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Using the Retail POS (X-Series) sales ledger

  Important

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 the legacy back-office screen in Retail POS that allows you to view your in-store sales. 

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.  


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 Retail POS.

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 Applied Payments/Refunds
  • Viewing and Reprinting Receipt

Returns

When a Return is processed within Retail POS, 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.


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 Retail POS. 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.

Sales-ledger-search.png

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 Retail POS 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.

Sales-ledger-transactions.png

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.

Transaction-details.png

 


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 and click the View receipt.

Sales-ledger-transaction-details.png

This will take you to a receipt preview screen. Once here, select a receipt template from the drop-down and click Print.

View-receipt.png

Sales ledger and training mode

Training mode is an option available in Retail POS for desktop that allows you to try out Retail POS without affecting any of your store data.

Trialing Retail POS in training mode is ideal for processing test sales as all sales processed in training mode will not be recorded or synced to Retail POS. 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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