Sales

Sales Margin Analysis

Requires products to have Cost field set. Margin = (Sale Price - Cost) → Quantity.

Configuring Product Cost

Go to Sales > Products > Products → open product → set Cost. This is the purchase/manufacturing cost per unit. Hidden from Sales Users by default.

Margin Reports

• In Sales Analysis pivot: add Margin and Margin % as measures.
• Group by Product Category to see most profitable categories.
• Group by Customer to see most (and least) profitable accounts.
• Group by Salesperson to compare individual performance.

Product Performance Report

Go to Sales > Reporting > Product Performance. Per-product: units sold, revenue, margin, sales trend, comparison vs targets.

Recent Reporting Improvements

• Pivot Table Enhancements - Expand/collapse all, export to Excel with formatting.
• Forecast vs Actual - Compare pipeline forecast with actual invoiced amounts.
• Saved Searches - Save your favourite report configurations for one-click access.

Sales Analysis Report

Go to Sales > Reporting > Sales Analysis. This is a pivot view that supports drag-and-drop analysis.

Dimensions (Rows)

• Customer, Product, Product Category
• Sales Team, Salesperson
• Country, State
• Date (Order, Invoice, Delivery)

Measures (Values)

• Untaxed Amount, Total, Margin, Margin %
• Quantity Ordered, Quantity Delivered
• Number of Orders

Filters

• Date range (Today, This Month, This Quarter, This Year, Custom)
• Order Status (Quotation, Sale Order, Done, Cancelled)
• Sales Team, Salesperson, Customer

Graph View

Switch to graph: Bar, Line, Pie, Donut charts. Common: Revenue by Month (bar), Revenue by Category (pie), Sales Trend 12mo (line).

Cohort Analysis

Group customers by first order month, track repeat purchases over time. Measures customer retention and LTV.

Subscriptions (Recurring Contracts)

Manages recurring revenue - retainers, service contracts, SaaS subscriptions, memberships. Install the Subscriptions app from Apps menu (depends on Sales + Accounting).

Creating a Subscription

Go to Sales > Orders > Subscriptions → Create.

1. Customer - Select customer. Payment terms and price list applied.
2. Template - Optional pre-configured plan.
3. Start Date - When subscription begins.
4. End Date - Optional for fixed-term contracts. Leave blank for evergreen.
5. Recurring Period - Monthly, Quarterly, Semi-Annual, Annual, or Custom.
6. Subscription Lines - Products/services that recur. Copied to each new invoice.
7. Click Confirm to activate.

Subscription Lifecycle

• Draft - Being configured, not active.
• In Progress - Active. Invoices auto-generated each period.
• Paused - Temporarily suspended. No invoices generated.
• Cancelled - Ended before natural expiry.
• Expired - End date reached.

Auto-Invoicing

• At end of each period, Quickenerp: creates invoice, optionally emails customer, updates next invoice date.
• Managed by scheduled action "Sales: Subscription Auto-Invoice" (daily at 2:00 AM).
• Proration supported for mid-cycle changes (enable in settings).

Subscription Templates

Go to Sales > Configuration > Subscription Templates.

1. Name: "Basic Monthly", "Enterprise Annual".
2. Set recurring period and duration.
3. Add default subscription lines with products, quantities, prices.
4. Choose invoicing trigger: period start or period end.
5. Save. Use template to create new subscriptions pre-filled.

Customer Portal

Portal users can view active subscriptions, download invoices, and upgrade/downgrade plans depending on configuration.

Sales Targets & Performance

Setting Targets

• Target (Monthly) - Revenue goal on team form.
• Invoicing Target (Monthly) - Goal for invoiced amounts vs ordered amounts.

Tracking Progress

• Team Dashboard - Progress bar comparing target vs actual.
• Sales Analysis Report - Group by "Sales Team". Measures: revenue, margin, order count, AOV.
• Drill Down - Within each team, see individual salesperson performance.

Commissions (Enterprise)

• Go to Sales > Configuration > Commission Plans.
• Plan types: % of revenue, flat fee per sale, tiered %, based on margin.
• Assign plans to salespeople on employee record.
• Commissions calculated automatically on order confirmation.
• View totals in Sales Analysis. Export for payroll.

Best Practices

• Review team targets monthly. Adjust for seasonality.
• Use forecast pipeline to identify gaps before month-end.
• Set individual targets in addition to team targets.
• Run Sales Analysis weekly to spot trends.

Sales Teams

Go to Sales > Configuration > Sales Teams.

Creating a Sales Team

1. Click Create.
2. Team Name - "Enterprise Sales", "SMB", "EMEA Region".
3. Team Leader - Manager. Receives notifications and approval requests.
4. Email Alias - Auto-create leads from incoming emails.
5. Company - For multi-company setups.
6. Members - Add salespeople. Their orders attributed to this team.
7. Dashboard Tab: Configure pipeline stages, fold stage, invoicing target.
8. Click Save.

Pipeline Kanban

• Quotations as cards in stage columns. Drag-and-drop to change stage.
• Card shows: customer, amount, salesperson, expected close date, activities.
• Click to preview. + button to create quotation in that stage.

Team Dashboard

Shows: Quotations this month, Won opportunities, Win rate, Average order value, Target progress bar, Pipeline by stage.

Salesperson Assignment

Salesperson defaults to current user. Sales team defaults from their team. Both overridable.

Discounts & Promotions

Per-Line Discounts

Enabled in Settings → "Discounts". Each order line shows a Discount (%) field. A Global Discount button appears in order header.

Discount Limits by Role

Coupon & Promotion Programs

Go to Sales > Configuration > Coupon Programs.

Program Types

• Promotion Program - Auto-applied when conditions met. No code needed (e.g. spend + get 10% off).
• Coupon Program - Requires promo code at checkout or backend (e.g. SUMMER20).
• Loyalty Program - Earn points per purchase, redeem later. Points have expiry.

Creating a Coupon Program

1. Name: "Summer Sale 2026". Program Type: Coupon Program.
2. Reward Type: Discount %, Fixed Amount, Free Shipping, or BOGO.
3. Minimum Order Amount (e.g. ).
4. Validity Period: start/end dates.
5. Generate Codes: one-time per customer, multiple-use, or specific count.
6. Save.

Applying Coupons

On quotation/order, click Coupon button → enter code → validated and applied. Discount appears as separate line.

Troubleshooting

• Coupon not applying - Check active, within dates, minimum amount met.
• Code not found - Case-sensitive. Verify exact code and program is active.
• Discount not on PDF - Verify coupon's discount product is configured in Accounting.

Price Lists

Define different prices per customer segment or currency. Go to Sales > Configuration > Price Lists. Enable "Multiple Price Lists" in Settings first.

Creating a Price List

1. Click Create.
2. Name - "Wholesale EUR", "Retail USD", "Student Pricing".
3. Currency - All prices in this list use this currency.
4. Country Group - Restrict to specific countries.
5. Sequence - If multiple apply, lowest sequence wins.
6. Save. Add price list items in the Items tab.

Price List Items - Each Rule Explained

Examples

Assigning Price Lists

• Set on customer contact form → Price List field.
• Pre-filled on new quotations. Override per quotation.
• Changing price list on a quotation recalculates all line prices.

Recent Improvements

• Grid View for Items - Edit items in spreadsheet-like grid.
• Price List Preview - See how prices look for sample customer/product.
• Auto Currency Conversion - Auto-convert from base price list using exchange rates.

Creating Invoices from Sales Orders

Invoicing Policies - Detailed

Manual Invoice Creation

1. Open sales order → click Invoice smart button → Create Invoice.
2. Choose: Ordered Quantities, Delivered Quantities, or Down Payment.
3. Click Create & View Invoice. Draft invoice opens in Accounting.
4. Review → click Confirm to post.
5. Send to customer via "Send & Print".

Down Payments

1. Click Create Invoice > Down Payment.
2. Choose: Fixed Amount (e.g. ) or Percentage (e.g. 50%).
3. Down payment invoice created. Deducted from final invoice total.

Credit Notes & Refunds

1. Open posted invoice → click Add Credit Note.
2. Choose: Partial Refund (select lines/amount) or Full Refund.
3. Select reason: Product Defect, Customer Return, Goodwill.
4. Check "Re-inventory Products" if returning to stock.
5. Click Create Credit Note → review → confirm to post.

Multi-Currency Invoicing

• Invoice uses same currency as sales order.
• Exchange rates locked at invoice creation time.
• Exchange gain/loss recorded on payment reconciliation.

Recent Improvements

• Bulk Invoice Creation - Select multiple orders → Actions → Create Invoices.
• Auto Email Invoices - Automatically email invoice when confirmed.
• Invoice Preview - See amounts before creating.

Managing Deliveries from Sales

Delivery Order Flow

1. Order Confirmed → Draft delivery order (picking) created automatically.
2. Ready → Stock reserved. Warehouse team can pick.
3. In Progress → Warehouse is picking products.
4. Done → Delivery validated. Products leave warehouse.
5. Cancelled → Delivery cancelled.

Processing the Delivery

1. Open delivery order from smart button or Inventory → Operations → Delivery Orders.
2. Verify products and quantities.
3. Click Validate:

• Decrements stock from warehouse.
• Creates COGS accounting entries.
• Updates sales order delivery status.
• Creates draft invoice if policy = "On Delivery Order".

Partial Deliveries & Backorders

• Edit quantities before validation (deliver 5 of 10).
• On partial validation, Quickenerp asks:
• Create Backorder - New delivery for remaining items.
• Do Not Create - Remaining items cancelled. Partial fulfillment.

Shipping Methods

Returns & Refunds

1. Open validated delivery → click Return.
2. Select products and quantities.
3. Validate - stock returned to warehouse.
4. Go to invoice → create Credit Note for refund.

Troubleshooting

Sales Order Lifecycle

Once a quotation is confirmed, it becomes a Sales Order. Go to Sales > Orders > Sales Orders.

Order Status Reference

Smart Buttons

• Delivery - Shows delivery status. Click to create/view delivery orders.
• Invoice - Shows invoicing status. Click to create/view invoices.
• Lock - Prevents edits. Appears when Lock Confirmed Orders is enabled.
• Cancel - Cancels the order. Requires reason if configured.

Editing a Confirmed Order

• If unlocked, click Edit to modify lines, quantities, prices.
• Existing deliveries: updates quantities if not yet validated.
• Existing invoices: warning shown. May need credit note for difference.
• If Lock Confirmed Orders is enabled, unlock first (Manager rights required).

Cancelling an Order

1. Open sales order → click Cancel.
2. Confirm cancellation. Quickenerp unreserves stock, cancels draft deliveries/invoices.
3. To re-open: click "Set to Quotation" → adjust → confirm again.

Bulk Operations

Select multiple orders in list view → Actions menu: Export, Print Delivery Slips, Create Invoices, Send by Email, Cancel.

Quotation Templates

Go to Sales > Configuration > Quotation Templates.

Creating a Template

1. Click Create.
2. Name - e.g. "Standard Domestic", "International Export".
3. Active - Must be checked to appear in selection.
4. Payment Terms - Default terms for this template.
5. Shipping Method - Default carrier.
6. Incoterm - For international trade.
7. Quotation Lines - Pre-populate with frequently-sold products.
8. Terms & Conditions - Default legal text.
9. Click Save.

Using a Template

• Select template from dropdown when creating a new quotation.
• All defaults applied. Modify any field as needed.
• Set a default in Sales → Configuration → Settings.

Best Practices

• Create separate templates for B2B, B2C, wholesale, retail.
• Include standard terms for legal compliance.
• Review templates quarterly to keep terms current.

Sending Quotations

Method 1: Send by Email

1. Open quotation → click Send & Print.
2. Quickenerp generates PDF and opens email composer: To (customer email), Subject (from template), Body (dynamic placeholders).
3. Add CC, attachments, or modify body as needed.
4. Click Send. Status changes to "Sent" (blue pill).
5. Email and PDF logged in chatter.

Method 2: Online Portal Acceptance

1. Customer receives email with secure portal link.
2. They log in and see the quotation with product list, totals, PDF download.
3. Click Accept & Sign (or Decline).
4. If signature is enabled, they draw/type it. If portrait, they take a selfie.
5. On acceptance:

• If confirmation = Automatic → immediately becomes Sales Order.
• If Manual → shows as "Accepted" awaiting your confirmation.

Method 3: Manual Confirmation

1. Open quotation → click Confirm.
2. Status → "Sales Order". Quickenerp:

• Reserves stock for storable products.
• Creates draft delivery order and/or invoice (based on policy).
• Creates manufacturing orders (MTO) or purchase orders (dropship).
• Updates customer history and sales team metrics.

Expired Quotations

• Past Valid Until date → auto-marked "Expired".
• To re-issue: open → click "Set to Quotation" → update Valid Until → resend.
• Or use Duplicate to create a fresh copy.

Follow-up Activities

Enable in Settings → "Quotation Follow-up". Quickenerp auto-creates activities for unconverted quotations after N days.

Troubleshooting