Recording a sale is the core activity of your refilling station management. This guide explains how the system handles your data from the moment you enter a transaction to the automatic updates in your inventory and financial reports.

1. Entering Transaction Details
The process begins with gathering the essential details of the sale. You can select a Customer (optional) and the Type of Order (such as Delivery, Pickup, or Walk-in). You then build the order by choosing Products and entering the Quantity. The system automatically handles the Date and calculates the Price based on your station's specific rules.

2. Built-in Quality Checks
Before any data is saved, the system acts as a gatekeeper to ensure everything is accurate:

• Subscription Verification: It ensures your station is within its monthly transaction limits.
• Completeness: It prevents empty orders from being saved and ensures all numbers (like quantities) are valid.
• Pricing Accuracy: It double-checks that the correct rates are applied—for example, automatically applying a "Pickup" price for 20L refills if that's how your station is configured.

3. Automated Processing
When you click "Submit," the system performs several tasks simultaneously to save you time:

• Permanent Recording: The sale is logged into your station's permanent history.

• Inventory Automation: For water refills, the system automatically subtracts necessary supplies (like seals or caps) from your stock, keeping your inventory accurate without manual counting.

• Financial Tracking: A record of the balance is created in your Accounts Receivable ledger.

• Smart Payment Handling:

  • If the sale is marked as Paid, the revenue is recorded immediately.

  • If the customer has Store Credit, the system automatically applies it to the sale and updates the customer's remaining balance.

• Offline Reliability: If your internet connection drops, the system saves the record on your device and uploads it to the cloud automatically once you are back online.

4. Immediate Results
Once the sale is processed, you are returned to your list with a confirmation message. Behind the scenes, your Dashboards, Financial Reports, and Inventory Charts are updated instantly to reflect the new revenue and stock levels.

5. Error Prevention and Safety
If a mistake is made—such as entering an invalid quantity or forgetting a required field—the system blocks the save and highlights exactly what needs to be corrected. This ensures that your business data remains clean and reliable.