Over-The-Counter (OTC) Sales

The Over-The-Counter (OTC) Sales station provides a streamlined, rapid point-of-sale interface tailored for trade counters, pickup desks, and walk-in retail transactions.

Instead of navigating the standard multi-step fulfillment lifecycle (Order → Pick Queue → Dispatch Shipments → AR Invoicing → Payment Allocation), the OTC module unifies all four operational and accounting actions into a single one-click transaction.

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Where to Find It

You can access the Over-The-Counter Sales module in two ways:

1. Sidebar Navigation: Go to Sales → Counter Sales (/sales-orders/counter).
2. Sales Orders List: Click the Counter Sale button in the top action bar of the Sales Orders page (/sales-orders).

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Key Features

flowchart LR
    A[1. Scan Products / Select Customer] --> B[2. Choose Tender Type]
    B --> C[3. Click Complete Counter Sale]
    C --> D[Order Created & Confirmed]
    C --> E[Stock Deducted from Pickable Bins]
    C --> F[Tax Invoice Generated]
    C --> G[Payment Allocated to Invoice]

• Hardware Barcode Scanning: Active scanner listener automatically captures barcode scans without requiring manual mouse focusing.
• Walk-In & Account Customer Support: Defaults to the seeded system Walk-In Customer (CUST-WALKIN) with standard cash terms, while allowing instant lookup of regular trade account customers to apply custom price matrices and discounts.
• Direct Stock Deduction (No Freight Shipments): Automatically deducts physical inventory from available pickable bins at the selected counter location and posts Cost of Goods Sold (COGS) to the General Ledger.
• Instant Billing & Payment: Generates a finalized Tax Invoice and records an allocated Payment Receipt in real time.
• 1-Click Printing: Immediate access to print or download PDF Order Confirmations, Tax Invoices, and Payment Receipts upon completion.

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Step-by-Step Counter Workflow

1. Identify the Customer & Location

1. Counter Location: Ensure the correct warehouse/counter location is selected in the top-right header (e.g. Warehouse (1)).
2. Customer:
   • For walk-in retail sales, keep the default Walk-In Customer.
   • For trade account customers, type in the Customer field to search by company name or account number. Negotiated discounts and price tiers are loaded immediately.

2. Add Line Items

• Barcode Scanning: Scan product barcodes (EAN/SKU) with a USB or Bluetooth scanner. Each scan increments the line quantity with audio feedback.
• Search by Name/SKU: Type SKU or description into the search box and press Enter or select from the dropdown.
• Custom Lines: Click + Add Custom Line to add one-off non-catalog parts or miscellaneous counter charges.
• Comment Lines: Click + Add Comment to attach notes or instructions to the printed invoice.

3. Review Pricing & Taxes

• Line quantities, unit prices, discounts (0% to 100%), and tax categories can be edited directly in the grid.
• Subtotal, Tax (GST), and Grand Total calculate live with strict 2-decimal arithmetic rounding.

4. Select Tender & Complete Sale

Select the payment method in the bottom right panel:

• Cash: Records an immediate customer payment receipt posted to the system Default OTC Cash Account (configured under Admin → Settings → Financial).
• Card / EFTPOS: Records an immediate customer payment receipt posted to the system Default OTC Card / EFTPOS Account (configured under Admin → Settings → Financial).
• Direct Deposit (EFT): Records an immediate electronic receipt posted to the system Default OTC Card / EFTPOS Account.
• On Account: Generates the invoice with outstanding balance under the customer’s payment terms (without creating an immediate cash receipt).

[!NOTE] Under strict accounting mode, if an OTC payment method is tendered and the corresponding default GL account has not been configured in Financial Settings, the payment recording is blocked with a clear prompt to configure the account.

Click Complete Counter Sale.

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Post-Sale Modal & Documents

Once completed, a summary modal displays the generated entity references:

• Sales Order (ORD-...): Click the order link to view full order details.
• Tax Invoice (INV-...): Click to inspect accounts receivable postings.
• Payment (PAY-...): Click to review the cash receipt entry and journal postings.

Click the 🖨 Print icon next to any entity to generate and open the official Typst PDF document in a new tab. Click New Counter Sale to reset the station for the next customer.