What a sales card is, how it is created and how to use the list

A sales card is the account card that collects a customer's services and products at your business. Service lines, product sales, discounts and payments come together on this card; your payment tracking runs from here. The Sales Cards page in the left menu lists every sales card; you can also see one customer's sales cards on the Sales Cards tab of the customer card.

How is a sales card created?

• With an appointment (the main route): when you create an appointment (from the calendar, the Create Appointment window or the customer's online booking), the system looks for that customer's open sales card for the appointment day; if there is one it adds the appointment to it, if not it opens a new sales card. An open sales card is one in the Not set, Pending or Arrived status. In a recurring appointment each occurrence is written to the sales card of its own day, so every day has its own sales card.

• With a product sale: New Product Sale on the Sales page, or Create → Product Sale in the top bar, writes the sale to the customer's open sales card for that day; if there is none, it opens a new sales card itself. You do not need to open a sales card before selling a product (see the product sale article for details).

• By hand (an empty sales card): when you serve a customer who arrived without an appointment, you open an empty sales card and add the service and the products on the sales card page. Creating an appointment for the current time from the calendar also opens the sales card on its own and keeps the staff calendar accurate.

Opening a sales card by hand

1. 1

   Open the window

   Click New Sales Card at the top right of the Sales Cards page, or Create → Create Sales Card in the top bar.

2. 2

   Choose the customer

   The Customer field is required. Search by name or phone number and pick the customer from the list.

3. 3

   Create it

   Click Create. The sales card opens with today's date in the Not set status, and its page opens on its own. Add the service with Add Service and products with Add Product. If the window does not close when you add the first service, do not click Add again; close the window and refresh the page (see the sales card detail article for details).

To open a sales card, your role needs the permission to view sales cards together with the permission to create sales cards or to update sales cards; without them you see "The sales card could not be created."

What the list shows

When the page opens, only today's sales cards are listed (the Today filter). Each page shows 20 sales cards. The row of a sales card with debt has a red line on the left and a paid, completed one a green line; the row of a sales card in the Arrived status is highlighted in yellow.

• Date: the day and time of the sales card — the appointment start for a sales card opened by an appointment, the sale date for one opened by a sale, and the moment it was opened for one opened by hand. The date filters look at this date; for example, Tomorrow shows the sales cards of tomorrow's appointments.

• Customer: name and phone. You see the tags given to a sales card on the Appointment Tags card of its page.

• Staff: the user who opened the sales card — the person who recorded the appointment or the sale; for an online booking, the appointment's staff member. You see the staff member who delivered each service on the service lines of the sales card page.

• Services: the services of the appointments (the first two; more as "+N more appointments"), a "N products" badge if there are product sales and, if customer notes were written on this sales card, a note icon with their count (hovering shows "Notes written on this sales card: N"; only with the permission to view notes).

• Total: the grand total after the discount. Services of cancelled and no-show appointments and services deducted from a package do not count towards the total.

• Paid: the amount collected. If there is a receivable (instalment/note) record, the outstanding amount appears under it with a clock icon.

• Remaining: the outstanding debt. If there is no debt a green "Paid" badge appears in this column, otherwise the amount in red with a "Debtor" badge. An amount recorded as a receivable stays in the outstanding debt until it is collected.

• Status: the status of the sales card: Not set, Pending, Arrived, Completed, Cancelled, No-show. Completed means the service or sale was delivered, not that it was paid; on a completed sales card with debt, hovering over the badge shows this explanation.

• Actions: the eye icon opens the sales card's page.

Quick filters

• Debtors: sales cards whose payment is not complete — the date range switches to "All", so the indebted sales cards of all time are listed, starting with the largest debt.

• Today: switches the date range to today and shows today's sales cards.

• Currently In: shows, within the selected date range, the sales cards in the Arrived status — customers who are still at the business.

While a status, debt or amount filter, a sort order or a search is active, a Clear (N) button appears (N is the number of active filters; the date range is not counted). The button removes all of them and takes the list back to Today.

Search and advanced filters

Type the customer's name or phone number in the search box; Turkish characters and upper/lower case do not matter. Filters opens the following options: Date Range (All, Yesterday, Today, Tomorrow, This Week, This Month, Last Month, Last 3 Months, Custom Date), Status (several can be selected), Sort (Newest, Oldest, Highest Amount, Largest Debtors), Debt Status (All, Debtors, No Outstanding Balance) and Min Amount / Max Amount, based on the grand total.

Clicking anywhere on a row opens the sales card's own page.

Who sees what?

The Sales Cards menu appears for users whose role can view sales cards. Staff whose role cannot see everyone's calendar only see the sales cards they opened or on which they deliver a service. You edit permissions under My Business → Settings → Roles & Permissions; the sales card permissions are under Visits. The business owner sees every sales card.