Sales

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.

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.

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.