Counter sale

A counter sale sells parts or an item to a walk-in customer without opening a work order. It opens with New sale, at the top of the Counter page (entry of the left menu, right after Interventions), or under New › Counter sale. It requires built-in invoicing and the Issue invoices permission (Administrator and Reception roles). See Roles.

There are two ways to finish, depending on the Payments and cash register feature (Features):

• Simple version (cash register off): Invoice. Garage+ issues the invoice and takes the parts out of stock; it records no payment. A Paid checkbox is a simple reminder.
• Cash register on: Take payment. In a single operation, Garage+ issues the invoice, takes the parts out of stock and records the payment. This also requires the Take payments, refunds and deposits permission.

The Counter page

The Counter page is the list of everything done; New sale opens the sale screen, described here, and Back to the list comes back. On this screen the search takes the top, full width; below it, the cart is a table (one row per item) and the checkout stays on the right: customer, ticket name and email, totals and the buttons to invoice or take payment stay on screen while you scroll down a long cart. There is a single scroll bar: the page’s. On a phone, a Cart (n) button at the bottom of the screen, with the total, opens the same cart in a panel. The cart is kept in your browser: you can leave the page and come back without losing it, but nothing is recorded in Garage+ until you invoice or take payment.

Fill the cart

• Catalogue search: the cursor is in the search field as soon as the page opens (a barcode scanner types the reference straight into it). Type to search the catalogue (the garage’s parts and your suppliers’ items): only the results for what you typed are shown. Choose the quantity and click Add; the line appears in the cart on the right. For a supplier item, Garage+ first creates the matching garage part, with its price and VAT. A part that is out of stock can be reordered or ordered from the supplier right from this search (Manage purchasing permission).
• Browse the catalogue opens the full catalogue in a window, with its filters (All, Parts, Suppliers, Low stock): handy for flicking through without typing. Add puts the item in the cart without closing the window, so you can add several items in a row; Esc (or the cross) closes it.
• Each cart line shows the description, the price excl. VAT and the VAT, the stock (if you may view it), the quantity (− and + buttons), the line total and Remove. A stock of zero or below shows a warning, but the sale is still allowed.
• Missing parts: under the cart, a reminder lists the lines whose available stock is lower than the quantity. For each, Place as customer order records it as a customer order (a linked customer is required, see below) and removes it from the cart.
• Margin: below the checkout totals, the cart margin in euros and as a percentage (average stock cost, otherwise catalogue purchase price); “partial” when a free line has no purchase price. Only visible with the permission to edit the catalogue or adjust stock; never printed.
• + Free line adds a service or an item outside the catalogue: description, price excl. VAT and VAT rate among the garage’s rates.

The price and VAT of a catalogue part are read by Garage+ at the time of the sale. There is no line discount and no overall discount at the counter.

Customer

By default the sale is made to the Counter customer, one customer shared by all walk-in sales. Two optional fields let you print a name and an email address on the receipt; they do not create a customer record.

Link a customer… attaches the sale to a record of the directory: the invoice is then in their name. The record must be complete to invoice (Invoice in Garage+). With the cash register on, you can take only part of the amount, or put it on account (no payment); the rest is then settled like any invoice (Customer account). The receipt name and email only apply without a linked customer. With a linked customer, the optional Motorcycle choice offers the motorcycles they currently hold: the chosen motorcycle is attached to the sale (it is cleared if you change or remove the customer).

Invoice (cash register off)

Click Invoice €X. Garage+ issues the simplified invoice, takes the stock out and shows the Invoice F-… issued screen. No payment is recorded: tick Paid if the customer has paid, it is a simple reminder for the garage, outside the signed document.

Take payment (cash register on)

Click Take €X. The dialog is the one of taking a payment: amount, large method buttons, cash received and Change due, cheque reference, payment by several methods. With the Counter customer, the sum of the payments must equal the total incl. VAT. Gift cards are sold from New › Gift card.

Everything happens in one single transaction: if Garage+ refuses (feature not on, incomplete garage record, cash ceiling…), the message appears in the dialog and nothing is recorded; the cart stays intact.

The Invoice F-… paid screen reminds you that the invoice and the payment are chained and signed in the fiscal journal (Compliance). Invoice (A4 PDF) opens the invoice, the receipt buttons give the payment receipt. New sale empties the cart, ready for the next customer; Close goes back to the list.

Correcting a sale: the credit note

A mistake is corrected with a credit note, from the summary of the sale in the Counter list.

Make a quote

A customer wants a price before deciding? Fill the cart as for a sale, link a customer (and their motorbike) if needed or enter the optional name and email for the ticket, then click Make a quote (below the main button). You need the permission to issue quotes. Nothing is invoiced and stock does not move: the cart is emptied and the Quote D-… created screen offers Print (PDF), Send by email and New sale.

A counter quote follows the same series and numbering (D-…) as workshop quotes, with the validity, mentions and terms of sale from the garage settings. It has a single version: to change a price or a line, make a new quote. To avoid retyping everything, Reuse in a new quote (counter list, on the quote) puts its lines, customer and motorcycle (or the ticket name) back in the cart: correct it, then Make a quote issues a new number; the old quote stays as it is.

Send the quote by email

Send by email opens the same sending window as in the workshop; the quote PDF is attached and the send can be followed on the Messages and notifications page. You also need the permissions to read customers, to upload documents and to email customers.

• Linked customer: pick one of their contacts with an email address, and up to two others in copy if needed.
• Walk-in customer: the quote goes to the receipt email entered before making the quote. This address is kept on the quote and can no longer be changed; no other address can be typed when sending. Without a receipt email, the quote cannot be sent: make a new quote with the address, or link a customer.

The message is prefilled by your quote template (or the Garage+ one) and can be edited. The same quote is not sent again to the same address within two minutes.

The quote then shows in the Counter list (status Open, Invoiced or Expired): its summary reopens the PDF and, when the customer comes back and while the quote is valid, invoices it with its lines and prices.

Customer orders

A customer order keeps track of a part or an item the customer will collect later, without a deposit. It needs a customer from the directory (not the Counter customer) and the Issue invoices permission. No invoice is issued before delivery.

• Place as an order: fill the cart, link the customer, then click Place as an order (under the main button). Garage+ shows Order no. N recorded and empties the cart. There is no discount on the lines of an order. A missing part can also be placed on its own as a customer order, from the Missing parts reminder under the cart.
• Next: the order shows in the Counter list; its summary lets you mark it Ready, Deliver it (invoice at today’s price), Cancel it (reason required) and open the Delivery note without prices.