Sell an item with the staff Shopping Cart

Use Shopping Cart to select a client and student, add Sales Items, review discounts or payment-plan choices, and prepare a staff-assisted checkout.

#Before you begin

Confirm the client, student, and location before adding anything.
Review the Sales Item's price, restrictions, payment plans, activation/expiration rules, and inventory options.
Ask whether the client wants to pay now, use a saved source, create scheduled payments, or leave a balance when those choices are available.
Confirm that the current payment account and processor are correct for the selected location.
Use a fictional account and processor test mode while learning.

Warning: The final Checkout action can create purchases, charges, payment allocations, scheduled payments, inventory changes, enrollments, and an external processor transaction. Preview and review are not the financial commit. Submit only once, then reconcile the result before retrying.

#Start the cart

Open Shopping Cart in the left navigation.
Search Client and select the correct account holder.
Search Student and select the person receiving the item or service.
Select Location.
Confirm the notice no longer says that a client and location are required.

The cart keeps a working context for the selected account and student. Changing either person after adding lines can reset or reinterpret that context. Clear and rebuild the cart when the customer assignment changes.

#Find and add an item

Use either method:

Quick Add for a known item; or
the item area with Search item, All Categories, and All Types.

Before selecting Add to cart, review:

item name and category;
price;
quantity;
payment-plan choice, when shown;
size, color, location stock, or other inventory option;
package restrictions or included uses; and
gift-card value or recipient fields, when applicable.

After adding the line, confirm it appears in the Shopping Cart table with the expected price, quantity, and subtotal.

#Review optional item controls

Some items expose additional controls only after selection:

Payment Plan can replace the immediate item price with the plan's first-payment total.
Prorate First Payment adjusts the first scheduled amount when supported by the item.
inventory products can require a specific variant;
gift cards can require a code, amount, or intended member; and
class-related items can depend on the selected student, schedule, or season.

Treat every conditional choice as part of the line item. If you change it, recheck the line subtotal and checkout summary.

#Apply a staff discount

Choose % for a percentage or $ for a fixed amount.
Enter the approved value.
Select Apply Discount.
Confirm the displayed discount and new total.
Record the studio-approved reason in the appropriate notes or audit process.

Warning: A cart discount is different from a coupon, account credit, gift card, or manual ledger correction. Do not stack reductions unless studio policy authorizes the combination.

#Review the cart

Before continuing, verify:

client and student;
location;
each item and variant;
quantity and line subtotal;
payment-plan or proration choice;
discount mode and amount;
cart subtotal and total; and
no duplicate line from an earlier attempt.

Select Clear Cart only when you intend to discard the current lines. Select Proceed to Checkout when the review is complete.

#Review checkout and payment

On the checkout page:

Confirm the customer and student names.
Review every item, quantity, price, discount, and total in the summary.
Read any warnings about eligibility, agreements, inventory, payment accounts, or processor availability.
Select the intended payment method or staff-recorded payment path.
Choose the correct Payment Account when the page requires one.
If using a saved source, verify only its masked label and account context.
Review Auto Payment, Set as default, and Apply payment plan separately; leave them off unless the client has authorized them.
For a new payment plan, verify repeat count, schedule, start date, and displayed amount per payment.
Use the preview or validation action when available and resolve every error.
Select Checkout once.

Important: A saved payment method or local payment row is not the same as processor settlement. Electronic payment success must be confirmed by the processor-aware result and then reconciled with the ledger.

#Confirm the result

The completion panel can link to Ledger Payments and Review Scheduled Payments. Verify all applicable records:

purchase exists for the correct student;
charge and discount match the final summary;
payment exists and is allocated as intended;
processor reference/status is present for an electronic transaction;
scheduled-payment row count and dates match the plan;
inventory or package usage is correct; and
the cart is no longer waiting to be submitted.

If any part is missing, do not repeat checkout until you know whether the original request created a partial result.

#Troubleshooting

#Add to cart is disabled

Select a valid Client and Location first. Some items also require a student or inventory option.

#The expected item is missing

Clear the item filters and confirm the Sales Item is active, inside its sale window, eligible for staff sales, stocked at the selected location, and not restricted for the selected client/student.

#Proceed to Checkout is disabled

Confirm the client, location, and at least one valid cart line. Remove any line with an unresolved option or eligibility message.

#The total changed on checkout

Compare line discounts, tax, fees, payment-plan first payment, account credit, gift-card value, and other checkout adjustments. Stop if the difference is not understood.

#Checkout reports an error or stalls

Do not submit again immediately. Check Purchases, the student's ledger, Payment History, processor records, Scheduled Payments, and inventory. Record the time, amount, and visible message.

#Scheduled payments were created but payment was not collected

Scheduled instructions are future records, not receipts. Review their dates, amounts, status, and source, then reconcile any immediate payment separately.