A Sale is what a Patient pays the Clinic for outside a Booking: anything administered in the room is a Booking, never a Sale. Owners, Managers, Practitioners and the Front desk make Sales and take payment; only Owners, Managers and the Front desk refund.
The list
Sales has Open, Paid, Refunded, Cancelled and All, and Needs attention for Sales waiting on someone, such as a proposed refund or a paid home-delivered line to place. Filter by Every Sale, Patients' Sales or Walk-in Sales.
Start a Sale
Choose New Sale, here or on the Patient's page, find the Patient, and choose the button that names them.
For a Sale with no Patient, choose Walk-in Sale, then Start the Walk-in Sale: Retail Product and free-text lines only, paid by Terminal or cash, with no Clinic Credit and no emailed receipt.
Add the lines
Under Add a line, choose a kind:
- Retail Product: from the list an Owner or Manager keeps in Settings › Retail Products, then Add.
- Free text: description, quantity, unit price and VAT code, then Add line.
- Home delivered: one of the Patient's Self-administered Prescription Lines whose window is open, at the price you set, with its supply cost beside it, then Add home-delivered line. The receipt and pay link never name the Product.
- Delivery: after a home-delivered line. Left blank, it takes Clayform's quoted rate; ask less or nothing, never more.
A line the Patient's Plan Allowance or Course pays for shows Covered. Edit and Remove change a line while the Sale is open. Clayform does not decide VAT treatment: confirm each code with your accountant.
Home delivery
A home-delivered line is paid only once the home address is confirmed. Under Home address, tick Confirmed with the Patient in the room and choose Confirm the address, or send the pay link, where the Patient confirms it. Nothing ships until the Patient's ID check passes.
Once paid, the line shows Ready to place: place it from the Patient's Basket, shipped to their home (see Ordering from the Pharmacy).
Take payment
Totals shows the amount due, less any Clinic Credit; untick it there if the Patient would rather keep it.
- At the desk, choose the button that names the amount, then Card on the Terminal, Cash or Other with a note. While the Sale shows Waiting for the card, Cancel on the reader stops it (Cancel the card payment with Tap to Pay). Cash and Other are recorded for the ledger only: no money moves through Clayform.
- When Clinic Credit covers it all, choose Complete the Sale.
- Otherwise choose Send the pay link, texted and emailed. The Message never says what was sold.
This screen never takes a saved card. An open Sale can also be paid at Checkout, in one Payment with the Patient's Booking.
Payments lists every Payment and refund, with receipts to print.
Cancel or refund
Cancel the Sale closes an open Sale unpaid and stops any pay link. A paid Sale is refunded, not cancelled: Refund takes an amount against The Sale as a whole or one line, with a reason. Card money goes back to the card; the Clinic hands back cash and Other. A refund never goes to Clinic Credit.
Proposed refunds
When the Pharmacy rejects a home-delivered line, or its Order Line is cancelled, Clayform proposes the refund on Sales and on the Sale. No money leaves the Clinic's Stripe account until an Owner, Manager or Front desk confirms it; otherwise they choose Dismiss with a reason. The Patient is not messaged about a rejection: the Clinic tells them.