📃 Sales & receipts

Every sale ever rung up, with its receipt. Nothing is deleted, so the trail is always complete.

What you can do with a sale

• Reprint it. Print prints the receipt on its own — not the admin screen around it — and Printable version opens it in a clean window sized to your till roll and sends it straight to the printer. There is a Reprint button on every row of the list too, so you need not open the sale first.
• Email it — a member’s address is filled in automatically.
• Void it — for something that should never have been rung up. It stops counting, stock goes back, and any charge on a member’s account is cancelled.
• Refund it, fully or partly — for when money has genuinely gone back to the customer.

Void or refund?

Ask one question: did money actually change hands? If not, void. If it did, refund. A refund is recorded against today’s open till, never the original day — because a previous Z report is a permanent record of what was counted and banked that night, and rewriting it would make it disagree with the bank.

Sales cannot be edited, deliberately. A till record that can be altered after the event is worth very little to a treasurer or an auditor.

Common questions

Why must the till be open to give a refund?

Because money is coming out of a drawer, and that drawer has to be one that will be counted. Open the till first, even if you are not otherwise serving.

Who can void or refund?

Only someone with “Manage the till” permission. Stewards can serve and cash up but cannot reverse a sale — the usual separation of duties.

How do I refund one item rather than a whole sale?

Open the sale and enter how many of each line are coming back. The refund is worked out from the items themselves, so nobody has to calculate what a pint cost. Open drink and open food refund the same way, at whatever they were sold for.

What happens to stock when I refund something?

It depends on the reason you give. An unopened bottle handed back goes onto the shelf again. Something spilt, smashed or off comes back and is then written off — both movements are recorded, so the stock figure is right and the loss shows up as wastage instead of hiding inside “sold”. Reasons marked as write-offs are set in Till settings.

A pint was spilt after it was poured — is that a refund?

Yes, and it is worth doing properly. Refund the line and pick a reason like “spilt” or “broken”. The customer gets their money back, the stock count corrects itself, and the cost lands in your wastage figures where it can be seen — rather than the club quietly absorbing it.

Can I undo a void?

No. Ring the sale up again to put the takings right; the voided one stays on record with its reason, which is what anyone reviewing it should see.

How do I find one sale among thousands?

Filter by date range, payment method and status. The receipt number is the quickest route if the customer still has their slip.

A sale was rung up without the member — can it be attached afterwards?

Yes. Open the sale under Till & Shop, Sales and use “Who was this for?” to pick the member. It then appears in their app with the full receipt, exactly as if it had been attached at the time. Sales with nobody against them show a “link to a member” prompt in the list, so they are easy to spot.

Does attaching a member afterwards change the takings?

No, and that is deliberate. It is attribution only — a sale paid in cash or by card stays paid that way, the drawer is untouched, and a Z report that has already been written is never altered. All that changes is whose purchase it was.

Can I move a cash sale onto someone's account afterwards?

No. The club already has the money, so billing them for it a second time would be wrong. If a sale genuinely should have gone on account, refund it and ring it up again on account — that way the drawer and the statement both end up telling the truth.

What if part of the sale was already on account?

Changing the name moves that charge to the new member too, so the right person is billed. For the same reason such a sale cannot be left with nobody against it — the charge would have no owner.

Where does a member see their account and past transactions?

In the app, on the “Your account” card, which sits above the expense claim card on the Money tab. The balance is at the top with a button to pay it, and underneath a toggle switches between “Outstanding” — everything still to pay, each with its own Pay button — and “All transactions”, the full history of charges, payments, refunds and anything bought at the till. Tapping a till line opens that receipt.

A receipt will not open when I preview the app as a member.

Fixed in 9.99.103. The receipt was being looked up against whoever was signed in — you — rather than the member being previewed, so it was refused as not theirs. Previewing now shows their receipts as it should.

How does a member pay what they owe from the app?

The account card has a “Pay the club” button that asks for their whole outstanding balance, and each outstanding item has its own Pay button for settling just that one. Both go to your payment page and through whichever provider you have set up. When the money is confirmed it is spread across what they owe oldest first, and anything over the balance is held as credit on their account.

Our Pay buttons went to the home page.

That was a fault, fixed in 9.99.102. The setting holding the payment page stores an address, but several places were reading it as a number — which came out as zero and sent every link to the front page. It also made the app think the club could not take payments at all, which is why the account card was missing.

The account card is not showing in the app.

It appears for any club that bills members, so if it is missing the member most likely has no charges and no history on their account yet — try previewing as someone who has. It no longer depends on having set up a payment page; that only controls whether the Pay buttons appear.

Is switching to "All transactions" slow?

No. Both lists come down with the home screen, so the toggle is instant and never waits on the network — which matters on a phone at the club with poor signal.

Why do some account lines say "paid at the time"?

Because they were. Anything bought at the till in cash or by card was settled there and then, so it never becomes something owed — it appears in the account as a purchase rather than a charge. Only items put on a member’s account are billed.

Can a member see their own purchases and receipts?

Yes, once you put the [pvl_my_purchases] shortcode on a members’ page — it then appears in their app like any other portal page. It lists everything rung up against their name whatever they paid with, and any line opens its full receipt, which they can print. Worth knowing that a cash or card purchase never reaches their statement, because they settled it at the time; only items put on account are billed. Without this list there was no record they could see at all.

Can a member see somebody else's receipt?

No. Every request is checked against the sale itself rather than trusting what was asked for, and an unknown receipt and someone else’s give exactly the same answer, so the list cannot be probed to find out which receipt numbers are real.

We would rather members did not see bar purchases.

Turn off “Let members see their own purchases and receipts” in Till settings and the list disappears, along with the endpoint behind it.

Do I have to come in here to reprint something?

No. The till has its own “Reprint a receipt” button covering recent sales and lookup by receipt number, which is where a steward should do it. This screen is for when you want to filter by date, or reprint something older.

Printing gave me the whole admin page.

That was a fault in earlier builds and is fixed. Printing from the receipt view now prints the receipt alone; “Printable version” is the belt-and-braces route if your browser still misbehaves.