Sales, Orders & Customers

Sale vs Order — What's the Difference?

Use Quick Sale for walk-in customers who pay on the spot. Use Orders when you need a receipt, expect partial payment, are delivering goods, or want to track the customer's purchase history.

Quick Sale

The Quick Sale screen uses a split-panel layout: your product catalogue is on the left, and the current sale is building up on the right. Here's how to use it:

1. 1

   Find your products

   Search by name, scan a barcode/QR code, or browse by category in the left panel.

2. 2

   Add to the sale

   Click a product to add it to the order on the right. Click again to increase the quantity, or type the quantity directly.

3. 3

   Apply a discount (optional)

   You can apply a percentage or fixed discount to individual line items or to the whole sale total.

4. 4

   Assign a customer (optional)

   If the customer has a profile in your system, search for them to attach this sale to their history.

5. 5

   Select payment method

   Choose cash, Mobile Money, bank transfer, or any custom method your shop has set up.

6. 6

   Complete the sale

   Click Complete Sale. Stock is deducted instantly and the sale is recorded. You can print or share a receipt right away.

Creating an Order

Go to Orders and click + New Order. The form uses the same product-picker layout as Quick Sale.

In addition to products, you can also set:

• person Customer — Required for tracked orders. If the customer doesn't exist yet, you can create a new profile on the spot.
• category Order type — Retail or Wholesale. Wholesale orders can have different pricing terms.
• note Notes — Any special instructions for this order that will appear on the invoice.
• campaign Marketing source — Where did this customer find you? Useful for tracking which channels drive sales.

When saved, the order starts with a Pending status. No stock is deducted yet.

Order Detail Page

Click any order to open its detail page. This is your command centre for that transaction. From here you can:

• payments Record a payment (full or partial).
• picture_as_pdf Download or print a PDF invoice.
• update Move the order through its status stages (Pending → Confirmed → Completed).
• cancel Cancel the order if it's no longer going ahead.
• history View the full payment history and outstanding balance.

The order detail page also shows the customer's contact details, the order date, and all line items with prices and quantities.

Recording Payment

MyShop supports split payments — a customer can pay in multiple methods or across multiple occasions. On the order detail page, click Record Payment.

1. 1

   Select the payment method (cash, Mobile Money, etc.).

2. 2

   Enter the amount received. It can be less than the total if the customer is paying a deposit.

3. 3

   Save the payment. The outstanding balance updates immediately.

4. 4

   Repeat for each additional payment until the balance is zero.

All payments are listed in the order's payment history. When the full amount is received the order status can be moved to Completed.

Printing an Invoice

Every order can be printed as a branded PDF invoice. On the order detail page, click Download Invoice. The PDF includes:

• check_circle Your shop logo and business details (configured in Settings → Company).
• check_circle Customer name and contact information.
• check_circle Itemised list of all products, quantities, and prices.
• check_circle Tax breakdown (if applicable).
• check_circle Amount paid so far and outstanding balance.
• check_circle Any notes you added to the order.

Updating Order Status

Orders move through a simple status workflow:

• Pending Order has been created but not yet confirmed. Stock is not yet deducted.
• Confirmed Order is confirmed and goods are being prepared or delivered. Stock is deducted at this stage.
• Completed Goods have been delivered and full payment received. The transaction is closed.

Cancelling an Order

If an order won't be fulfilled, you can cancel it from the order detail page. When you cancel, MyShop will ask you what to do with any stock that was already deducted:

Cancelled orders remain visible in the orders list but are marked with a Cancelled status so you have a full audit trail.

The Sales List

The Sales page shows all completed Quick Sales. You can filter by date range, payment method, or cashier. Summary cards at the top show:

Returns & Refunds

If a customer returns items, open the original order or sale and click Process Return. Select the items being returned and the quantities. MyShop will:

• check_circle Automatically add the returned items back into inventory.
• check_circle Calculate the refund amount due to the customer.
• check_circle Record the return in the order history for your records.

You choose how the refund is issued — cash back, credit, or another method — and this is logged against the transaction.

Customers List

The Customers page lists everyone in your customer database. Three summary cards at the top show:

Search customers by name or phone number. Click any name to open their full profile.

Adding a Customer

Click + Add Customer from the Customers page. The required information is minimal:

• person Full name — required.
• phone Phone number — recommended for easy search and contact.
• mail Email — optional.
• location_on Address — optional, appears on invoices if entered.

You can also create a new customer directly while creating an order — you don't need to add them to the database first.

Customer Detail Page

The customer detail page is the full view of a single customer's relationship with your shop. It shows:

• badge Profile — name, phone, email, and address.
• bar_chart Stats — total orders, lifetime spend, average order value, and outstanding balance.
• receipt_long Order history — every order linked to this customer, with dates, amounts, and payment status.

From the customer detail page you can also click New Order to start a new order for that customer directly — their details are pre-filled automatically.