Record a sale

Free plugin · Dox POS 0.47 or newer

Each sale you record in the register is a WooCommerce order: the stock goes down on its own, and the order shows up in WooCommerce with the rest. This is a sale that came in through WhatsApp.

The seven steps

1. Search for the product by name or SKU. Before you type, the list shows Best sellers of the last 30 days.
2. Tap the size or the color, and it goes into the sale. Each one shows how many are left. A size that is already in the order shows how many you have (+1, +2) and has a − button next to it to remove one without going to the order.
3. Check the products and the quantities with − and +.
4. Choose how the sale came in. The default channels depend on your store’s country: in the United States they are Instagram, TikTok, Facebook and In person, and in Colombia, WhatsApp, Instagram and In person. You change them in Sales channels, ways to pay and customer messages.
5. Write the customer’s name and WhatsApp.
6. Choose how they pay.
7. Tap Paid: record the sale.

The address, shipping, discount and note

In the order, under the customer’s name and WhatsApp, there are more fields. Fill them in when the sale ships:

• State, City and Address. The first one is named as in your store’s country (State in the United States). In countries that use a postcode, such as the United States (ZIP Code), that field shows next to the address too; in Colombia it isn’t asked.
• Shipping: with products in the order and the place filled in, the register shows the shipping options of your store’s zones, each with its price. Tap the right one and its price goes into Shipping cost, where you can change it for this sale. If the store has no cost for that place, type it there by hand. Administrators and shop managers have a Shipping costs button next to Shipping: see Set your shipping costs.
• Discount, under the payment method: an amount taken off the total. It can’t be more than the products, and whoever manages the shop can cap it for salespeople in Settings › Sales › Discounts.
• Note: anything you want written on the order. It shows in its detail, in Orders.

If you choose a channel marked Pickup in the settings (In person, for example), the register hides Shipping and doesn’t charge it. You change that in Sales channels, ways to pay and customer messages.

A sale from another day

If you sold something and did not get to record it that day, record it now with its real date, so it counts on the day and in the month it was sold. Next to Note, tap Sale from another day and fill in two fields:

• Sale date: from yesterday back to 7 days ago.
• Reason: why it is recorded late, for example “it was sold on the 31st and we did not get to record it”.

Then charge as usual with Paid: record the sale. The sale counts on that day in the Dashboard and in Reports, it does not go into the cash of today’s open register, and in Orders it is marked Registered late, with the day it was really entered and the reason. Stock is taken out when you record it.

Only administrators and shop managers see it, and it only works for sales already paid: not for layaways or store credit deposits. It needs an internet connection, because a sale from another day is not saved in the offline queue.

On a phone

A phone screen cannot fit everything at once, so you search first and then check the order:

1. Search for the product and tap the size or the color. When you add the first one, a bar appears at the bottom with the units, the total and the View the order button.
2. Keep adding what the customer is buying. The bar adds up each product. If you tapped the wrong one, remove it with the − next to the size.
3. Tap View the order. The order opens with the products, how the sale came in, the customer and the payment: carry on from step 3 above.
4. Something missing? Tap the Keep searching arrow, at the top left. You are back on the search without losing what you already picked.

To start again, tap Empty all, at the top right of the order. The register asks first, because the products and the customer details are removed: confirm with Empty all or tap Cancel.

What happens next

• The order is in WooCommerce › Orders, and the stock, the reports and the emails are the ones your store already had.
• Two people can sell at the same time. The order holds its units the same way the checkout does, so the last one can’t be sold twice.
• No signal? A sale recorded with the screen open and no connection stays on the phone and goes in on its own when the connection is back, without duplicating. Paying with store credit does need a connection.
• For a deposit, something that is not in the catalog or a sale paid with store credit, see Deposits and store credit.

Before this: Install Dox POS and open the register