Full flow: From sale to collection
This guide covers the complete sales cycle — from issuing the document to collecting the money from the customer. At each stage you see where you work in POSfix, which options change the result and what you check afterwards.
The path of a sale
Sales invoice ─→ Stock write-off (automatic) ─→ E-Factura SFS
│ (upload, then sign on the portal)
↓
Collection ─→ Bank operation ─→ Bank statement (automatic matching)
Step 1: You create the sales document
Where to find it: Sidebar → Sales → the Sales Invoices tab
Fill in the header
| Field | What you fill in | Example |
|---|---|---|
| Series and number | The series and number of the document | 0000000147 |
| Document date | The date of the sale | 18.03.2026 |
| Operation type | Determines the tax treatment (retail sale, export of goods, service rendering…) | Sale of goods |
| Customer | Select the partner | SRL „Client Fidel" |
| Contract | The associated contract (optional) | Contract no. 15/2026 |
| Payment term | The due date | 02.04.2026 |
| Warehouse | The warehouse it ships from | Depozit central |
| Department | The department making the sale (optional) | Magazin nr. 1 |
| Debit account (receivables) | The receivables account | 221.1 Domestic trade receivables |
| Credit account (revenue) | The revenue account | 611.2 Revenue from the sale of goods |
| Currency and rate | The document currency, with the BNM rate of the day | MDL |
The header switches
| Switch | What changes when you turn it on | If you leave it off |
|---|---|---|
| Price includes VAT | Line prices are gross; VAT is extracted from them | Prices are net and VAT is added on top |
| Document without VAT | Brings the VAT of the whole document to zero, whatever the line rates are | Every line keeps its rate |
| Settled in MDL (conventional unit) | The invoice is expressed in currency but paid in MDL; differences become "amount" differences, not "rate" ones | Settlement happens in the invoice currency |
| Per-line GL account | An account column appears on each line, overriding the revenue account from the header | All lines go to the header account |
Settled in MDL appears only on documents in foreign currency. Document without VAT ticks itself when the operation type is an export.
Fill in the lines
For each product sold:
- Product — select it from the nomenclature (POSfix computes the write-off cost automatically)
- Quantity and Sale price; the amount can also be typed directly, and the price is derived from it
- VAT Rate — chosen from your own rate nomenclature, by code, not by percentage
- Cost and Margin — read-only columns that appear when the product has a known cost
The sales invoice has no discount control. You give the discount from the line price or from a price list linked to the customer.
The columns that appear on their own
- Leaves stock — on products with packages: it shows you how many pieces actually leave, according to the chosen unit
- Allocation — on products tracked by measured batches. It opens a choice between By area (m²), which consumes the packages FIFO, and Whole package, where you pick the package yourself and its remaining measure is invoiced. After posting, the Consumed packages panel shows exactly what left
What happens on posting
The entry has three parts: the revenue and the VAT collected on the customer receivable, plus the cost of goods deducted from stock. You see it in the journal-entry panel at the bottom of the form, before you press the button.
The revenue account depends on what you sell — own products, goods, services or works each have their own analytical account, and the cost follows it symmetrically. POSfix takes it from the product, if it is configured there; otherwise from the document header.
These are two different tax regimes, with opposite consequences on your deductible VAT:
- 0% rate — a taxable supply, only at a zero rate. Export belongs here. You keep the right of deduction on the related purchases.
- VAT exempt — the supply falls outside the scope of taxation. You lose the right of deduction on the related purchases.
The Document without VAT tick only brings the amount to zero; it does not tell the declaration which of the two regimes applies. The regime is set by the Operation type in the header, and that is where the VAT declaration reads it from. Pick the right type, otherwise your export lands in the wrong box.
The stock write-off is automatic: you don't create a separate document for the stock exit.
Post the document
Press Post. The document moves from Draft to Posted. The accounting entries are generated automatically — check them in the journal-entry panel at the bottom of the form. If you got something wrong, you press Unpost and the document returns to Draft.
- The available stock covers the quantity sold
- The sale price is correct (check the customer's price list)
- The VAT rate matches the type of product/service
- If the organization is not a VAT payer, lines with a rate will block posting
Step 2: The stock write-off
This step is automatic — POSfix runs it when the sales document is posted.
What happens behind the scenes
- POSfix identifies each product on the document lines
- It computes the exit cost according to the product's valuation method:
- FIFO (first in, first out) — the default value
- CMP (weighted average cost)
- It deducts the goods from stock and moves their cost to the expense of the period
The method list on the product card also shows LIFO, but POSfix does not compute it: in fact the cost comes out by CMP, with no warning on screen.
The product card would say one thing and the system would do another. Choose FIFO or CMP and declare in the accounting policy the method the platform actually applies.
The valuation method is a field on the product card (Sidebar → Nomenclature → the Nomenclature tab). If it isn't filled in there, the warehouse's default method is used, and if that isn't set either — FIFO.
Checking stock after the sale
Where to find it: Sidebar → Nomenclature → the Stock tab → Stock Ledger (the balances are in Nomenclature → Stock → Stock Balances)
Check that:
- The quantity in stock has dropped
- The exit movement appears with a reference to the sales document
Step 3: Issue the e-Factura
Where to find it: Sidebar → Sales → the E-Factura tab
The e-Factura is mandatory for supplies made under public procurement — including sectoral procurement, concessions and low-value purchases, with the exceptions provided by law. For the rest of the transactions it is optional but recommended: it spares both of you the retyping. Check the requirements in force on the SFS portal.
The issuing process
- From the Posted sales invoice, press Generate E-Factura
- POSfix builds the e-Factura with all the data: issuer, beneficiary, products, VAT
- Check the data — especially the customer's IDNO and the VAT rates
- The document is uploaded to SFS as a draft and moves to the Uploaded to SFS status
- The signature is applied on the SFS portal, by the authorized person. POSfix then follows the status and updates it on its own
There is no local signing with a digital certificate in POSfix. The application uploads the XML to SFS; you sign it on the SFS portal, and POSfix picks up the result through periodic synchronization.
The e-Factura statuses
| Status | Meaning |
|---|---|
| Draft | It exists only locally, it was not uploaded to SFS |
| Uploaded to SFS | The XML reached SFS and is waiting for the signature on the portal |
| Signed by Supplier | The supplier signed on the SFS portal |
| Sent to Buyer | It reached the beneficiary and is waiting |
| Signed by Buyer | The buyer accepted and signed |
| Rejected by Buyer | The buyer rejected it — check the reason |
| Canceled by Supplier | The issuer cancelled the document |
| Transported | Signed by the carrier |
| Deleted from SFS | The document was deleted from the portal |
Step 4: The payment request (optional, before the invoice)
Where to find it: Sidebar → Sales → the Payment Requests tab
The payment request is the document you send the customer before delivery, so they pay it. It is useful for:
- Requesting payment in advance
- Keeping track of due dates
- Confirming the order, when the customer needs a document in order to pay
From the document menu you have three actions:
- Generate sales invoice — creates the fiscal invoice from the payment request. It asks you to confirm, because issuing it has a tax consequence
- Unlink invoice — undoes the link between the two documents, if you changed your mind. It disappears the moment the invoice has been posted; the invoice itself is not deleted
- Record Payment — opens a bank operation already linked to this document
If you deliver and invoice at the same time, go straight to the sales invoice. The payment request generates no accounting entries.
Step 5: You collect the money
Where to find it: Sidebar → Money → the Bank Operations tab
When the customer pays, you record the collection:
On posting, the customer receivable drops by the amount collected and the bank account balance rises by exactly as much. Link the operation to the invoice — otherwise the receivable stays open on the partner even though the money came in.
How you create the bank operation
Two ways:
- Manually: Money → the Bank Operations tab → new document → type Collection → select the partner → amount → Post
- Automatically through the statement import: at step 6, POSfix creates the operation from the statement line
Step 6: You import the bank statement
Where to find it: Sidebar → Money → the Bank Statements tab
- Download the statement from internet banking
- Import it into POSfix
- POSfix automatically matches the collection with the existing bank operation
If the bank operation didn't exist yet, POSfix creates it automatically from the statement data (amount, payer, purpose).
Step 7: Final check
Checking the customer receivable
Where to find it: Sidebar → Accounting → the Account Card tab → 221.1; the rows are grouped by subconto, so you see each customer separately
The invoice appears as a debit entry, the collection as a credit one. A zero balance means the customer has paid in full and the flow is complete.
Checking the bank account
Where to find it: Sidebar → Accounting → the Account Card tab → 242.1
Check that the amount collected appears as an inflow (debit) and that the balance matches the bank statement.
The account card for 221.1, grouped by subconto, shows you instantly how much each customer owes. A debit balance = the amount to collect.
Alternative scenarios
Sale with an advance received
When the customer pays before delivery, VAT is due on the advance, not on delivery: the date of supply for VAT purposes becomes the date of collection. You issue the fiscal invoice on the advance and declare the VAT in the month of collection. On delivery you collect VAT again on the document, so you have to reverse the VAT on the advance — otherwise you declare it twice.
Neither the entry of the collection month nor the reversal at delivery happen automatically. You enter them yourself, from Sidebar → Accounting → the Manual Operations tab. The offsetting of the advance, on the other hand, is done by the sales document on posting, if the customer has an advance balance.
Export in foreign currency
You pick the currency in the header; the BNM rate of the day fills itself in, but you can overwrite it. When the collection is posted, POSfix computes the exchange difference and records it as revenue or as expense, depending on the direction.
If you sell domestically but the invoice is expressed in foreign currency, that is something else: the supply stays internal and settlement happens in MDL. Turn on the Settled in MDL (conventional unit) switch — the differences then become "amount" differences, not "rate" ones.
Return from the customer
Where to find it: Sidebar → Sales → the Return Documents tab
The simplest way is to create it from the posted invoice, with the Create Return button: it takes over the customer, the lines and the quantities. On a partial return you delete the lines that don't come back and correct the quantities; the amounts recalculate themselves.
The return records amounts with the opposite sign, through the red storno convention: the receivable drops, the revenue drops, the goods come back into stock.
A customer who doesn't pay
The provision for doubtful receivables and the definitive write-off are two distinct operations, at different moments.
You record the provision as a manual operation. Writing off the receivable, once the legal avenues are exhausted, is done from Sidebar → Sales → the Debt Adjustments tab, with the Write-off type — there you fill in the partner, the amount and the two accounts.
The tax deduction of a compromised receivable has conditions of its own; check them before moving it to deductible expenses.
Useful reports for sales
| Report | What you check | Where to find it |
|---|---|---|
Account Card 221.1 | Receivables per customer — who owes and how much | Sidebar → Accounting → the Account Card tab |
Account Card 611.2 | The revenue per period and per analytical account | Sidebar → Accounting → the Account Card tab |
| Trial Balance | Total balance of 221 = total uncollected receivables | Sidebar → Accounting → the Trial Balance tab |
| Sales register | The list of sales documents per period | Sidebar → Reports → the Sales register tab |
| Sales report | Sales per product, customer and period | Sidebar → Reports → the Sales report tab |
| Product profitability | The margin on each product | Sidebar → Reports → the Product profitability tab |
Comparison: purchase flow vs. sales flow
| Stage | Purchase | Sale |
|---|---|---|
| Primary document | Supplier invoice | Sales invoice |
| Where you find it | Purchases → the Supplier Invoices tab | Sales → the Sales Invoices tab |
| The partner is | a supplier (payable) | a customer (receivable) |
| The VAT is | deductible, a claim against the budget | collected, a liability to the budget |
| The money | leaves the account | enters the account |
| The E-Factura | You receive it from the supplier | You issue it to the customer |
| Stock | Rises | Drops |
Frequently asked questions
Can I issue a sales invoice without available stock?
You can create the document, but don't post it without stock — the write-off cost isn't computed correctly. Check the balance in Sidebar → Nomenclature → the Stock tab → Stock Balances first.
What is the difference between the sales invoice and the E-Factura?
The sales invoice is the accounting document — it generates the accounting entries and moves the stock. The E-Factura is the fiscal document transmitted through SFS. Both are needed: the first for accounting, the second for tax compliance. The E-Factura is generated from the posted sales invoice.
How do I check how much all my customers owe me?
Open the Trial Balance and check the balance of account 221. Or open the Account Card on 221.1 — the rows are grouped by subconto, so the debit balance at each customer = the amount to collect.
Can I cancel a sales invoice that is already posted?
There is no "Storno" button and no "Reversed" status. You have two routes:
- Unpost — the document returns to Draft, the journal entry is deleted, the stock and the receivable are restored. Then you correct it or delete it. This works only while the period is open.
- A new document with negative values — if the period is closed or you want to keep the trace, you record the correction as a new document, with opposite signs. For goods that actually come back, the right document is the return (Sales → the Return Documents tab).
A correction in accounting is made through a new entry with opposite signs, not by modifying the existing one.