Sales Terminology
Status of a Sale
Posted sale
When a sale has a status of 'posted', it means the items on the sale are regarded as 'sold' and the sale of these items is complete. A sale will be 'posted' from the time you first enter the sale on the following:
- a layby
- an insurance invoice
- an account sale
A sale will also be posted on a normal sale (i.e quick sale or 'sales, repair valuation') from the time that you make the final payment (i.e sale is fully paid). The status 'posted' means that after the post end of day has been performed for that day, you can no longer alter the items that have been sold on that sale. Once the post end of day has been performed the status becomes 'Posted' (with a capital P) which means the sale can no longer be edited.
Deposit sale
When a sale has a status of 'deposit', it means the items on the sale are NOT regarded as 'sold' until the final payment on that sale has been made. A sale will only have the status of 'deposit' if it is made as a regular sale (i.e. quick sale or 'sale, repair, valuation'). Sales that will never be 'deposit' sales are laybys, insurance invoices and account sales.
The status 'deposit' means that you can alter the sale. You can change the price of the item, remove an item from the sale, and/or add a new item to the sale. When the final payment on a 'deposit' sale is made, the status will then change to 'posted', and after the post end of day you will no longer be able to make changes to the items sold on that sale.
Types of Sales
Gift Voucher
A gift voucher is the receiving of a payment for a future sale. For this reason, only the payment is taken into account when a gift voucher is purchased. No 'item' is sold and the gift voucher will not appear on a 'listing of items sold' as nothing has been sold. When a gift voucher is redeemed, it is then regarded as a sale, and the item purchased will be shown on sales reports. For accounting purposes, a gift voucher is treated as a deposit sale.
Layby / Lay-away
A lay-by and lay-away is the same thing. It is a sale that is used whenever a customer wants to purchase goods and pay for the goods over time. A layby can be for a stock item or a non-stock item. A layby, once saved, will have the status of 'posted'. This means the items on the sale are updated as being 'sold', and after the post end of day, you cannot make changes to the items on the layby.
If a customer is wanting to purchase an item and is putting a deposit down and then paying for the item when they pick it up (eg special order or repair) then you do not use the layby sale. You can use the normal sale option. We suggest you only use the 'layby' sale when it is an actual layby that the customer is wanting.
Account sale
An account sale is regarded as 'posted' from the time the sale is made. Use the account sale option when you have a customer that makes frequent purchases and pays for the purchases monthly or in bulk. The account sale option does allow you to print account statements, add a finance charge and pay multiple invoices with the one payment.
Insurance replacement
There are two steps involved in the insurance replacement. First is the quote, and then the invoice. The quote is not a sale and has a status of 'quote'. Once the quote is accepted, you can then make the quote into an invoice. The insurance invoice is then regarded as 'posted', and the items on the invoice are regarded as sold. Insurance sales have two receipts, one for the insurance company that shows the discount given. The 'customer copy' receipt does not show the discount.
Customer Quote
The customer quote is not regarded as a sale. It is used to provide the customer with a quote for the items they seek. The quote has no effect on the sales. If the customer wishes to proceed, the is a 'make into sale' button to turn the quote into a sale.
Quick sale
Sale, Repair, Valuation
Stock vs Non Stock
When making sales you can make the sale of a stock item or a non stock item.
Stock definition
A stock item is any item that has a Swim stock number and is entered into the Swim system under the stock area.
Non stock definition
A non stock item is any item that does not have a Swim stock number. For example - jewellery repair. You can make a sale of a non-stock item for repairs, special orders or inventory that has not yet been entered into swim.
Sales buttons
New sale
To create a new sale you can click directly on the 'New Sale' button on the main menu. To create a new sale, refer to 'How to perform a sale in Swim'.
Quick sale
To create a quick sale you can click directly on the 'Quick Sale' button on the main menu. To create a quick sale, refer to 'How to perform a sale in Swim'.
Find sale
To find a sale you can click directly on the 'Find Sale' button on the main menu (or the sales menu). The most recent sales will also show on the main menu and sales menu along the right hand side. You can click on any of these sales to open and view directly, without needing to go to Find Sale.