Sell to a Customer feature is designed to guide you through the process of recording and completing a sales transaction directly within the system. It ensures that every sale is linked to the correct customer, the right products are added, and payments are properly recorded.

Sales Options

When creating a sale, you have two options:

• New Sale [Date]
  This allows you to select the specific date of the sale. It is especially useful if the sale happened earlier (for example, yesterday or last week) and you need to backdate the transaction so that reports and records reflect the actual sales date.
• New Sale
  This records the sale as of the current date and time. It is used when you are entering sales happening in real-time.

2. Step-by-Step Process

Here’s how to sell to a customer in the system:

1. Access the Customer Module
• Navigate to CRM → Customers.
• This section contains all registered customers, making it easy to keep sales records tied to the right person or organization.
2. Select the Customer
• Use the search box to quickly find the customer by name.
• Click on the customer’s name to open their profile. This ensures the sale is linked to their account for accurate reporting and credit management.
3. Create a New Sale
• Click New Sale (or New Sale [Date] if you are backdating).
• This opens the sales entry screen.
4. Add Items to the Cart
• Use the product search function to find the items the customer is buying.
• Select the items and click Add to Cart.
• Multiple items can be added to the cart until the full order is built.
5. Review the Cart
• Click on Cart at the top right corner of the page.
• Here, you can review all selected items, quantities, and totals before finalizing the sale.
6. Select Payment Method
• Choose from the available payment options:
• Cash – when the customer pays immediately with cash.
• POS (Point of Sale/Card) – when payment is made with a debit/credit card through a POS machine.
• Credit – when the customer will pay later (useful for trusted or regular customers who buy on credit).
7. Complete the Order
• Click Complete this Order.
• A confirmation prompt will appear. Click OK to finalize the sale.
• The system automatically updates inventory and records the transaction under the customer’s profile.

3. Key Benefits

• Accuracy: Each sale is tied to the correct customer and date, ensuring reports are precise.
• Inventory Management: Items sold are instantly deducted from inventory, preventing stock errors.
• Flexibility: Ability to backdate sales helps when transactions are recorded late.
• Payment Tracking: Clear distinction between cash, card, and credit sales makes financial reporting easier.
• Customer History: Each sale builds a history for the customer, useful for loyalty programs, account management, or tracking outstanding credits.

AI Scan and Sell

The AI Scan and Sell feature is designed to make sales entry effortless and faster by reducing manual work. Instead of typing out transactions line by line, you simply take a picture of your handwritten sales book or a manual invoice and upload it to the system.

The AI then:

• Extracts products, prices, and quantities automatically.
• Matches them against your existing inventory.
• Adds matched items directly to the cart.

If something doesn’t match exactly:

• The system gives five smart suggestions that you can pick from with one click.
• If it’s a brand-new product, you can add it instantly to both your inventory and the cart.

Workflow / Steps

Here’s the step-by-step process based on your document:

1. Navigate in the system
• Go to: CRM → Customer
2. Start a New Sale
• Click “New Sale”
• Then select “Choose File” (to upload the sales book or invoice photo).
3. Upload the File
• Pick the image of the handwritten sales record or invoice.
• Click “Extract & Auto Add”.
4. AI Processing
• The system processes the file and extracts data.
• Matched items go directly into the cart.
• For items that don’t match:
• Select from the five smart suggestions, OR
• Click “Add as New” to create a brand-new product.
5. Finalize the Order
• Review the order (check quantities, prices, products).
• Complete the order to save it.

Benefits

• Saves time (no manual typing of invoices).
• Reduces errors (AI matches products accurately).
• Flexible (lets you add new products on the spot).
• Convenient (works with handwritten or printed sales records).

✅ In summary, the AI Scan and Sell is a smart automation tool that speeds up the sales entry process by turning photos of handwritten or manual sales records into actual system entries—ready to be reviewed and completed.

Invoice Duplicating (Swift Cloud ERP)

Overview

Invoice Duplicating is a feature in Swift Cloud ERP that allows you to quickly copy an existing invoice.
This is especially useful when:

• A customer buys the same or similar products again.
• A customer changes their order (e.g., modifies quantities or removes certain items).
• You need to transfer an invoice to another customer.

Instead of manually re-entering all the products, you can simply duplicate, edit, and reissue the invoice. This saves time and reduces errors.

Use Cases

1. Repeat Purchase
• Example: A customer buys 20 products, then returns later to buy the same items.
• Solution: Duplicate the original invoice, adjust if needed, and print it.
2. Order Changes
• Example: A customer changes their mind about certain products or quantities.
• Solution: Duplicate the invoice, edit the items/quantities, post it, enter payment, and print.
• You can then reverse the incorrect invoice so that only the corrected one remains valid.
3. Transfer to Another Customer
• Example: An invoice was created under customer A and customer B buys the same or similar products.
• Solution: Duplicate the invoice, select the customer, and reissue.

Steps to Duplicate an Invoice

1. Access the Customer’s Invoice
• Go to the customer’s details page.
• Search and click on the invoice reference number.
2. Duplicate the Invoice
• Scroll down to Duplicate.
• Search for the customer’s name.
• Click Duplicate.
• Important: Ensure all products in the invoice are in stock.
3. Edit and Finalize
• Adjust product quantities or remove unwanted items.
• Post the quantity.
• Record payment.
• Print the final invoice.

✅ Key Benefit: You don’t need to manually retype product details each time—this speed up operations, reduces mistakes, and ensures accuracy in invoicing.