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Managing Sales Records

Learn how to revert sales, restore cancelled transactions, and share receipts with customers.

Overview​

Lemat Stock provides tools to manage completed sales:

  • View History - Track all changes to a sale
  • Revert Sale - Cancel a transaction and restore stock
  • Restore Sale - Reinstate a cancelled sale
  • Share Receipt - Send sale details to customers

Accessing Sale Management​

  1. Go to Sales tab
  2. Find the sale you want to manage
  3. Tap on the sale to open Purchase Detail page
  4. Action buttons appear in the top-right corner

Viewing Sale History​

History Icon (Clock Symbol)​

Shows all changes made to this sale:

  • When payments were added
  • When sale was reverted or restored
  • Who made changes and when
  • Stock adjustments related to the sale

How to View:​

  1. Open Purchase Detail page
  2. Tap the History icon
  3. Review chronological list of changes

This helps with:

  • Audit trails
  • Accountability
  • Problem-solving
  • Compliance and record-keeping

Reverting a Sale (Cancelling)​

Use this when you need to cancel a completed sale.

When to Revert:​

  • Customer returns all items immediately
  • Payment was declined or bounced
  • Sale was entered incorrectly
  • Items were damaged before customer took them
  • Duplicate sale was created by mistake

How to Revert:​

  1. Open Purchase Detail page
  2. Tap the Revert icon (undo arrow) in top-right
  3. Revert Purchase Dialog appears
  4. Review the warning: "This will return items to stock and mark sale as cancelled"
  5. Enter reason for reverting (recommended for record-keeping)
  6. Tap "Revert Purchase" to confirm

What Happens When You Revert:​

  • ✅ Stock is restored - Items go back to inventory
  • ✅ Sale is marked as reverted - Shows in sales list with indicator
  • ✅ Customer balance is cleared - If it was a loan, balance becomes zero
  • ✅ Analytics are updated - Revenue and profit are adjusted
  • ⚠️ Cannot be automatically undone - Use restore feature if you change your mind

:::warning Important Reverting is a significant action. Always add a reason to document why the sale was cancelled. :::

Restoring a Sale (Undoing a Revert)​

Use this to bring back a reverted sale.

When to Restore:​

  • You reverted by mistake
  • Customer changed their mind about return
  • Payment issue was resolved
  • You want to reinstate a cancelled transaction

How to Restore:​

  1. Find a reverted sale (marked with revert indicator)
  2. Tap on the sale to open Purchase Detail
  3. Tap the Restore icon (green restore symbol)
  4. Restore Purchase Dialog appears
  5. Review details: "Items will be removed from stock again"
  6. Enter reason for restoring (recommended)
  7. Tap "Restore Purchase" to confirm

What Happens When You Restore:​

  • ✅ Stock is reduced again - Items are removed from inventory
  • ✅ Sale becomes active - Returns to normal sales list
  • ✅ Customer balance is restored - Loan balances come back
  • ✅ Analytics are updated - Revenue and profit are restored

Sharing Receipts​

Send sale details to customers or for record-keeping.

How to Share:​

  1. Open Purchase Detail page
  2. Tap the Share icon (share symbol) in top-right
  3. Choose sharing method:
    • WhatsApp
    • SMS
    • Email
    • Other messaging apps
    • Save to device

Receipt Includes:​

  • Sale details (date, time, receipt number)
  • Customer information (name and contact)
  • Items purchased (names, quantities, prices)
  • Payment information (method, amounts, balance)
  • Store information (branch name, contact details)

When to Share Receipts:​

  • Customer requests a copy
  • For accounting/bookkeeping records
  • Customer needs proof of purchase
  • Sending payment reminders for loans
  • Backup documentation needed

Best Practices​

Reverting Sales:​

  • ✅ Always add a reason in the description
  • ✅ Inform customer about the cancellation
  • ✅ Check stock levels before reverting
  • ✅ Document the reason for your records
  • ✅ Coordinate with team if multiple staff

Restoring Sales:​

  • ✅ Verify stock availability before restoring
  • ✅ Communicate with customer first
  • ✅ Add clear reason for audit trail
  • ✅ Update customer if loan terms change
  • ✅ Check that all details are still accurate

Sharing Receipts:​

  • ✅ Send receipts promptly after sale
  • ✅ Keep records of shared receipts
  • ✅ Use professional communication
  • ✅ Verify customer contact before sending
  • ✅ Follow up if receipt not received

Impact on Analytics​

Reverted Sales:​

  • Deducted from revenue totals
  • Removed from profit calculations
  • Items sold count is adjusted
  • Clearly marked in reports

Restored Sales:​

  • Added back to revenue and profit
  • Item count increases again
  • Appears as active sale in analytics
  • Historical data is updated

:::info Analytics Accuracy Regular reverting and restoring can affect trend analysis. Use these features judiciously to maintain accurate business insights. :::

Common Scenarios​

Scenario 1: Wrong Customer Selected​

Problem: Sale was processed for wrong customer.

Solution:

  1. Revert the sale (reason: "Wrong customer selected")
  2. Re-process the sale with correct customer

Scenario 2: Customer Returns Items​

Problem: Customer returns all items immediately after purchase.

Solution:

  1. Revert the sale (reason: "Customer return - all items")
  2. Stock is restored automatically

Scenario 3: Duplicate Sale Entry​

Problem: Same sale was accidentally entered twice.

Solution:

  1. Identify the duplicate
  2. Revert one of them (reason: "Duplicate entry")
  3. Keep the original sale active

Scenario 4: Payment Bounced​

Problem: Bank transfer was declined or bounced.

Solution:

  1. Revert the sale (reason: "Payment failed/bounced")
  2. Contact customer for valid payment
  3. Re-process when payment is confirmed

Important Notes​

Stock Impact:​

  • Always check stock levels before reverting/restoring
  • Reverting adds stock back - ensure space is available
  • Restoring removes stock - ensure sufficient quantity

Customer Communication:​

  • Inform customers about reverted sales
  • Explain reasons professionally
  • Provide receipts after any changes
  • Update customer on new sale/loan terms if applicable

Record Keeping:​

  • Use the reason field to document all actions
  • Review history regularly for audit purposes
  • Keep team informed about major changes
  • Maintain consistent record-keeping practices

Team Coordination:​

  • Ensure staff know about reverted/restored sales
  • Update inventory counts if needed
  • Communicate changes affecting customer accounts
  • Train team on when to use these features

Troubleshooting​

Can't Revert Sale​

Possible Reasons:

  • You don't have permission (employee vs manager)
  • Sale is already reverted
  • System issue - contact support

Can't Restore Sale​

Possible Reasons:

  • Sale is not reverted
  • Insufficient stock to restore
  • Permission issue

Share Not Working​

Possible Reasons:

  • No sharing apps installed
  • Permission not granted to app
  • Network issue for email/online sharing

Next Steps​

You've completed Phase 2! You now know how to:

  • Process cash and credit sales
  • View and filter sales history
  • Manage customer payments
  • Handle sales records

Move on to Phase 3 to understand your business performance:

Understanding Your Business Analytics →

Next: Analytics Overview →