Sales and expenses

Why

The sale is the source of every document: prices, quantities and customer flow into the invoice, receipt, stock deduction and the customer's course balance. Pick the wrong customer and the course lands on someone else

How

1. 1Sales: press Add sale — a new quotation opens (only roles allowed to add see this button)New quotation page
2. 2Customer: type name / HN / phone (3+ characters) and pick — the customer bar then shows red Drug allergy chips, credit and points
3. 3Category bar: choose Exams/Lab/X-Ray, Course, Products or Coin for what you are selling
4. 4Type name/code or scan: type or scan a barcode and pick the item — items the customer is allergic to show Allergic
5. 5In the table use + / − to set the quantity, then check Price/Unit and Total on the row
6. 6Drugs: press Add medication usage under the drug name to enter how to take it
7. 7Regulars: press Previous Receipts, tick items from old bills, then Add … items to insert them at oncePrevious receipts window
8. 8Check the Total Summary panel on the right — Net total is what the customer pays
9. 9Press Save under the summary — Saved, no changes means it is done

Why

Discounts and VAT decide the net total and the tax on the tax invoice. Each role can only discount up to the shop's limit, so nobody gives away too much unnoticed

How

1. 1In the quotation, column Discount/unit: type the per-unit discount for that line
2. 2Press the ฿ / % button next to the discount box to switch baht/percent
3. 3Discount Bill in the summary panel: enter a whole-bill discount and choose ฿ or %
4. 4Choose the VAT Type: no VAT / included / excluded
5. 5Check the line Total discount x% · your limit y% and the Net total
6. 6Press Save — if the discount is over your limit, the discount approval window opensDiscount approval window
7. 7Pick the approval method: tab send to approver (they approve on their device) or enter password (approve on this device)
8. 8Select approver: pick someone whose limit covers this discount
9. 9Password mode: the approver types their password and presses Confirm approval · Send mode: press Send request and keep the window open
10. 10Approver: open Pending discount approvals and press Approve or Reject — the requester's screen checks every 5 seconds and saves the bill once approved
11. 11Owner: on Roles & permissions click the role, then the General tab
12. 12Max discount (%): this role’s discount ceiling — above it needs approval
13. 13Press Save

Why

The invoice is what the customer actually owes. Payment can only be taken after it exists, and once issued the bill's items are locked so totals cannot change after collecting money

How

1. 1In the bill's Quotation tab press Create invoice at the top right — or Issue invoice on the row in SalesInvoice confirmation window
2. 2Check the number, item count and total in the window
3. 3Invoice date: pick the issue date, not before the sale date — the quotation date does not change
4. 4Press Create Invoice (from the Sales list the button is Issue invoice) — the quotation is saved first, then the invoice is issued
5. 5You land on the Invoice tab — the step bar shows the number and the amount due, with a Receive payment button

Why

The channel and receiving account drive shift closing, finance reports and PEAK data — choose wrong and the cash drawer will not match. Saving issues the receipt and deducts stock automatically

How

1. 1On Invoices press Receive on an outstanding row — or Receive payment at the top right of the billReceive payment window
2. 2Payment Type: choose Full payment — the amount is locked to the balance
3. 3Payment method: press Cash, Transfer, Card, Other, Credit or Points — faded tiles are unavailable; hover to see why
4. 4Receiving account: pick the account the money really goes to (required for cash/transfer/card/other)
5. 5Cash: in Received Amount type it or use the quick buttons / Exact — change is calculated
6. 6Card: enter the rate in Card fee (%) — the actual card charge is calculated
7. 7Payment details: check Received by, Payment Date, Department and Stock store
8. 8Check the Payment summary on the right, then press Receive ฿… at the bottom right (Use credit / Use points for those methods)
9. 9The receipt is issued, stock is deducted, and you land on the Receipt tab
10. 10Owner: on Chart of Accounts, the Payment channel tab — receiving accounts in payment come from here
11. 11Add or edit accounts (cash/bank/card) to match where money really goes, then save

Why

Expensive courses are often paid in parts. Each payment gets its own receipt and the balance is tracked — without follow-up, money owed slips through

How

1. 1On Invoices press Receive on the row — or Receive payment in the billReceive payment window
2. 2Payment Type: choose Deposit (first payment only) or Installment
3. 3Deposit amount / Amount received this time: enter this payment, up to the balance
4. 4Choose the Payment method and Receiving account as usual
5. 5Check Balance after in the summary, then press Receive deposit ฿… or Receive ฿…
6. 6Next time: on Invoices tap the Outstanding card to filter bills not fully paid (default is the last 30 days)
7. 7Press Receive on the row, or Receive next payment in the billReceive payment window
8. 8Choose Partial payment or Pay remaining balance, then receive as before

Why

The receipt is proof of payment for the customer's claims and the shop's reconciliation; attached transfer slips help when totals do not match later

How

1. 1After payment the receipt tab lists Receipts of this invoice — newest on top, one per payment
2. 2Press Print at the top right (latest receipt) or Print on any receiptPrint receipt window
3. 3Choose the language and paper size, then press Print in the window
4. 4Transfers: press Slip on that receiptSlip / proof of payment window
5. 5Press Select file to upload the slip (uses shop storage) — receipts with a slip show Slip attached
6. 6See all receipts in the Receipts menu — filter by Payment date (defaults to today)
7. 7Payment channel: filter cash/transfer/card — the Payments received card totals each channel

Why

Company customers need tax invoices to claim input VAT, and VAT-registered shops use this page for output-tax filing. Wrong buyer details mean cancelling and re-issuing

How

1. 1On Receipts press Issue tax invoice on the receipt row (only receipts without one)Create tax invoice window
2. 2Address type: choose Present address (person) or Company address — details are filled from the customer record
3. 3Customer name: the buyer name printed on the document (companies use the registered name)
4. 4Tax ID number: 13 digits — required in this window
5. 5Fill in Address, sub-district, district, province, zip code and phone (all required)
6. 6Press Save
7. 7Print: on Tax invoices press Print on the row (or Print in the bill's TAX tab)
8. 8Month end: on Tax invoices set the date filter to This month and read the Output VAT card
9. 9Press Export Excel to get the file for the VAT return

Why

Documents are chained, so they are cancelled backwards from the end — stock, points and credit are returned correctly and no tax invoice is left without its receipt. Cancelling cannot be undone

How

1. 1In the bill, if there is a tax invoice: press the TAX tab in the step bar
2. 2Press the ⋯ button at the top rightMore actions menu
3. 3Choose Cancel Tax InvoiceCancel tax invoice window
4. 4Cancellation reason: enter why (required) — it shows on the document's cancelled banner
5. 5Your password: enter your login password (needed for tax invoices and receipts)
6. 6Press the red Cancel Tax Invoice button in the window to confirm
7. 7Then receipts, newest first: press the Receipt tab, then ⋯ on the top receipt
8. 8Choose Cancel receipt, enter reason and password, press Cancel receipt — the amount is due again and stock/points/credit are returnedCancel receipt window
9. 9With no receipts left: press the Invoice tab, then ⋯ at the top right
10. 10Choose Cancel invoice, enter a reason (no password), confirm — the bill returns to Awaiting invoice for editingCancel invoice window
11. 11Not selling at all: Quotation tab, ⋯ › Cancel quotation (or Cancel sale in the row ⋯ menu on Sales)Cancel document window
12. 12Press Confirm cancellation — this cannot be undone

Why

Once a bill is fully paid and partly used, receipts cannot be cancelled. A credit note is the proper way to refund or reduce the amount and correct the customer's course balance

How

1. 1On Credit notes press Go to invoices to issue a credit noteInvoices page
2. 2Tap the Paid in full card to filter fully paid invoices (only these can be credited)
3. 3Press ⋯ at the end of that invoice rowMore actions menu
4. 4Choose Issue credit noteCredit note window
5. 5Items / Services: tick the lines to return; Return Amount is pre-filled with the remaining qty — adjust if needed
6. 6Account code: required or it will not save · Category and note are optional
7. 7Check Remaining Value After Deduction and Total Credit Note in the summary (up to what has not been credited yet)
8. 8Press Save at the bottom right
9. 9See issued notes on the Credit notes page — search by credit note no., invoice no. or customer

Why

Walk-in customers buying products without an exam can be billed faster from a product grid, then paid in the same bill flow

How

1. 1POS: in Search Customer type 3+ characters and pick the customer
2. 2Choose a tab: exams/LAB/X-Ray, course, drugs/equipment or credit
3. 3Product search: type 3+ characters, then tap a product card to add it to the cart
4. 4Adjust quantities in the Order Summary panel
5. 5Discount and Tax: choose the Discount type (baht/%) and enter the Discount Bill
6. 6VAT: required — No VAT / VAT Included 7% / VAT Excluded 7%
7. 7Check Issued By and Department
8. 8Press Save at the top right — an over-limit discount opens the approval window first · then you are taken to the billBill page (quotation)
9. 9In the bill press Create invoice, then Receive payment as usual

Why

Expenses recorded with attachments show the shop's real profit and feed accounting/PEAK; without proof they are hard to verify at audit time

How

1. 1Expenses: press Add ExpenseAdd expense window
2. 2Pick the Date on the real receipt, then the Document number (max 45 characters)
3. 3Item: what was bought or paid for
4. 4Category: choose one (required)
5. 5Account code: choose one (required)
6. 6Amount (THB): greater than 0
7. 7Box Drop a file here or click to choose: attach the receipt image or PDF (up to 10 MB)
8. 8Press Save
9. 9Review: tap the No attachment card to filter entries still missing proof
10. 10Owner: on Tag/Category, the Category tab — expense categories come from here
11. 11Add the expense categories you use (e.g. rent, utilities), then save

Why

Telemedicine patients do not pick up in person; this page tracks who has paid shipping, been shipped or received, so nothing is missed. Shops without Telemedicine can skip it

How

1. 1Open Telemedicine shipping and check the status cards: preparing / shipping / delivered (defaults to today)
2. 2Home delivery not yet paid: press Send payment link on the rowDelivery window
3. 3Check Reciever Name, Reciever Address and zip code — you can pick an address from the customer record
4. 4Press Save — a shipping-fee QR appears; press Open QR full screen for the patient to scan
5. 5Tick the rows to ship (works across pages)
6. 6Press Print shipping label (allow pop-ups in the browser)New print tab
7. 7Once shipped: press Start shipping on the row
8. 8Add tracking: press the row ⋯ › Edit, fill in Tracking no. and press SaveMore actions menu
9. 9When the patient receives it: press Mark delivered on the row

Why

Shops moving from another system have customers with unused courses; import them in one file instead of billing one by one. It creates balances without real payment, so it is limited to admins, owners and managers

How

1. 1On Sales press Import course balances (only roles allowed to add see it)Import course balance page
2. 2Press Download Template
3. 3Fill in customer code, first name, last name, course code, course name, quantity, note — keep to 1,000 rows
4. 4Press Select Excel File and choose the .xlsx/.xls (or drag it in)
5. 5Press Validation next to the file name
6. 6Read the Validation Result: Invalid rows show the reason — fix the file and press Back to choose it again
7. 7Press Import (n) — only valid rows are imported
8. 8The Import Result page shows success/failed counts; then press Back to Orders