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.

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.

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