your online sales. 

States of Sales in the Sales Ledger:

There are a number of sale states that you will see in the Sales Ledger. They are as follows:

  • Closed Sales
  • On Account Sales
  • Parked Sales
  • Voided Sales
  • Laybys and Completed Laybys
  • Returns
  • Parked Returns
  • Voided Returns

Some of these sales can be edited within Sales Ledger. We will walk you through which sales types can be edited, and the impacts of making these changes in Vend.

Closed Sales

A Closed Sale is one that has been processed and paid in full. Multiple actions can be taken on Closed Sales, including:

  • Editing the Sale
  • Voiding the Sale
  • Editing Applied Payments/Refunds
  • Viewing and Reprinting Receipt


When a Return is processed within Vend, the original sale is linked to it in the Sales Ledger. You can click on a returned product to view the details of the original sale. Returns can be voided, but when done, the original sale that the return is linked to is not voided.

Finding your way around the Sales Ledger

The Sales Ledger is made up of two main sections; the search filters and the list of sales. More information on these two sections will be discussed below:

Search Filters

The search filters in the Sales Ledger can be beneficial in narrowing down your search for a specific transaction, as you will see all sales records for your store since you began using Vend. Depending on the number of transactions you have processed in your store, you may want to use the search filters to make finding a specific transaction easier.

The search filters allow you to filter by a specific date or date range, by sale type, outlet or register the sale was made on, the receipt number of the sale, the sale amount, the Vend user who processed the sale, or the name of the customer who was attached to the sale.

List of sales

Below the filters are the list of sales. Here is where all of your sales records are found. This list will be adjusted based on the filters you specify in the section above. By default, the list will show the most recent sales transaction first and will show basic information about your sales.

For a more detailed look at the sale, click on the column header. This will expand the sale and provide you with a detailed breakdown of the products involved in the sale and the payments that were applied.

Expanding the sale will also reveal some sale management options.

From here you can edit the sale, review and reprint receipts or void the sale if required. For more information on these actions, when to use them, and how the actions impact your sale, check out the best practices section below.

Best Practices for using the Sales Ledger

Editing Sales

Sometimes, you may need to add a customer to a sale or fill out some extra details after the sale has been processed. The Edit Sale function allows you to add a customer or note to a sale after the sale was created.

The following transaction types can be edited in Vend:

  • Closed Sales
  • Layby Sales
  • Parked Sales
  • Returns
  • Parked Returns

To edit a sale on the Sales Ledger, first, click on the sale you wish to edit, which will expand, showing you more information about the sale.

Next, click the Edit Sale button on the right-hand side of your screen.

This will open the Edit Sale page, where you can add the customer or note to the sale.

Note: You can add a customer to a sale on this screen if you forgot to add them at the time the sale was processed. However, you cannot remove a customer from a sale.

Click Save to apply any changes you have made.

Note: Although additional editing features exist on this screen, we do not recommend using these features unless it is absolutely necessary. By altering sales parameters, such as changing the sale date or time, your daily register closure totals, reports, and related sales reports may adversely be affected.

Change a Payment on a Sale

Updated Feature: We have changed your ability to remove a payment on a sale with Vend's Change Payment feature. Vend's Change Payment feature allows you to change the payment type and date of a payment on your Sales Ledger without making changes to your inventory.

There are certain situations where you may need to do this such as:

  • When your retail terminal is not connected;
  • When an incorrect payment type has been applied to a sale; and
  • When there is an outage at your store.

Editing payment details can be processed against the following transaction types:

  • Voided Returns
  • Voided Sales
  • On Account Sales
  • Closed Sales
  • Parked Sales
  • Returns
  • Parked Returns
  • Laybys

For more information on this feature, check out this article.

Reprinting Receipts:

The Sales Ledger allows you to reprint receipts for past sales. You can also reprint receipts using different receipt templates.

To do this, click on the sale to expand it.

To reprint the receipt, click the View Receipt button.

This will take you to a receipt preview screen. Once here, you can go right ahead and click print.

Alternatively, you can use the Select Template drop down to change to a different receipt template before printing.

Sales Ledger and Training Mode

Training mode is an option available in Vend for Mac or PC that allows you to try out Vend without affecting any of your store data. You can return to the Training Mode anytime you want.

Trialling Vend in Training Mode is ideal for processing test sales as all sales processed in Training Mode will not be recorded or synced to Vend. This eliminates the need to edit or void transactions and payments.

After exiting Training Mode confirm that the blue bar has disappeared before processing any real sales. If any sales are processed while Training Mode is still active, they will be treated as dummy sales, and will not be recorded or synced to your store data.

For more information on how to use Training Mode, check out this link here.

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