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How to Record Sales

This guide provides step-by-step instructions for recording sales in Sellfaster.

This guide provides step-by-step instructions for recording sales in Sellfaster.

What is a Sale?

A sale records a completed transaction linking:

  • A product from your inventory
  • An address (customer)
  • A salesperson
  • The campaign context

Sales are tracked with configurable states and can trigger commission calculations.

Prerequisites

Before recording sales:

  1. Products must be configured in your campaign
  2. You need access to a team account with sales permissions
  3. The lead should exist in a campaign

Understanding Sales Structure

Sales and Sales Orders

Sellfaster uses two related concepts:

  • Sale: An individual product sold (one sale per product)
  • Sales Order: Groups multiple sales together (e.g., customer buys 3 products = 1 order with 3 sales)

Each sale gets a unique number like SALE-A1B2C3D4-000001, and orders get numbers like ORD-A1B2C3D4-000001.

Recording a Sale

From the Campaign Sales Page

  1. Navigate to Sales
    • Go to /home/[team]/projects/[campaign]/sales
    • Or click Sales in the campaign navigation

  1. Find the sale creation option

    • Look for the option to record a new sale

  2. Select the Lead

    • Choose the customer lead for the sale
    • The lead must exist in the campaign

  3. Select the Product

    • Choose from products configured for the campaign
    • Products define the commission amount

  4. Set the Sale Date

    • Select when the sale occurred

  5. Add Notes (Optional)

    • Include any relevant details

  6. Save

    • The sale is created with an auto-generated sale number
    • Initial sale state is applied automatically depending on your sales model

Multi-Unit Products

Some products are configured to allow multiple sales per lead:

  • When allow_multiple_per_unit is enabled on a product
  • You can sell multiple units to the same lead
  • Example: Mobile phone contracts (one per household member)

Sale Form Fields

Required Fields

FieldDescription
LeadCustomer lead for the sale
ProductProduct being sold
Sale DateDate of the sale

Optional Fields

FieldDescription
NotesAdditional information about the sale

Auto-Generated Fields

FieldDescription
Sale NumberUnique identifier (auto-generated)
Sale StateInitial state based on sale model
UserSalesperson (typically current user)

Sale States

Configurable State System

Sellfaster uses a configurable state system for sales:

  1. Sale State Models - Templates that define workflow
  2. Sale States - Individual states within a model
  3. State Transitions - Allowed moves between states

State Properties

Each sale state can have these properties:

PropertyEffect
is_initialStarting state for new sales
is_terminalNo further transitions allowed
triggers_commissionCreates commission when entering this state
reclaims_commissionReverses commission when entering this state
cancels_leadMarks lead as sold
colorVisual indicator in the UI
positionOrder in the workflow

Common State Workflows

Example states your team might configure:

StateTypical Purpose
PendingInitial state, awaiting processing
ConfirmedSale verified and finalized
CancelledSale was cancelled

State transitions are validated - you can only move between states that are configured as valid transitions.

Commission

How Commission Works

Commission is calculated automatically based on:

  1. Product commission amount - Set on the product configuration
  2. Sale state triggers - States configured with triggers_commission: true
  3. Promotions - May adjust the commission amount

Commission Tracking

  • Earned commission: Created when sale enters a triggering state
  • Reclaimed commission: Created (as negative) when sale enters a reclaiming state
  • Commission amount: Uses sale.commission_amount if set (promotion-adjusted), otherwise product's base commission

Viewing Commission

After a sale is recorded:

  • Commission appears in the Commission section
  • Linked to the salesperson
  • Tracked until paid via payslip

Editing a Sale

What Can Be Edited

After creation, you can update:

  • Notes

What Cannot Be Changed

Depending on configuration:

  • Sale state (must use state transitions)
  • Product
  • Address
  • Original sale date (in some cases)

Transitioning Sale State

To change a sale's state:

  1. Open the sale detail
  2. Find the state transition options
  3. Select a valid next state
  4. Confirm the transition

This may trigger commission changes based on state configuration.

Inventory Integration

Product Inventory Movements

Sales can trigger inventory movements:

  • Movement type: 'in' (received) or 'out' (sent)
  • Quantity: Amount moved
  • Linked to sale: Movement references the sale

Inventory movements are immutable after creation.

Best Practices

Recording Sales

  1. Record promptly - When the sale happens
  2. Link to correct address - Ensures proper tracking
  3. Verify product - Correct product for commission
  4. Add useful notes - Context for future reference

State Management

  1. Understand your workflow - Know valid transitions
  2. Use correct states - Affects commission calculation
  3. Don't skip states - Follow the configured workflow

Troubleshooting

Can't Create Sale

If you can't create a sale:

  1. Verify you have sales permissions
  2. Check the address exists and is accessible
  3. Verify products are configured for the campaign
  4. Check for validation errors

Commission Not Appearing

If commission doesn't show:

  1. Check the sale state - must be a commission-triggering state
  2. Verify product has commission configured
  3. Check the sale model configuration
  4. Commission may appear after state transition

Can't Transition State

If you can't change sale state:

  1. Check if current state is terminal (no transitions allowed)
  2. Verify the target state is a valid transition
  3. Check your permissions