The Sales module takes a sale from the first quotation to the invoice and its payment. Use it if you prepare offers, take orders, ship goods or bill clients. Each document starts from the one before it, so you do not type a line twice.
Key Features
- Sales Quotations are priced offers to a client. You revise a quotation while the client negotiates, and you convert the accepted one into a sales order.
- Sales Orders record what a client ordered. When you confirm an order, Beelocity sets aside its stock, and you can then follow its deliveries line by line.
- Delivery Notes follow the goods out of your warehouse: picked, packed, shipped and delivered.
- Sales Invoices bill a client and show what each client owes. You record each payment on its invoice, so you can see which invoices are paid, part paid or past due.
- Credit Notes reduce what a client owes after a return, a pricing error or damaged goods. An issued credit note takes its amount off what its invoice still owes.
Beelocity can produce a quotation, a delivery note, an invoice or a credit note as a PDF, in English, French or Arabic. A sales order has no printed form. See Printing and Sharing Documents.
Sales Workflow
A typical sale follows these steps:
- You write a sales quotation with the items and the prices that you offer a client.
- You move the quotation to Sent, and you give it to the client yourself. Beelocity sends nothing to the client.
- The client accepts the offer, asks for changes or rejects it. You record the answer on the quotation.
- If the client accepts, you convert the quotation into a sales order. The new order is a draft and binds nobody yet.
- You submit the order for approval. If an approval rule covers it, an approver decides. If no rule covers it, Beelocity approves it at once.
- You confirm the order with the client, and Beelocity sets aside the stock. The warehouse then picks, packs and ships the goods on a delivery note.
- You invoice what you delivered. The invoice shows what the client owes until the client pays it or a credit note reduces it.
A Sales clerk can write these documents. Moving a document along its road needs a Sales manager or the owner of your organization.
Navigation
Open Sales in the sidebar. The module opens on what needs doing (below). The sidebar lists the documents of a sale in the order that a sale goes through them:
- Quotations lists your offers, with their lines and their revisions.
- Orders lists what clients ordered, with the lines, the approvals, the deliveries and the invoices of each order.
- Delivery Notes lists the goods that leave your warehouse, from picking to delivery.
- Sales Returns lists the goods that clients send back, which you receive into stock.
- Invoices lists what each client owes, with the payment status of each invoice.
- Credit Notes lists the credits that reduce what a client owes.
Setup, at the end of the list, holds the price lists that your sales use.
See what needs doing
Opening Sales shows the work that is waiting for somebody, in four lists. Each row opens the record where you do the job. Beelocity reads the lists again each time you open the page.
| List | What it shows | What to do |
|---|---|---|
| Quotations expiring soon | The quotations that you sent whose last valid day is today or in the next six days, the soonest first. | Call the client before the offer runs out, or let it expire. |
| Orders to deliver | The orders at Confirmed, Processing or Partial, by the date promised to the client. An order with no promised date comes last, and a date that has passed reads late. | Open the order and create its delivery note. |
| Deliveries to invoice | The delivery notes that shipped and still have something to bill, the oldest first. | Open the note and choose Create invoice in More actions. |
| Past-due invoices | The invoices still unpaid after their due date, the oldest first, with the days late and what is owed. | Chase the payment, and record it when it comes in. |
Each list shows five rows and how many there are in all. View all opens the whole list with the same filters. Deliveries to invoice has no View all, because you cannot filter the delivery notes on what is left to bill.
At the top of the page, three buttons start the usual documents: New sales quotation, New sales order and New sales invoice. The headline figures sit under the buttons. The Past-due invoices figure counts exactly the invoices that its list shows.
Under the figures, Invoiced each month draws the last twelve months of sales (see See what you sold). Invoices by age draws the unpaid invoices as columns, from Not yet due to More than 90 days late. The four lists come after the charts. You see only the lists and the buttons that your role lets you open.
See what you sold
A business owner asks first how much the business sold, to whom, and what. Three charts on the Sales tab of the dashboard answer that.
| Chart | What it shows |
|---|---|
| Invoiced each month | One column per month for the last twelve months, this one included. A column shows what you invoiced, less the credit notes issued that month. |
| Top customers | The ten clients that you invoiced most over the same months, less their credit notes. The other clients appear together as Other customers. |
| Top products | The ten products that sold most over the same months, less what you credited. The other products appear together as Other products. |
Every figure is excluding TVA. It is the value of what you sold, which is also the base of your TVA return. It is not the tax that you collected for the state.
A month counts the invoices dated in it after they reach Sent. A draft, cancelled or voided invoice never counts. The month then takes off the credit notes issued in that same month.
So a credit note issued in March for a January invoice comes off March. A month that you have already declared does not change when a client returns something later. Voiding an invoice is the one thing that removes it from the month it was in.
Point at a month to read what you invoiced and what you credited beside its total. Click a client’s column to open their invoices over the same months. Click a product’s column to open the product. Invoiced each month also sits on the Sales home, under the headline figures.
The charts on the dashboard show the last twelve months until you set the date range at the top of the dashboard. They then show the months that the range covers, and the first and last month count only the days inside it. The chart on the Sales home always shows the last twelve months.
An invoice in another currency
Beelocity shows amounts in your base currency, which is the Default currency on your organization’s page. An invoice or a credit note in another currency counts at the exchange rate in force on its own date. For example, a euro invoice of 14 March is worth what the rate in force on 14 March says, whatever the euro is worth today.
If no rate is on file by that date, Beelocity leaves the document out of the amounts. It does not count one euro as one dinar. A sentence under the chart names the document and links to the exchange rates page. After you enter the rate, the document joins its month. If your organization has no base currency yet, the charts say so instead.
Set up the module
Setup is one page for what you set once and change when prices move. It has one tab:
| Tab | What it holds |
|---|---|
| Price Lists | The named lists that your quotations and orders read, each in one currency. No screen can add a price to a list today, so a list gives each product’s base price. See Pricing and Price Lists. |
The tab keeps the address that the price lists always had, so a bookmark to them still opens it. If your role does not let you see price lists, Setup is not in your sidebar.