Sales Records
Sales records track what you've sold—from external systems like Odoo or imported from CSV files. Use this data to plan production based on actual demand.
Overview
Sales records capture:
- What sold — Item name, quantity, price
- When it sold — Sale date, delivery date
- Who bought it — Customer name, order number
- Menu item link — Maps to your PrepStation menu items
Sales Records → Menu Items → Recipes → Production Requirements
Accessing Sales Records
Navigate to Sales → Sales Records
Or go directly to /sales_records
How Sales Records Are Created
From External Sync
When you sync from Odoo or other systems:
- Sales orders are fetched
- Line items become sales records
- Auto-mapping attempts to link to menu items
- Unmapped items need manual mapping
See External Sync for setup.
From CSV Import
Import sales data from your POS:
- Go to Imports → Sales
- Upload your CSV file
- Map columns to fields
- Match items to menu items
- Import creates sales records
See Importing Sales Data for details.
Sales Record Fields
Core Information
| Field | Description |
|---|---|
| Item Name | Product name from your POS/ERP |
| Quantity Sold | Number of units sold |
| Unit Price | Price per unit |
| Line Total | Total for this line item |
| Sale Date | When the sale occurred |
Order Information
| Field | Description |
|---|---|
| Order Number | Sales order reference |
| Customer Name | Who placed the order |
| Salesperson | Who made the sale |
| Sales Team | Team attribution |
Delivery Information
| Field | Description |
|---|---|
| Delivery Date | When it should be delivered |
| Delivery Status | Pending, delivered, cancelled |
Mapping Sales to Menu Items
For sales records to flow into production planning, they must be linked to your menu items.
Mapping Status
| Status | Meaning |
|---|---|
| Auto-mapped | System matched automatically |
| Manual-mapped | You linked it manually |
| Unmapped | Needs your attention |
| Ignored | Intentionally skipped |
Auto-Mapping
PrepStation tries to match sales items to menu items by:
- Exact name match
- Similar name match
- SKU/code match (if available)
High-confidence matches are auto-mapped. Low-confidence matches need review.
Manual Mapping
For unmapped items:
- Find the sales record
- Click Map or Link to Menu Item
- Search for the correct menu item
- Select it
- Future sales of this item will auto-map
Ignoring Items
Some sales don't need to be tracked (non-food items, services):
- Find the sales record
- Click Ignore
- It won't appear in production planning
Using Sales for Production
How It Works
- Sales records with mapped menu items are included
- Menu items link to recipes
- Recipes list required ingredients
- Production requirements calculate total needs
Date Range Analysis
Calculate production requirements from sales:
- Go to Production → Requirements
- Select Date Range analysis
- Choose your date range
- See what needs to be produced based on historical sales
Forecasting
Use sales history to predict future needs:
| Approach | Description |
|---|---|
| Same period last year | Compare to previous year |
| Rolling average | Average recent sales |
| Growth adjusted | Apply growth percentage |
Managing Sales Records
Viewing Records
The sales records page shows:
- Item name and quantity
- Sale date and customer
- Mapping status
- Processing status
Filtering
Filter by:
| Filter | Options |
|---|---|
| Mapping Status | Unmapped, Mapped, Ignored |
| Date Range | Sale date range |
| Import Source | External sync, CSV import |
| Customer | Specific customer |
Bulk Actions
| Action | Description |
|---|---|
| Bulk Map | Map multiple items to the same menu item |
| Bulk Ignore | Ignore multiple non-relevant items |
| Export | Download as CSV |
Handling Changes
Updated Sales
When a sale is modified in your external system:
- Next sync updates the record
- Quantity changes flow to production
- Cancellations are marked
Cancelled Sales
Cancelled orders:
- Are marked as cancelled
- Are excluded from production calculations
- Remain visible for history
Common Workflows
Daily Production Planning
- Sync latest sales from Odoo
- Review any unmapped items
- Go to Production Requirements
- Calculate needs for tomorrow
- Generate production plan
Weekly Forecasting
- Review sales from past weeks
- Calculate requirements for date range
- Identify trends or anomalies
- Adjust production plans accordingly
New Product Launch
- Add menu item to PrepStation
- Sales come in via sync
- Map sales to the new menu item
- Production requirements include new item
Common Questions
Q: Why are some items unmapped?
A: The item name in your POS doesn't match any menu item in PrepStation. Map it manually once, and future sales will auto-map.
Q: Do I need to map everything?
A: Only items you want in production planning. Ignore non-food items, drinks, or things you don't prep.
Q: How far back can I analyze sales?
A: As far back as you have data. Import historical data or sync from your external system.
Q: What if a menu item changes?
A: Update the mapping. Future sales will use the new link.
Q: Can I edit sales records?
A: You can change the mapping and ignore status, but quantities come from the source system.
Q: How do cancelled orders affect production?
A: Cancelled orders are excluded from production requirement calculations.
Next Steps
- External Sync — Connect to external systems
- Production Planning — Use sales for planning
- Importing Sales Data — Import from CSV
Last updated: March 23, 2026