⚖️ Step 1: Enter Today's Gold Rates
Before creating any invoice, today's gold rates must be entered for each gold type your shop sells. The system uses these rates to calculate the current cost of each item — which determines how much profit you make on every sale.
Admin Setting: Your administrator can turn off this requirement from the Admin Panel. When disabled, invoicing works even without today's gold rate — but profit figures may not reflect current market prices.
Enter today's buying rate per 8 anna (gram) for each gold type you sell:
22K Yellow Gold
Rings, bangles, chains
18K Yellow Gold
Pendants, light jewellery
18K White Gold
White gold items
22K Rose Gold
Rose / pink gold items
Why does this matter? When you sell a piece, the system recalculates its cost using the current gold rate — not the rate from when it was made. This gives you an accurate profit figure that adjusts for changes in the gold market over time.
🧾 Step 2: Starting a New Invoice
When you open the Stock Invoice screen, the system automatically starts a fresh working session just for you. Multiple cashiers can work at the same time without interfering with each other.
A unique session ID is assigned at the top of the screen each time you open a new invoice. Your items are kept separate until you finalise and save.
ACTIVE SESSION
— Press button below to start —
Cashier: cashier_01 | Branch: Colombo Main
If you click NEW or refresh the page mid-way through an invoice, your current unsaved items will be cleared. Always complete or cancel before starting fresh.
Use the Tab key to move between fields quickly and Enter to submit. This is much faster than using the mouse at the billing counter.
💍 Step 3: Adding Items to the Invoice
Scan or type the Tag Number from the jewellery label. Enter the selling price and any discount. You can add multiple items to one invoice.
From the jewellery tag label
Sub-item number on the tag
All items in one invoice must match
Leave 0 if no discount
All items in a single invoice must have the same VAT setting. You cannot mix VAT and non-VAT items in one bill.
📏 Step 4: Understanding Price Rules
When you enter a selling price, the system automatically checks two profit protection rules. Knowing these helps you handle customer negotiations correctly.
Rule 1 — Cannot Sell Below Cost Price
The selling price after discount must not be lower than what the item costs the business. The cost is calculated using today's gold rate, so it changes daily with the market.
⚙️ Admin can: Turn this rule off from the Admin Panel if the branch needs to sell at a loss in special situations.
Rule 2 — Minimum Profit Margin (GP%)
The selling price must give at least a minimum gross profit percentage set for your branch. For example, if the minimum is 10%, you cannot bill below 10% profit.
⚙️ Admin can: Adjust the minimum GP% per branch from the Admin Panel.
🏢 GP Skip: Head Office can grant a temporary bypass permission to a specific cashier. When active, that cashier can sell below the GP limit for their current session only. This is logged for audit.
🏢 GP Skip: Head Office can grant a temporary bypass permission to a specific cashier. When active, that cashier can sell below the GP limit for their current session only. This is logged for audit.
Try different price scenarios to see how the rules respond:
Based on today's gold rate
Set by admin
If a customer wants a bigger discount that breaks the GP rule, do not try to work around it. Contact Head Office to grant a GP skip for your session, or ask your manager to adjust the setting in Admin Panel.
💳 Step 5: Recording Payment
After all items are added, record how the customer is paying. You can split payment across multiple modes. The total paid must exactly match the invoice total before you can finalise.
INVOICE TOTAL
Rs. 0.00
PAID SO FAR
Rs. 0.00
REMAINING
Rs. 0.00
💵 Cash
💳 Card
📄 Cheque
📱 Online Transfer
🔄 OGP Credit
↩️ Sales Return Credit
🎁 Gift Voucher
🔒 Advance Setoff (auto)
| Payment Mode | Reference | Amount (Rs.) | |
|---|---|---|---|
| No payment added yet | |||
If the customer had a reservation with advance payment, that advance is automatically deducted. You only need to collect the remaining balance.
OGP credits and Sales Return credits from today appear in the side panel when available. Click on them to apply to this invoice automatically.
👤 Step 6: Customer Details & Finalise
Fill in the customer's details. These appear on the printed invoice and are used for loyalty tracking and SMS notifications. All fields marked * are required.
Used for SMS receipt if enabled
The salesman who made the sale
Scan or type customer loyalty number
If the item came from a reservation, the customer's name, address and phone may already be filled in from the reservation record. Always verify they are correct before submitting.
✅ Invoice Complete!
The invoice has been saved. A receipt is generated below for printing. If SMS is enabled for your branch, the customer will automatically receive a confirmation message.
📱 Customer SMS Notification
If SMS is enabled, the customer receives a message automatically:
"Dear Customer, Thank you for your purchase…"
"Dear Customer, Thank you for your purchase…"
SMS can be controlled at two levels — system-wide by Head Office, or per branch by the branch admin. Contact your administrator to enable or adjust SMS settings.
Voice Guide
Press Play to hear a step-by-step explanation of what to do on this screen.
Invoice Summary
BranchColombo Main
Cashiercashier_01
Items Added0
Invoice TotalRs. 0.00
Payments0
Balance DueRs. 0.00
Invoice No—
Today's Gold Rates
22K YellowNot entered
18K YellowNot entered
18K WhiteNot entered
22K RoseNot entered
Quick Tips
• Tab — move between fields
• Enter — submit / add item
• NEW button clears current invoice
• All items must have same VAT type
• Contact HO for GP skip permission
• Payment total must equal invoice total
• Enter — submit / add item
• NEW button clears current invoice
• All items must have same VAT type
• Contact HO for GP skip permission
• Payment total must equal invoice total