Recording a sale in Gold Silver Ledger is a two-step form. Step 1 is where you tick the specific coins and bars you sold from your holdings. Step 2 is where you enter the date, the dealer, and the amount you received for each one.
Submitting moves those items out of HELD and into SOLD status, creates a sell transaction in your history, and posts the realized gain or loss to your analytics.
This article walks through every field, plus a few specifics about how item selection works that are worth knowing before you start.
Opening the form
Two paths land you on the same page.
From the left nav: Click Transactions to expand it, then click Record Sale.
From the Transactions History page: Click the Record Sale option from the top-right of the page.
The URL is /dashboard/transactions/sell if you want to bookmark it.
Step 1 — Select items to sell
The top half of the form lists your held inventory, one row per individual coin or bar. Because every piece you've ever bought is its own record, you pick the exact items you sold rather than entering a quantity.
This is what makes cost basis unambiguous later — see Selecting which specific items you sold for the longer version of why the form is built this way.
A note on the portfolio selector
The portfolio selector at the top of the app — the same one that scopes the Dashboard, Holdings, and every other page — also scopes this list. With All Portfolios selected, you see every item you own across every portfolio.
With a single portfolio selected, you only see items from that portfolio. If you can't find an item you expected to see in the list, the portfolio selector is the first thing to check.
The search bar
The search bar above the table filters the list as you type. It matches against:
Product name: "Eagle," "Britannia," "Maple."
Nickname: Any label you've attached to a specific item.
Tag or user reference: Serial numbers, storage locations, mint years — whatever you've put in the userRef or userDate fields.
Transaction: The transaction name from the original purchase.
Dealer: Who you bought it from.
If you've been diligent about labeling items, search is the fastest way to find what you sold. If you're starting fresh, the columns below give you enough information to pick by eye.
Reading the inventory table
Each row is one physical item. The columns:
Product: Name and thumbnail of the coin, bar, or round.
Form: Coin, bar, round, or junk.
Weight: Per-unit weight in your preferred unit.
Purchased: The date you bought this specific item.
Transaction: The transaction name, if you set one.
Dealer: Where you bought it.
Cost Basis: What you paid for this item, all-in (purchase price plus any allocated shipping).
Current Value: The melt value at today's spot price.
Unrealized G/L: The dollar and percent gain or loss you'd realize if you sold this item right now.
The Unrealized G/L column is the one most users glance at when deciding what to sell. Green is up over spot since you bought it, red is down. Cost basis and current value tell you the same story in absolute dollars.
Selecting the items you sold
Tick the checkbox at the left of each row for every item you sold. Each tick is one physical piece — if you sold three of the same product, tick three rows.
A few specifics worth knowing:
Selection is item-by-item. There is no "select all of this product" shortcut. This is deliberate: the form needs to know exactly which units left your possession so cost basis is recorded against the right purchase records.
You can mix freely within the current portfolio scope. Different metals, different products, different mints — all fine on the same sale transaction.
The selected-items strip at the bottom of the table updates live as you tick boxes. It shows the count, the total cost basis, and the total current value of everything you've selected so far.
When the right items are ticked, scroll down to Step 2.
Step 2: Sale details
The lower half of the form covers the transaction itself: when the sale happened, who you sold to, and the amount you received for each item.
Sale Date (required)
The date the sale actually settled, not the date you're entering it. Defaults to today.
Future dates aren't allowed. Recordkeeping is about what happened, not what you plan to do.
Backdating is allowed for historical sales. If you sold items months ago and are catching up on your records, set the date to the actual sale date. The short-term vs. long-term holding-period math anchors off this field.
Transaction Name (optional)
A free-text label for the sale, useful as a search hook later. Examples: "BullionVault buyback, May," "Coin show booth," "Liquidated the platinum lot." Leave it blank and the sale is still searchable by dealer, product, and date.
Dealer / Source (optional)
Who you sold to. The same searchable dropdown you see on the purchase form, with your dealer history pre-loaded and an option to add a new entry inline. Use Private Sale for peer-to-peer transactions where there isn't really a vendor.
Notes (optional)
Free-text, anything you want to remember about this sale: a buyback confirmation number, what spot was doing that day, the reason you sold. Notes show up in the expanded view of the transaction on the History page and in CSV exports.
Sale Prices (per item)
Each item you selected in Step 1 appears as a row in this table, with its weight, cost basis, and current value laid out so you can see what you're working with. The Sale Price input on the right is where you enter what you actually received for that specific piece.
Per-item, not total. The form expects one sale price per item, not a lump sum for the whole transaction. If a dealer paid you a single check for ten items, divide the proceeds across the lines as you see fit — the per-item allocation is what feeds into per-item realized gain or loss.
In your display currency. The field uses whatever display currency you've set in your profile.
Live realized G/L appears under each input. As you type a sale price, the row shows the gain or loss against that item's cost basis — green for a gain, red for a loss. This is the single best gut-check that you've entered the right number.
Reading the totals strip
The strip across the bottom of the Sale Prices table updates live as you fill in prices. Three numbers:
Total Cost Basis: The sum of what you originally paid for the items you're selling, all-in.
Total Proceeds: The sum of every Sale Price you've entered.
Realised G/L: Total Proceeds minus Total Cost Basis — your net gain or loss across the whole sale.
Glance at the strip before you submit. If Total Proceeds looks wildly different from what you remember receiving, double-check that you entered per-item prices and not the lump sum in one row.
Submitting the sale
When the totals look right, click the Record Sale button at the bottom-right of the page. The button label includes a count of selected items — Record Sale (2) for two items — so you can confirm you're committing the right number of pieces. You're redirected to the Transactions History page with the new sale at the top.
The Cancel button discards everything and takes you back to wherever you came from. Nothing is saved unless you click Record Sale.
What happens after you submit
The sale is now in your ledger. Concretely:
The selected items move from HELD to SOLD status. They're still in your records — sold inventory isn't deleted — but they no longer appear in your active holdings or count toward your portfolio's current value.
The Transactions History page lists the new sale at the top, expandable to see the items and prices. The original buy transactions stay where they are, with each sold item now linked to the sell transaction that disposed of it.
The Holdings page drops the sold items from its default view. You can still surface them by filtering for SOLD status if you want to review past sales.
The Dashboard updates Total Portfolio Value, allocation, and the Top Holdings cards.
The Analytics page picks up the realized gain or loss in the performance breakdown.
The Annual Report (Premium) autofills the sale into the right tax year, with short-term or long-term treatment determined by the holding period.
If you spot a mistake after submitting, you can edit or delete the sale from the History page — see Editing a transaction after the fact and Deleting a sell transaction.
Deleting a sell transaction restores the affected items to HELD status, exactly as they were before.
Where to go next
Selling part of a position: When you only sold some of the items from a single buy.
What happens to sold items in your inventory: The longer version of how SOLD status works.
Recording a sale at a loss: The form works the same way; here's how the loss flows through.
Generating your Annual Report: Where realized gains end up at tax time.