Stock, desk sales, and an item nobody paid for
How an item reaches the catalogue, the two ways to sell it, what a family can buy on their own, and why something a child took without paying is the desk's problem alone.
Written for school owners and admins, front desk, coaches
Everything the school sells sits in one catalogue. An item needs a name, a price and a SKU, and the SKU is not a formality: it is required, and no two items in one school may share it. The list flags an item “low stock” at or below the number you set and “out of stock” at zero, and an item at zero cannot be sold to anybody until you restock it. One tick, “Sell to parents”, decides whether families ever see it at all.
Selling at the desk
- Press “Sell” on the item's row, or open the row first and use the same button there.
- Set “Quantity” and then “Unit price (₪)”. The price arrives prefilled from the catalogue and is yours to change: a desk sale goes out at whatever you type.
- Search a child under “Student (optional)”, or leave the field empty and the sale reads “Walk-in sale — no student linked”.
- Choose “Pay now” or “Pay later”. Pay later is refused with no child on the sale: there has to be somebody to owe it.
- Pay now opens the usual method panel, on “Cash”. A sale with no child can be booked as cash, “Bank transfer” or “External terminal”, but the card fields need a child, so a walk-in cannot pay by card here.
- Confirm. Stock comes off the shelf as the sale is written, in either mode.
An item a child has not paid for
“Pay later” writes no payment at all, and “Attach product” on the child's own page is the same act by a shorter route. The stock is already gone; the sale sits on the child with an “Unpaid” badge under “Products purchased”, and on the dashboard under “Open · not overdue yet”. “Collect” settles it, in full or in part: lower the amount and the rest stays owed on the child, shown on the purchase as paid so far and still owed, until the parts add up to the price. The same goes for “Pay now” when a child is on the sale. To undo one instead, go to the purchase itself on the child's page, or to the sale in the item's “Recent sales” list. If nothing has been paid toward it, “Delete” removes it completely: the stock goes back, the debt comes off every list, and any pay link you sent for it stops working. Once any money has been taken the button is “Return” instead: it offers to refund what was paid, puts the stock back, and the purchase stays on the child marked “returned”.
What a family can buy on its own
“Shop” offers a family only the items ticked “Sell to parents” that still have stock, so a sold-out item disappears from their shop while your list keeps it, flagged “out of stock”. They buy one item per checkout, for the child they picked, always at the catalogue price: the price you typed at the desk applies to that desk sale only. The same short shop closes self-registration, item by item, because a purchase cannot ride along on the registration charge.
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