The Sell screen allows you to perform over the counter sales quickly and accurately. All sales can be paid for using one of your defined payment methods or on the customers' account.
To access the sales module, click Sales from the quick launch menu.
Your clinic's sales will be listed. By default newest sales are listed first. From here you can order by status, invoice number, doctor, client or patient by clicking on the respective column header. You can also search by invoice number, doctor, client or patient using the search box.
Creating a New Sale
Create a new sale from the sales screen by clicking the green '+' at the top right of the screen.
You can also create a sale from anywhere from within the application by clicking the nine square shortcut menu and clicking 'New Sale', as illustrated below.
The new sale screen will appear.
Adding Products to the Sale
You can add products to the sale by either looking them up using the search bar across the top of the Sell screen or by using Quick Keys.
The search bar allows you to search for products by name or SKU. It supports the use of bar code scanners, so you can scan products into the sale also - just make sure the cursor is in the search bar before you start scanning.
Modifying Product Quantities and Sell Prices
To change the quantity of a product once it has been added to the sale, place the cursor in the 'Quantity' column for that line item and either use the keyboard to delete and change the product quantity or use the Up and Down arrows to change the product quantity. You can also apply a discount to individual line items using the 'Discount (%)' column.
Click the red trash can icon next to the intended product to remove a product from the sale.
What if I want to charge for a smaller unit of a product?
If you only want to charge for a lesser amount of, say, a vial of medication (i.e. you order the drug by the vial, but you might sell it by the ml), there are several strategies for handling this. However, most of our clients just use a percentage of the vial (or whatever it is) on each sale.
Our advice would be to experiment with a given product to see what works best for you.
Adding Sale Information
You can optionally add or modify the client, patient and doctor associated with the sale from the Information box at the bottom of the sale screen. The client field is automatically populated if the sale is created from the 'Sales' section of the client window.
Saving or Completing the Sale
Save or complete the sale by using the blue or green icons at the top of the sale screen. If you save the sale Panacea will save it as draft - the transaction will not be completed and stock levels will not be affected. If a customer does not pay at time of purchase (and intends to pay later) then we recommend that you treat this as an 'on account' sale, as below.
Once a sale has been paid (or has been charged to the customers account) you won't be able to modify the contents of that sale. If you make a mistake with the sale it will either need to have its payments removed (cash sales) or be voided and recreated (on account sales).
After clicking the blue Pay icon the payment window will appear, as below.
Panacea allows you to accept part payments using various payment types. Each of the payment types that you have configured for your enterprise will be listed, plus the 'On Account' payment method, as illustrated below.
The total amount of the sale is automatically listed. If the client tenders a different amount then simply enter the amount tendered and press the button corresponding to the chosen payment method.
If the amount tendered is less than the total amount of the sale, the remaining amount owing will appear, allowing you receive additional payment(s).
If the amount tendered is more than the total amount of the sale, you will be prompted to provide change to the client, as illustrated below. Select the appropriate payment type for providing change (this will generally be cash).
The toolbar below appears in the sale window or to the right of each sale in the Sales view. Note that this toolbar is context sensitive, meaning buttons will be displayed or hidden based on the status of the sale).
Open sale (associated with a consultation):
Buttons (from left to right):
Open consultation associated with this sale
Edit the sale
Void (cancel) the sale
Refresh the sale on screen (useful if someone has edited the sale from a different session)
Email the sale
Print the sale
Export the sale to PDF
Completed sale (not associated with a consultation):
The red padlock appears only if you've got admin privileges. If you click on this you will be asked to confirm that you wish to remove payments and set the sale to open:
Use this option with caution, as it cannot be undone and the payments will be permanently deleted. This option is useful if you've made an error on the sale and need to re-open it to correct it.
Understanding Sale Statuses
A sale that has been charged to a customer account and has not yet been fully paid.
Denotes an estimate that has not yet been converted to a sale.
An open sale (i.e. one that has not yet been fully paid).
A sale that has been fully paid.
A sale that has been voided (cancelled). No cash or stock movements are recorded against voided sales - they are retained in Panacea for reference purposes only.