A Sale is your deal with a customer: who's buying, how much, and at what price. Each truck that carries part of it is a Load. Hay leaves your inventory when you mark a Load loaded, not before, so you can promise hay well ahead of loading it.
Sell to a customer
- Open Sell. You can start from:
- Sales → New Sale,
- the Sell button beside a customer on Sales → Customers,
- the Sell button on a Stack, from a Lot's page or Sales → Inventory. This fills in the Stack and its kind of bale for you.
- Pick the Customer. If they're new, click the person button beside the list, add them, and you'll come back with them chosen.
- Enter the Amount Agreed and the Price. Type them in bales or in tons, whichever you agreed on; the other one fills in for you.
- Check the Freight Option and Freight Miles. A customer's usual hauler and distance fill in on their own.
- Add a Reference if you like: an invoice number, a PO, anything that helps match it up later.
The first truck
Most sales are one truck, so the first Load is right in the Sell dialog:
- Planned: promised, maybe before harvest. A Stack is optional.
- Scheduled: agreed and booked. It needs a Stack, a target date, and a Freight Option. Scheduled Loads are what the yard sees on Sales → Loads.
- Loaded now: for a sale that's leaving today. Saving takes the hay out of inventory.
The Sale and Freight dollars fill in from the price and the hauler's rate, and you can change them.
More trucks
For a deal that ships over several trucks, save the Sale, open it from Sales, and use Add Load for each truck.
When the truck is loaded
On Sales → Loads, click Loaded on a scheduled Load, or open the Load and choose Mark Loaded. Confirm how many bales actually went on the truck, and when. If the truck was topped up from another Stack, check Topped up from another Stack and pick it.
Made a mistake? Open the Load and choose Undo Loaded. The hay goes back into inventory.
Closing the Sale
When a deal is done, often when it's billed, open it and choose Close Sale…. You'll see what was agreed against what loaded, and the totals. Closing locks the Sale. You can Reopen it if something needs to change.
Each open Sale shows where it stands: Unscheduled (nothing on a truck yet), Partly Scheduled, Scheduled (every bale has a truck), or Shipped (everything loaded, ready to close). To find Sales waiting to be closed, choose Shipped on the Sales page.
If the trucks carried less or more than you agreed, the Sale stays Scheduled with a warning. Open it and choose Set the agreed amount so the Sale matches what really went out, then close it.
Quick sales
Selling a few bales to someone at the gate? You can still record a Sold transaction on a Lot's page, with no customer or truck. To track who bought it, use Sell to a Customer… instead.
What's free to sell
Sales → Inventory shows every Stack's hay On Hand, how much is Reserved on planned and scheduled Loads, and what's still Available. A Stack that's promised more than it holds is highlighted. Hay promised on Sales with no Stack yet is listed above the table.
Hay you list on the Market only shows what's still available, so buyers never see hay that's already promised.