Creating Sales

This guide walks you through creating sales transactions in C-Tax. Sales are the most common transaction type and are sent to KRA for tax compliance.

Before You Start

Make sure you have:

• Selected the correct branch (check the branch selector)
• The customer information ready (if applicable)
• The items/products you’re selling already in the system

Creating a New Sale

Step 1: Start a New Sale

There are two ways to start:

Option A: From the Dashboard

• Click the “New Sale” button

Option B: From the Menu

• Click Sales in the sidebar
• Click the “Create” or ”+ New Sale” button

Step 2: Enter Transaction Details

You’ll see a form with several sections to fill in.

Transaction Details Card

Customer Information Card (Optional)

Tip: For walk-in customers without a TIN, you can leave these fields empty.

Step 3: Add Items to the Sale

This is where you enter what the customer is buying. Each item appears as a numbered card.

For Each Item:

Tip: When you select an existing item, the Item Class Code, Item Name, Unit Price, and Tax Type are automatically filled from the item registry. You can still edit these values if needed.

The System Automatically Calculates:

• Supply Amount = Quantity × Unit Price
• Discount Amount = Supply Amount × Discount Rate %
• Tax Amount = (Supply Amount - Discount Amount) × Tax Rate %
• Total Amount = (Supply Amount - Discount Amount) + Tax Amount

Each item card shows these calculated amounts at the bottom.

Adding More Items

• Click the “Add Item” button in the Items card header
• A new item card will appear

Removing an Item

• Click the trash icon in the top-right corner of the item card
• You cannot remove the last remaining item

Step 4: Review the Summary

On the right side of the screen, the Summary card shows:

Important Notes card reminds you:

• All fields marked with * are required
• Transaction will be sent to VSCU for processing
• Receipt number will be generated upon success
• Failed transactions can be retried up to 3 times

Double-check these numbers before submitting!

Step 5: Submit the Sale

When everything looks correct:

1. Click the “Submit Transaction” button
2. The button will show “Processing…” while submitting
3. Wait for the confirmation message
4. The sale will be sent to KRA via the VSCU device

Note: The Submit button will be disabled if:

• No branch is selected
• No items are added
• Invoice number is empty

What Happens Next

After submission:

1. Processing - The sale is sent to the VSCU device
2. KRA Submission - The device submits to KRA
3. Confirmation - You receive a receipt number
4. Done - The sale is recorded and compliant

Understanding Tax Types

Different items have different tax rates:

The tax type is usually set on the item, so it will be applied automatically when you select the item.

Receipt Types Explained

Printing the Receipt

After a successful sale:

1. You’ll see a “Print Receipt” or “View Receipt” button
2. Click it to open the receipt
3. Click Print or use Ctrl+P to print
4. The receipt includes a QR code for verification

Quick Sale Tips

Speed Up Data Entry

• Use item codes if you know them (faster than searching)
• Set up frequently sold items as favorites
• Use keyboard shortcuts when available

Avoid Common Mistakes

• Always verify the branch before creating a sale
• Double-check quantities and prices
• Ensure the payment type is correct
• Review totals before submitting

For High-Volume Sales

• Prepare items list before starting
• Use barcode scanning if available
• Process sales immediately rather than batching

Handling Special Situations

Customer Wants a Refund

1. Create a new sale with Receipt Type: Credit Note
2. Enter the original invoice number in the reference field
3. Enter the items being returned
4. Submit the credit note

Customer Needs a Duplicate Receipt

1. Go to Sales or Transactions
2. Find the original sale
3. Click View or Print Receipt
4. Print the duplicate

Item Not in System

If the item you need isn’t in the system:

1. Ask your supervisor to add it (if you don’t have access)
2. Or go to Items → Create to add it yourself (if you have access)
3. Then return to complete the sale

Sale Won’t Submit

If you get an error:

1. Check all required fields are filled
2. Verify the items have correct tax types
3. Ensure amounts are calculated correctly
4. Check your internet connection
5. Try again or contact support

Viewing Past Sales

To see sales you’ve created:

1. Go to Sales in the sidebar
2. Use filters to find specific sales:
   • By date range
   • By invoice number
   • By customer name
   • By status

Sales Status

Next: Learn about Recording Purchases or Managing Stock