Sales

Creating a Quotation

Go to Sales > Orders > Quotations and click Create. The quotation form has several sections.

1. Header Area Fields

2. Order Lines Tab

• Click Add a Product. Start typing product name or reference.
• Quickenerp shows: product name, available stock (green/red), unit price (from price list), taxes.
• Enter Quantity - subtotal updates in real time.
• Unit Price - Pre-filled from price list. Manual override allowed (per permissions).
• Discount (%) - Appears if enabled in Settings.
• Delivery Lead Time - Expected dispatch date based on lead times.

3. Section & Note Lines

• Section - Section header (e.g. "Office Furniture") for structuring long quotations.
• Note - Text note (e.g. "Delivery within 2 business days"). No price.

4. Other Info Tab

• Shipping Method - Select carrier. Rate auto-calculates if configured.
• Incoterm - EXW, FOB, CIF, DDP for international shipping.
• Warehouse - Which warehouse fulfills the order.
• Fiscal Position - Auto-detected by customer country. Override for special tax.

5. Terms & Conditions Tab

Pre-filled from quotation template or company settings: delivery terms, payment terms, warranty, governing law.

Saving & Reviewing

• Click Save - draft quotation. Status bar shows "Quotation" in grey.
• Click Preview - see PDF version before sending.

Recent Improvements

• Inline Customer Creation - Type new customer name directly in field, create on the fly.
• Product Search Grid - Searchable grid showing stock, price, category.
• Multi-Currency Live Rates - Prices update in real time when changing price list/currency.

Customers in the Sales Context

Customers are managed through Contacts, but you can access them directly from Sales. Go to Sales > Orders > Customers.

Creating a Customer from Sales - Step by Step

1. Click Create.
2. Name - Company or individual full name.
3. Customer Type - Company or Individual. Affects address formatting and tax.
4. Email - Required for emailing quotations/invoices and portal login.
5. Phone / Mobile - Delivery contact and SMS notifications.
6. Invoicing Address - Legal address for invoices. Must be complete for tax compliance.
7. Delivery Address - Add separate delivery address if needed. Multiple addresses supported.
8. Sales Team - Assign for pipeline tracking.
9. Salesperson - Primary point of contact. Defaults to current user.
10. Price List - Default price list for quotations.
11. Payment Terms - Net 30, Due on Receipt, etc. Flows to all invoices.
12. Tags - VIP, Wholesale, Region:EMEA for filtering and reporting.
13. Click Save.

Customer Timeline (Chatter)

Each customer record shows a complete interaction timeline:

• Quotations sent and their status (draft, sent, confirmed, expired).
• Sales orders with delivery and invoice status.
• Invoices and payment status.
• Internal notes, email threads, attachments.
• Activities (follow-up calls, scheduled meetings).

Credit & Payment Management

• Credit Limit - Max outstanding balance. Warning shown when exceeded.
• Currency - Override company default for multi-currency.
• Fiscal Position - Auto-apply tax rules by country (e.g. intra-EU VAT).
• Bank Accounts - For SEPA direct debit or wire transfers.

Bulk Import

1. Go to Customers → Favorites → Import.
2. Download CSV template.
3. Fill columns: Name, Email, Phone, Street, City, Country.
4. Upload and map columns. Quickenerp creates all records.

Recent Improvements

• Customer Preview Card - Hover customer name on orders to see key info popup.
• Quick Contact Create - Type new customer name directly in quotation field, create inline.
• Duplicate Detection - Warns when email already exists, offers merge.

Product Variants (Attributes)

Variants let you offer different versions of the same product - sizes, colours, materials - without creating separate product records.

Enabling Variants

1. Open a product form → go to Variants tab.
2. Click Add Attribute.
3. Select existing attribute (Size, Colour) or create a new one.
4. Add attribute values (e.g. S, M, L, XL).
5. Quickenerp auto-generates product variants for every combination.
6. Each variant has its own Internal Reference, Barcode, Sales Price, and Cost.
7. Click Save. Variants appear as sub-lines in the Variants tab.

Managing Attributes

Go to Sales > Configuration > Attributes.

Variant Pricing

Each variant can have its own price:

1. In the Variants tab, click the variant (e.g. "Chair - Black").
2. Sub-form opens. Change Sales Price and Cost.
3. Set unique Internal Reference for warehouse picking.
4. Each variant can also have its own Image.

Variant Limits

Too many combinations bloat the database (5 sizes → 10 colours → 3 materials = 150 variants). Consider:

• Use Dynamic/Grid View for products with many variants.
• Create separate parent products for distinct lines.

Recent Improvements

• Variant Grid View - Edit all variant prices, SKUs, barcodes in a spreadsheet-like grid.
• Bulk Variant Update - Change price/cost for all variants at once.
• Attribute Matrix - Visual grid of all variant combinations with stock (Enterprise).

Products in Quickenerp

Products are items you sell. They are shared across Sales, Purchases, Inventory, Manufacturing, and eCommerce. Go to Sales > Products > Products.

Product Types

Product Form - All Fields Explained

Creating a Product - Step by Step

1. Go to Sales > Products > Products → click Create.
2. Enter Product Name - use a clear customer-facing name.
3. Select Product Type - Storable for physical goods.
4. Set Sales Price and Cost.
5. Choose Category - create categories under Sales → Configuration → Product Categories if needed.
6. Set Customer Taxes - typically your default sales tax.
7. Enter Internal Reference (e.g. CHR-001-BLK).
8. Fill Sales Description - this appears on quotations.
9. Click Save.

Product Categories

Categories are hierarchical (parent/child). Go to Sales > Configuration > Product Categories.

• Categories inherit properties: income/expense accounts, tax rules, routes.
• Example: Electronics → Computers → Laptops → Gaming Laptops.
• Each category can have default Sales Account and COGS Account.

Recent Improvements

• Grid View Editing - Edit multiple products inline, change prices/costs in bulk.
• Product Image Gallery - Upload multiple images per product.
• Enhanced Product Search - Search by name, reference, barcode, or description simultaneously.

Sales Settings - Every Field Explained

Navigate to Sales > Configuration > Settings. These settings control how quotations, orders, pricing, delivery, and invoicing behave.

Quotations & Orders

Pricing

Delivery

Invoicing

New Features

• Quote Template Preview - See live preview of quotation template.
• Expired Quotation Auto-Cleanup - Scheduled action auto-archives expired quotations.
• Settings Search - Use search bar in General Settings to find any sales setting.

Post-Configuration Checklist

1. Set default validity period (30 days standard, 7 days promotional).
2. Decide manual vs automatic confirmation based on business model.
3. Enable discounts only if team needs per-line discounting.
4. Configure at least one shipping method.
5. Set invoicing policy matching cash flow requirements.
6. Test with a sample quotation for an internal test customer.

Sales Menu Structure

When you open the Sales app, the left sidebar shows the following menu hierarchy:

Dashboard View

The Sales dashboard (landing page) shows:

• KPI Cards - Sales this month, quotations to process, orders to deliver, overdue invoices. Each card is clickable.
• My Pipeline - Kanban view of quotations assigned to you, grouped by stage.
• Sales Graph - Monthly sales trend (current vs previous year).
• Top Customers - Highest revenue customers this period.
• Activities - Upcoming activities related to sales.

Recent Improvements

• Drag-and-drop KPI tiles - Rearrange dashboard cards to your preference.
• Inline Pipeline - Kanban pipeline embedded in dashboard, not a separate page.
• Real-time Updates - KPI numbers update in real time as orders are confirmed.

The Sales Module in Quickenerp

The Sales module manages the entire sell-side lifecycle - from quotation to cash. It is one of the most-used modules and integrates deeply with Inventory (stock availability & delivery), Accounting (invoicing & payments), CRM (lead-to-order conversion), Manufacturing (make-to-order), and Projects (service delivery).

Core Concepts

The Sales-to-Cash Lifecycle

1. Quotation - Create and send a quotation to the customer.
2. Confirmation - Customer accepts or you confirm manually. Status becomes Sales Order.
3. Delivery - Products are picked, packed, and shipped. Delivery order validated in Inventory.
4. Invoicing - Invoice created and sent to the customer.
5. Payment - Customer pays. Payment reconciled in Accounting.
6. Done - Fully delivered and fully invoiced.

Integration Points