Creating a Counter Sale
Steps
- Go to Counter Sales in the sidebar
- Click + New Sale
- Choose the sale type and customer
- Add the items ordered
- Set flavours (scoop variants) for each item
- Add any extra items if needed
- Fill in payment details
- Click Create Sale
Sale type and customer
The first thing to set is who the sale is for:
Member (Profile)
Select an existing member using the member search. This links the sale to their profile. Members can pay by Wallet (balance deducted automatically) or any other payment method.
When wallet is selected, the member's current wallet balance is shown next to the selector so you can check if there is enough balance before saving.
Walk-in Customer
No member profile needed. You can optionally enter the customer's name and phone number for your records. Walk-in sales cannot use wallet payment — only Cash, UPI, Bank Transfer, Cheque, or DD.
Personal Use
For staff consumption or testing. No payment is collected. You can optionally tag a member for tracking purposes. A blue info box confirms "Free / no charge."
Adding items
- Click + Add Item
- Search and select a Meal Plan (e.g. "Protein Shake")
- Set the number of servings using the +/− buttons (default is 1)
- The price per serving auto-fills from the meal plan — you can override it for this sale
- The line total updates automatically
Repeat for each item ordered.
Choosing flavours (scoop variants)
Each item shows a scoop selector for every scoop in the formula. For example, a 2-scoop protein shake shows "Scoop 1" and "Scoop 2" dropdowns.
- Default variants pre-fill from the meal plan setup — usually no changes needed
- To change a flavour, click the scoop dropdown and select a different variant
- Auto-fill: If you change one scoop, any other unselected scoops automatically fill with the same variant
- Products with only one variant have all scoops auto-selected — no action needed
The variant you choose controls which product's stock is deducted.
Adding extra items (add-ons)
Extras are products sold alongside the main items — a protein bar, a bottle of water, a shaker, etc.
- Click + Add Extra in the items section
- Select the product and variant
- Enter the quantity
- Set the price (auto-fills if the product has a price)
Extras and payment: Extras are charged separately from the main items.
- If the main payment is Wallet, extras must be collected via a different method (Cash, UPI, etc.) — an Extra Payment Method selector appears in the payment section
- If the main payment is cash or UPI, extras are included in the same total
Notes
A Notes field is available at the bottom of the items section. Click the chevron to expand it. Notes are internal only — they appear on the sale record but not on the customer receipt.
Payment details (right panel)
The right panel shows the financial summary and payment settings.
Ledger account
Select which account the payment goes into:
- Cash Account — for Cash payments
- Bank Account — for UPI, Bank Transfer, Cheque, DD
If you only have one account of the right type, it is auto-selected.
Payment reference
For UPI, Bank Transfer, Cheque, and DD sales, a reference field appears:
- UPI → UTR Number
- Bank Transfer → Transaction Reference
- Cheque → Cheque Number
- DD → DD Number
This is optional but recommended for reconciliation.
Payment method shortcuts
Common payment methods appear as quick-select buttons. For walk-in customers the wallet option is hidden.
Settlement summary
The bottom of the right panel shows:
- Items total — sum of all main items
- Extras total — sum of extra items (if any)
- Wallet deduction / Cash collected — labelled based on your payment method
Deferred mode banner
If your centre uses Deferred preparation mode, a blue banner appears at the top of the create page:
"Deferred preparation is enabled. After saving, this sale will be queued for preparation."
The sale saves normally — the difference is that stock is not deducted until the order is marked as Prepared in the Prep Queue. See Prep Queue for details.
Stock shortfall resolution
If there is not enough open stock to fulfil the sale, saving will show a Stock Resolution dialog instead of completing the sale. This happens when the open packs do not have enough remaining quantity for the variants you selected.
The dialog shows each variant that is short, with the quantity needed vs what is available.
Resolution options per variant
Rollover Pack Available if there is an older open pack for this variant. Rolls over remaining stock from the oldest open pack to the current active pack, combining quantities. Use this when you are working through multiple open containers of the same product.
Open New Pack Opens a new pack from your sealed inventory. Enter the physical unit count (how many scoops/grams the new pack contains). You can also add a note. This deducts one sealed unit from inventory and adds its contents to open stock.
Force Overuse Records the sale even if it results in a negative open stock balance. This is a fallback for situations where the physical stock exists but the system records are behind. Force overuse requires at least one open pack to exist for the variant — you cannot force into a pack that has never been opened.
Force overuse will record a negative balance in your inventory. Use it only when you know the physical stock is available but the system count is off. Reconcile the count as soon as possible.
Once you have resolved all shortfalls, click Create Sale inside the dialog to complete the sale.
Opening a pack from the item line
You can also open a pack directly from the item line without going through the stock dialog. Each item has a package icon button. Click it to open the pack dialog for that specific item:
- Select the variant
- Enter the number of units (if the product does not have a default pack size)
- Optionally add a note
- Click Review to see the summary
- Click Open Pack to confirm
This is useful when you know in advance that a pack needs to be opened before the sale.
After saving
- The sale appears in the Counter Sales list
- In Simple mode: Stock is deducted immediately
- In Deferred mode: The sale enters the Prep Queue for preparation; stock deducts when marked Prepared
- If linked to a member, the sale appears in their profile history
- The invoice number is assigned automatically
Editing a counter sale
You can edit a counter sale after it is created — open the sale from the list and click Edit, or click the edit icon in the list row.
You can change:
- Items and servings
- Scoop variants
- Extra items
- Customer name / phone (walk-in sales)
- Sale date
- Notes
- Payment method and reference
For member sales, the wallet balance, payment status, and preparation status are shown in the edit panel as read-only badges.
Wallet sales with extras: If the original sale had extras with a separate payment method, those settings are pre-filled and can be updated.
Cancelled sales cannot be edited — a red banner is shown and all fields are disabled.
Filtering and finding sales
The Counter Sales list has several filters:
| Filter | What it does |
|---|---|
| Search | Matches invoice number or customer name |
| Member | Shows sales for a specific member |
| Today / Yesterday | Quick date shortcuts |
| Date range | Custom from/to date filter |
| Prep status | All / Awaiting prep / Prepared / Not tracked |
| Show / Hide cancelled | Toggle cancelled sales (hidden by default) |
Cancelling a counter sale
Open the sale → click Cancel Sale (from the list row or the sale detail).
You can optionally enter a cancellation reason. This:
- Marks the sale as Cancelled
- Reverses the stock deduction (or cancels the pending deduction in Deferred mode)
- Reverses any wallet deduction
- Voids the payment record
Cancelled sales remain in the database for audit purposes. Toggle Show Cancelled in the list to see them.