Selling

Quasar’s selling workflow supports the full lifecycle from initial quotation through order, invoicing, payment, returns, and cash-drawer operations. This chapter covers each stage and the screens involved.

The Sales Lifecycle

A typical sale can follow any of these paths:

Not every sale needs a quote or order. For walk-in retail, the invoice (or POS transaction) is the only document required.

Customer Quotes

A quote is a non-posting document — it does not affect inventory, the general ledger, or accounts receivable. It is a proposal that can later be converted into a sales order or invoice.

Key Fields

Quote Tabs

Converting a Quote

From the quote screen, use the toolbar buttons:

• Create Order — generates a Sales Order pre-populated with the quote’s items, customer, and terms
• Create Invoice — generates a Customer Invoice directly, bypassing the order stage

Sales Orders

A sales order is a commitment to sell that reserves items for a customer. Like quotes, sales orders do not post to the general ledger, but they do appear in stock status and on-order reporting.

Fulfilling Orders

To fulfil a sales order (partially or fully), use the Create Invoice button on the Sales Order screen. Quasar creates an invoice pre-populated with the order’s items and tracks the ordered vs. invoiced quantities on each line. Partial fulfillment is supported — you can invoice a subset of the ordered quantities and fulfil the remainder later.

Customer Invoices

The Customer Invoice is the primary selling document. When posted, it:

• Reduces inventory quantities
• Debits Accounts Receivable (or records a cash payment)
• Credits Sales revenue and Cost of Goods Sold accounts
• Calculates and records applicable taxes
• Awards loyalty points (if the customer is eligible)

Invoice Header

Item Lines

Each line on the invoice captures:

Invoice Tabs

Toolbar Actions

Customer Returns

A Customer Return reverses all or part of a sale. When posted, it increases inventory, credits Accounts Receivable, and debits the revenue accounts.

Creating a Return

There are two ways to create a return:

1. From an Invoice — open the original invoice and click Create Return. The return is pre-populated with the invoice’s items, customer, and prices. Adjust quantities to reflect what is being returned.
2. Standalone — create a new Customer Return directly. Optionally link it to the original invoice using the Orig Invoice field.

Key Fields

Return Tabs

The return screen includes the same tab structure as the invoice (Totals, Comments, References, Taxes, Item Info, Discounts, Tenders) plus:

• Govt E-Invoice — for markets requiring electronic credit note certification
• E-Invoice Sender — PEPPOL/ETD delivery status for electronic returns

Packing Slips

A Packing Slip is a warehouse pick document generated from an invoice. It lists the items, quantities, and sizes without pricing information, for use by shipping or warehouse staff.

Invoice Payments

The Invoice Payment screen shows all payments and allocations applied against a specific invoice. This is accessed from the invoice toolbar via the View Payments button. It displays:

• Payment date and amount
• Payment method (customer payment, return allocation)
• Remaining balance

No-Sales

A No-Sale records a cash drawer open event that is not associated with a transaction. It creates an audit record of who opened the drawer and when.

Each no-sale records: number, date/time, work date, store, station, and employee. Use the No-Sale List to monitor for excessive drawer openings.

Payouts

A Payout records cash removed from the till for a business purpose that is not a vendor payment (e.g., petty cash purchases, emergency supplies). The amount is debited to an expense account and tracked as a cash-out for ringoff reconciliation.

Customer Withdraws

A Customer Withdraw allows a customer who has a credit balance on their account (from overpayments, credit notes, or prepayments) to withdraw that credit as cash or another tender. This is essentially the reverse of a customer payment.

Key Fields

Tabs

Consignment

Quasar supports consignment selling where goods are placed at a customer location but remain your inventory until sold. The consignment screens track outbound shipments, returns, and status.

POS Transactions

The Quasar POS (Point of Sale) client creates invoices and returns in real time using a touch-screen interface. POS transactions are regular Customer Invoices and Customer Returns — they appear in the same lists and reports. The POS adds:

• Barcode scanning and PLU entry
• Split tender (cash, card, gift card, store credit, e-wallet)
• Modifier wizards for add-on items
• Cash drawer management (open, no-sale, payout)
• Receipt printing
• Ringoff / end-of-shift reconciliation

See the POS chapter for detailed touch-screen workflows.

Selling Screens Summary