Sales invoices · V1 · Lapitap Docs

Sales → Sales List (permission 120) is the sales ledger.

The list#

Date range (default today), search by invoice code or customer, refresh, + (permission 121).
Columns: invoice code, customer, dates, Total / Paid / Adjusted / Refunded / Balance, and a status badge.
Select rows to delete (void) several at once.
Print Sales List prints the date range with money columns and a totals row.

Create an invoice#

+ opens the invoice form. Esc closes it.

1. Customer#

Type the customer's Phone. Existing customers are matched instantly (then on the server) and their name and city fill in. A phone below 10 digits or not found is treated as a walk-in; the name is optional. A new phone with a name creates the customer for you. Phone is required.

2. Header#

Field	Rule
Invoice #	Generated: `<outlet code>-<yymmdd>-<nnn>`. Read-only
Invoice Ref.	Optional external reference. Must be unique
Invoice Date, Due Date	Both required
Note	Optional

3. Items#

Add products by scanning a laptop or searching in the product box. Laptops already in the cart are hidden from the picker.

Column	Meaning
Product	Name
Qty	Laptops are always 1. Parts: up to the stock available; at least 1
Price	Unit price — starts from the bargain price (or the sale price if none) × qty
Sold	What you actually charge for the line. Edit it to give a discount
Disc.	`Price − Sold`, calculated for you (never negative)
Tax	`Sold ×` the combined rate of the taxes ticked on the product's category
Total	`Sold + Tax`

Trash icon removes a line. Footer shows Sub Total, Discount, Total Tax and Total Amount.

Scanner rules on this form#

A scan adds the laptop only if it exists, is a laptop, is Available and is not already in the cart. Otherwise you get a message such as CODE - Status is Reserved.

4. Save#

Totals are recomputed on the server from the lines — the figures on your screen cannot be tampered with. If the invoice cannot be saved, nothing is changed.

On save, in one all-or-nothing step:

each laptop becomes Sold (only if still Available);
parts are deducted from stock — sale outlet first, then Warehouse, then other outlets (you get a warning when stock from several outlets was merged; the sale fails only if no outlet can cover it: Insufficient stock for …);
the sale journal entry is posted;
the invoice starts as Pending.

NOTE

You can only create invoices for your own outlet.

Invoice statuses#

Status	Meaning
Pending	Nothing received yet
Partial	Part-paid (or part-refunded)
Paid	Balance is zero
Returned	Fully returned (settled by the return flows)
Cancelled	Voided

Status is recalculated by the system as payments, refunds and credit notes happen. You cannot set Paid, Returned or Cancelled by hand.

Row actions#

Icon	Action	When
Eye	View Invoice (125)	Always (if allowed)
Printer	Print Invoice	Always
Credit card	Collect Payment (124)	While a balance remains
Pencil	Edit (122)	Pending only
Trash	Delete (123)	Offered on Pending invoices — it voids the invoice

Edit#

Only Pending invoices can be edited. Changing lines is reconciled against stock automatically: removed lines go back to stock, added lines come out, changed quantities adjust by the difference. The old journal entry is reversed and a new one posted. Moving the invoice to another outlet relocates all its stock in one pass. You can only move it to your own outlet.

Delete = void#

Deleting never erases an invoice: it restores all stock, marks it Cancelled and reverses its journal entry. Only Pending or Partial invoices can be voided (No voidable sales found otherwise). A paid invoice is reversed with a refund or credit note instead.

View an invoice#

The read-only view shows the customer, invoice info, product lines, totals and then everything related: refunds, credit-note returns and warranty claims, the payment history, credit notes applied, and the balance breakdown.

Printing#

See Printing — Slip, A5 or A4 with the sale outlet's branding.