Sales

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 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.

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.