Recording sales and expenses

The whole point of running a flock is to make money, and the Money section exists to answer one question for every flock: did it make money, and how do we know? That starts with recording what you spend and what you sell.

Log an expense in the field

Record expenses where they happen. When the feed truck delivers and hands over a receipt, you do not need to go back to the office.

1. Open the house view and tap Log expense (or start from the Money section).
2. The form pre-fills the date, the site, and the most recent category you used - usually feed.
3. Choose the supplier from the picker. It offers + Walk-In Supplier for an unnamed supplier and + New Supplier to create a reusable supplier record, both at the top of the list.
4. Enter the amount and attach a photo of the receipt when you have one.
5. Under Lot allocation, choose the allocation method and optionally narrow the lot list by Site before selecting the lots.
6. Submit. The expense saves even without a signal and syncs when you are back online (see Recording data without a signal).

Workers can be allowed to log expenses so that anyone holding a receipt can record it. Whether that is turned on is up to each organization.

Record a sale

Sales are usually recorded by a manager or owner at the end of the day.

1. Open the Sales screen and choose New sale.
2. Pick the customer from the picker. It offers + Named walk-in for a quick one-off sale and + New customer to create a reusable customer record at the top of the list; the standing Walk-in customer stays available as a normal choice.
3. Choose the Stock origin once for the whole sale: Farm Lot for flock-sourced products, or Purchased inventory to draw from stock. Then add each product row (product and package). Birds keep their source flock. For eggs, the Product picker carries the size grade - pick Eggs - Large, Eggs - Medium, and so on (or plain Eggs for an ungraded sale) so the price matches the grade. When you draw graded eggs from Purchased inventory, select the graded egg row from the Site pool and PoultryDesk reads the grade from that stock row instead, because pooled eggs are mixed at grading and no longer have an honest single-flock origin.
4. Enter the quantity and unit price. The price defaults to the last price you charged this customer for that product.
5. For Lot-backed products, use Lot allocation to choose the source Lots. An all-pooled graded-egg sale has no physical Lot allocation.
6. Set the payment terms, and optionally record a payment straight away for a cash sale.
7. Submit. PoultryDesk records the sale and updates the customer's running balance.

Selling graded eggs draws down the selected grade at that site and records its weighted-average inventory cost. PoultryDesk blocks a quantity larger than the stock on hand.

Recording a sale from a flock that is under an active medication withdrawal is blocked, and the reason is shown. An override exists for genuine emergencies; it requires a written reason and is kept in the audit trail.

Set a customer-specific price

Record a negotiated customer price as an agreement on the matching price-book entry:

1. Create the customer under Partners > Customers.
2. Go to Finance > Setup > Price books.
3. Open the relevant product, package, and grade price book, or create it first if it does not exist.
4. Select + Add agreement.
5. Enter the customer, custom price, currency, Valid from, and optional Valid until.
6. Select Add agreement.

Each agreement covers one customer and one price-book item. A contract covering several products therefore needs one agreement for each product, package, and grade combination.

When you record a sale or invoice, PoultryDesk applies the active customer agreement before the base price. A recorded sale retains the agreement ID and price source for auditability. Invoice entry uses the same agreement-first price lookup, but the current invoice event retains the resolved amount rather than the agreement ID and price source.

Agreements are not edited in place. Revoke the old agreement, optionally record a reason, and create its replacement. Both actions remain in the append-only event history.

The agreement form does not capture contract numbers, documents, volume tiers, or agreement notes. Those fields require a product enhancement. Customer price agreements do not change financial allocation methods or rounding rules.

Correcting a mistake

If a sale or expense was keyed wrong - 30 trays instead of 300 - you correct it rather than delete it.

1. Open the sale or expense and choose Correct.
2. The form opens with the current values. Fix them and enter a short reason.
3. Submit.

The original stays in the audit trail, and the corrected version is what your reports show. Nothing is ever quietly overwritten.

See also

• How costs are split across lots
• Invoices and payments
• Customers and suppliers