Cash Sale Dispatch

A cash sale is paid at the counter, so the accountant records the sale and the payment in SolaCount at once. The goods, however, still have to leave the warehouse. Cash sale dispatch is the warehouse's list of cash sales whose goods are waiting to be handed over. You confirm here, line by line, what actually left the building. SolaStock then posts a normal Shipment, takes the stock out at cost, and tells SolaCount that the goods are delivered.

Nothing in SolaStock creates the sale, the receipt or the payment: those stay in SolaCount. This page only records the physical hand-over.

Typical users: warehouse managers and operators at a counter or loading bay; sales managers who release goods; accountants who need to know what has been handed over.

Where to find it

The menu item is hidden until the cash-sale hand-over is switched on for your installation. If your organization uses cash sales in SolaCount and you do not see the item, ask your administrator or Solavel support whether the cash hand-over is enabled for you. When it is on, the item appears for everyone who can View sales orders & fulfillment.

The page is titled Cash sale dispatch, with the note "The sale and payment are recorded in SolaCount. Confirm actual dispatch only when the goods leave the warehouse."

Warehouse scope applies: you can only approve, choose and dispatch from warehouses assigned to you.

Screen tour: the list

• Status buttons: Active (default), History, Cancelled.
• One card per cash sale:

Empty: "No cash sale requests in this list." Load failure: Requests could not be loaded. with Retry.

Statuses

Dispatch the goods

1. Click Review dispatch on the card. The form opens under it.

2. Approve the warehouse first if needed: if the sale has no approved warehouse yet and you may approve, pick one in Choose a warehouse and click Approve warehouse. (The default warehouse is pre-selected.) If you may not approve, ask someone who can: "Dispatch is currently unavailable. Check approval, permissions, and request state."

3. Set the Dispatch date (required).

4. For each line, under the heading item · Remaining 5 pcs:

   Field	Required	Rules	Notes
   Actual dispatched quantity	Yes, for lines you hand over	0 up to the remaining quantity, 4 decimals.	Leave 0 for lines that are not leaving today. At least one line must be above 0: "Enter an actual dispatched quantity."
   Bin	No	Only if the warehouse has active bins.	Take the stock from this bin.
   Variant	Yes, for variant items
   Lot	Yes, for lot-tracked items	Lists active lots of this warehouse with available quantity and expiry.
   Serial numbers	Yes, for serial items	Multi-select; choose one per unit.

5. Optional: Reserve the selected quantities for dispatch under the existing policy. (shown only if you can reserve).

6. Tick I confirm the selected quantities physically left the warehouse. The confirm button is disabled until you do.

7. Click Confirm dispatch (Confirming... while working). You see Dispatch confirmed. and the card refreshes: Dispatched grows and a shipment link appears.

If the connection drops

The form remembers the exact operation in your browser tab. If the answer is lost you see a banner: "A dispatch operation is saved. Check its outcome before retrying; do not create another operation." Click Check outcome. If it completed, the form closes with Dispatch confirmed.; if not, "The operation is saved. Retry this same dispatch." and the button reads Retry saved dispatch. A retry re-sends the same operation, so goods can never be dispatched twice. A refused request (HTTP 422) discards the saved operation so you can correct the form.

Safety checks behind Confirm dispatch

Before any stock moves SolaStock checks, inside one locked transaction, that:

• the request still has the same version you reviewed (if the accountant changed the sale meanwhile the dispatch is refused and you refresh);
• the warehouse is approved for that version, active and one of yours, and the sale is Awaiting dispatch or Partially dispatched;
• each line you dispatch belongs to the sale, uses the sale's unit, and its quantity is greater than 0 and no more than what remains;
• no cash refund is under review for the sale;
• you hold Create & post shipments (stock OUT) and, for the reserve option, Reserve / release stock for sales orders.

The operation carries a unique identifier created in your browser. Sending the same operation twice returns the same result; sending a different request under the same identifier is refused. This is why a lost connection is safe to retry.

Who can do what

Scoped roles act only in their assigned warehouses.

Refunds and returns

• A refund in progress blocks the rest of the dispatch. If the accountant started a cash refund for part of the sale, SolaStock holds further dispatch of the remaining goods so you do not hand over goods that are being refunded: "A cash refund is under review. Complete its synchronization or cancel its draft in SolaCount before dispatching the remaining goods."
• Cancelled quantities. When a refund is completed for goods that were never handed over, those units show under Cancelled and drop out of Remaining.
• Goods that came back. Goods a customer returns after a cash sale are recorded on a Sales Return in SolaStock (the refund itself is the accountant's document in SolaCount). SolaStock cannot reverse a physical return while a linked customer credit is still posted.

How it connects

• SolaCount: the sale, receipt and refund are SolaCount documents. SolaStock returns the delivery facts. See SolaCount.
• Shipments: every confirmed dispatch is a posted shipment; open it from the card to see the stock movement. See Shipments.
• Stock Ledger: the stock-out rows are dated with the dispatch date. See Stock Ledger.
• Warehouse notifications: the bell announces a cash sale ready for dispatch, partly or fully dispatched, cancelled or finished; see Warehouse notifications.
• Credit-invoice sales use Fulfillment Requests instead.

Worked example 1: two lots handed over in two visits

A walk-in customer pays AED 1,890.00 cash for 6 boxes of PRN-LBL-80 (thermal label roll box, AED 120.00) and 10 boxes of INK-BLK (black ink bottle box, AED 117.00). The accountant records cash sale SR-2026-0415. Warehouse staff at Dubai Main see it as Awaiting dispatch: Expected 6 and 10.

1. The customer takes the ink and 4 label boxes today. Hamdan opens Review dispatch, date 2026-10-11, enters 10 for the ink and 4 for the labels, ticks I confirm the selected quantities physically left the warehouse. and clicks Confirm dispatch. The sale becomes Partially dispatched: ink Dispatched 10, labels Dispatched 4, Remaining 2.
2. Stock falls by 10 and 4 at their current cost. For example the ink item at average cost AED 64.00 releases AED 640.00 of inventory.
3. Two days later the remaining 2 label boxes are collected: a second dispatch, Completed.

Worked example 2: a refund before the goods leave

A different cash sale SR-2026-0421 for 20 cartons of TWL-WHT (towels). Before pickup the customer cancels 5 cartons. Nadia drafts the refund in SolaCount.

1. While the refund draft is open, Hamdan tries to dispatch the other 15 and sees "A cash refund is under review. Complete its synchronization or cancel its draft in SolaCount before dispatching the remaining goods."
2. Nadia completes the refund. The card now shows Expected 20, Cancelled 5, Remaining 15.
3. Hamdan dispatches 15 with serial/lot details as needed. The sale is Completed (15 dispatched + 5 cancelled).

Worked example 3: a lot-tracked item with bins

A customer pays cash for 12 boxes of CHOC-24 (chocolate box, lot- and expiry-tracked). Dubai Main has bins A-01 and B-03. The sale SR-2026-0430 is Awaiting dispatch: Expected 12.

1. Khalid opens Review dispatch, the warehouse is already approved, Dispatch date 2026-10-11.
2. For CHOC-24 he enters Actual dispatched quantity 12, picks Bin A-01 and, in Lot, the lot with the earliest expiry (the list shows the lot code, available quantity and expiry date, for example CHOC-2611 · 40 · 2027-03-31).
3. He ticks the confirmation and clicks Confirm dispatch. The sale is Completed; stock of that lot in A-01 falls by 12 and shipment SHP-000036 appears under the card.
4. If the lot needs a serial number or variant the form would demand it before the quantity could be confirmed.

Tips and common problems

Related

• Fulfillment Requests · Shipments · Sales Returns · Warehouse notifications
• SolaCount · What's new