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Palace Stock Tracker 5
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Palace Stock Tracker 5 Documentation
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Getting Started
Operator Login
Adding Items
Selling Items
Managing Contacts
Client Options
Administration Area
Client Software Setup
Setup Connection to Database
Server Setup
Setup SQL Server and Import Data
Setup Stock Tracker Server App
Setup Postcode Database (optional)
Setup Server Backup

Known Issues
PST5 Known Issues

Icon  Selling Items


Selling items is similar to using a shopping cart on the Internet, items are added to the basket, and then sold.

The Checkout area contains a list of the items currently in the basket. It also shows all of today's transactions and can be used to print a daily summary at the end of the day.

Step 1 - Add Item(s) to Basket

Adding Existing Items by Number

  • Press Add Item

  • Enter the desired item number when prompted and press OK.

The item should now appear in the basket.

Tip Use Remove Selected or Clear Basket buttons to remove items from the basket.

Adding Existing Items from the Stock Items section

Another way to add items to the Checkout is from within the Stock Items section.

  • Goto the Stock Items section and press List Items (or use the filters to find the item(s) required).
  • Highlight 1 or more items in the list (use Ctrl+click to select multiple items).
  • Press the Add Selected Items to Sell List toolbar button.

Creating New Items at Time of Sale

Note Items created within the Checkout at time of sale have no status or donor history.

This feature is especially useful when selling unlogged items (no number) like bric-a-brac where logging in and labelling every item is not practical.

It is important to understand that these items have no supplier address and are created with an initial status of "Sold" using the item type's defaults (including price and VAT behaviour). Essentially the items are created from a template although their price can be altered in the basket just like any other item.

  • Press Quick Create Item.

  • Use either Quick Find or browse using Categories (the Categories are touch screen friendly) to find the required item type..

  • The new item has been created and is in the basket.

Tip Double click the item in the basket (or highlight and press Edit Selected) to alter specifics such as the price.
Note If the sale is cancelled the item will be removed the system and the number will never be reused.

Step 2 - Sell Items in the Basket

Now that the basket contains some items they can be sold.

  • Verify the items in the list are correct (double click an item or select it and press Edit Selected to make price adjustments etc).
  • Press Register Sale.

Note The Register Transaction (without sale) button can be used to take money without raising an invoice. This is intended for cash donations or customer repayments and ignores the contents of the basket.

Step 3 - Create Invoice

  • Add an invoice address by pressing the Change button in the Invoice Address box.
  • To copy the Invoice Address to the Customer Address press the right arrow button between the address boxes.
  • If any of the items are not priced or require discounting highlight each affected line in the list and press Edit (or double click the line) to amend the details.
  • Once all of the invoice's information is correct press the Arrange Delivery button (or press Don't Deliver if the customer is taking the items away).

Step 4 - Book Delivery

If Arrange Delivery was pressed when saving the invoice a new delivery will be created.

Note If a future delivery or collection is going to or near the delivery address the software may produce a list of recommendations (just like when adding collection items).

Check that the Date, Time Slot and Van are all correct and press Save.

Tip Don't be worried if the prices in the Sale Prices column are zero. This is because the items have not been sold yet.
Note If a receipt printer is installed the Save & Print Summary button will be visible. This works in the same way as the Save button but also prints a summary of the delivery to the receipt printer to hand to the customer.

Step 5 - Take Payment and Print Invoice and/or Till Receipt

  • Enter the amount to pay via each payment method in the invoice's column (double-click in a cell to pay the full amount using that row's payment method).
  • Take money and open the cash drawer (if installed).
  • Toggle the "Print" options to set what to print print after finishing the sale.
  • Press Save to complete the sale.

Note A standard "80x80" till receipt printer is required to print receipts or use a cash drawer.

The "Open Cash Drawer" button will only be displayed if a cash drawer is installed.
Tip If no amount (or less than the total due) is entered the outstanding balance will be stored automatically. It will be added on next time they make a purchase. This behaviour and many other payment options can be disabled in the Administration Area.
Tip Default print options (default for Print Receipt, Print Invoice(s) and Print Sold Labels) can be set in the Client Options.
Note By default Palace Stock Tracker will allocate the full amount due using the default payment method. If this option is disabled in the Administration Area the grid will be initially empty.
Note It is possible to allow the cash drawer to be opened freely from within the Checkout without making a sale. The is set as a permission in Operators and Security in the Administration Area.

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