The Counter Sales Order is designed to allow administrators to enter non-scheduled orders quickly and efficiently. It allows entering orders without the use of mouse clicks — simply tab to each subsequent field. As a counter sale, this order form assumes you are distributing the gift card and will attempt to fill the order when it is placed. If you do not want the order to be filled immediately, you must enter the order using the regular order form. Once an order is placed, the form is cleared and ready to enter another new order. To edit past orders or enter scheduled orders, you must use the regular order form.
Navigate to Orders → Counter Sales Form. The page displays a New Order section at the top and an Orders panel on the right side showing recently placed counter sales orders (with a print icon for reprinting receipts).
Fill in the order details at the top of the New Order section:
- Purchaser — Select a purchaser from the drop-down. Once selected, the name is displayed as text with a swap icon (⇄); click the swap icon to change the purchaser.
- Beneficiary (optional, if enabled) — Allows the order's credit to be given to a user other than the purchaser. Defaults to the selected purchaser and may be changed at any time.
- Date — Defaults to today's date; change if needed.
A yellow ⚠ Not Saved indicator appears whenever there are unsaved changes on the form.
Adding Gift Cards
In the gift card entry row, you can add and remove gift cards. The (Gift Card) # field is an optional setting that can be enabled/disabled on the site settings page.
- If enabled and you know the gift card number, enter it in the (Gift Card) # column. Otherwise, select the desired gift card in the Name drop-down. This drop-down has a type-ahead feature allowing you to search for the desired gift card.
- If the gift card is a Write-In gift card (denomination set at $0), the Den. field will be enabled. Enter the desired denomination. If a denomination is set for the gift card, this field will be filled automatically and remain disabled.
- Either the Amount or Qty. field will be enabled based on the preferred entry setting selected on the site settings page. Enter either the amount or quantity. Note: Filled and Discount values will be calculated automatically.
- Click the + button to add the gift card to the order.
If a gift card cannot be fully filled from available inventory, an Insufficient Inventory warning will appear below the row showing how much could be filled (e.g. "Insufficient Inventory ($0)"). The order can still be placed, but the unfilled portion will need to be filled later.
Editing Gift Cards
To edit the amount or quantity of an added gift card, click the Amount value (shown in teal) on the row. The Amount or Qty. field will become editable based on the preferred entry setting. Enter the new value to update the row.
NOTE: You must click Save Draft or Process Order at the bottom of the page to fully persist these changes.
Deleting Gift Cards
Click the trash icon at the end of a row to remove that gift card from the order.
Payments
- In the Payment section, select the type of payment from the Type drop-down list (Cash, Check, etc.).
- Use the Notes field for any payment-specific information (e.g. check number).
- Enter the amount in the Amount field.
- Click the + button to add an additional payment line if needed.
Note: If the payment amount does not match the order Total, the Total will be highlighted yellow to indicate the order is unbalanced. As long as the amount ordered is greater than the amount paid, additional payment fields will be added automatically.
Save Draft / Process Order
To save the order without processing it, click Save Draft. The form will not be cleared and you can continue making changes. The "Not Saved" indicator will clear once the draft is saved.
To fully process the order — placing the order, attempting to fill it, posting payment(s), and (if completed) marking it as delivered — click Process Order. The form will be cleared after the order is processed successfully.