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Credit Sales

Process Demonstration​

Credit Sales process preview

Executive Summary​

This screen provides functionality to manage credit sale transactions by creating, editing, and deleting credit sale vouchers. Operators can input sale details, update existing vouchers, and remove vouchers from the list within the Credit Sales module.

Business Purpose​

The Credit Sales screen facilitates the recording of credit-based fuel or product sales to customers associated with specific vehicles. It enables accurate tracking and management of outstanding credit sales, supporting operational and financial reconciliation at fuel stations.

Operating Procedure​

  1. To create a new credit sale voucher:

    • Click New Credit Sale.
    • Enter the sale Date.
    • Provide a unique Reference No.
    • Optional: Enter Remarks describing the sale.
    • Select the relevant Vehicle, Customer, and Product from dropdown lists for the first item line.
    • Input the Quantity and Rate for the product sold.
    • Click Save Sale to record the credit sale.

  2. To edit an existing voucher:

    • Locate the voucher in the list by Voucher #.
    • Click the Edit button associated with the voucher.
    • Update fields such as Remarks or the item details (e.g., Quantity, Rate).
    • Click Update Sale to save changes.

  3. To delete a voucher:

    • In the voucher list, click the Delete button for the desired voucher.
    • Confirm deletion by clicking Yes, Delete in the prompt.
    • The voucher will be removed from the list.

Required Inputs​

  • Date: The date the credit sale is made (e.g., 2026-04-23).
  • Reference No: A unique identifier for the credit sale.
  • Remarks: Optional descriptive text of the sale.
  • For each item in the sale:
    • Vehicle: Select from available vehicles.
    • Customer: Select from registered customers.
    • Product: Select the product sold (e.g., Engine Oil).
    • Quantity: The amount of product sold (e.g., 15.25).
    • Rate: Price per unit of product (e.g., 292.75).

Validation Rules​

  • Date must be a valid date format.
  • Reference No must be unique across credit sales.
  • Vehicles, Customers, and Products must be selected (non-empty options).
  • Quantity must be a positive numeric value.
  • Rate must be a positive numeric value.
  • All mandatory fields must be completed before saving or updating.

Expected Results​

  • New credit sale vouchers appear in the list with a system-generated Voucher # (e.g., CS-0002).
  • Updates to existing vouchers reflect immediately in the voucher list.
  • Deleted vouchers are removed from the voucher list and no longer accessible.

Exception Handling​

  • Attempting to save a sale with missing required fields or invalid data will prevent saving and may prompt error messages.
  • Duplicate Reference No entries are not allowed and will block voucher creation.
  • If a delete operation is canceled or fails, the voucher remains listed with unchanged details.
  • Network or system errors during save, update, or delete operations should be retried or reported according to station protocols.

This document is system-generated and maintained by the PMS documentation automation pipeline.