Support Off the Chain/Manuals/Sales
Creating and Maintaining your Quotes and Sales
Support Desk
posted this on January 20, 2011 17:37
All sales or quotes raised for your customers must be entered and completed in Unleashed for your inventory values to be effected and for that to flow through to Xero.
| • | To create or maintain a quote or sale go to the Sales Invoice List screen under Invoices when you click the Sales tab |
| • | To create a new quote or sale click the Add Sales Invoice button |
| • | You can sort the list displayed by Order Status by selecting it from the drop down |
| • | To edit an existing Quote or Parked Order either click on the required sales line or the Edit button next to the required line |
| • | You will see a count of your sales and their value in default currency at the bottom right |
| • | You can amend how many sales show on your screen by selecting the required number at the bottom of the data grid |
| • | You can sort the invoices as per each column name by double clicking the column name at the top |
| • | You can export the list into Excel by clicking the Export button |
| • | To create a quote or sale select the customer you wish to sell to by either using the Code or Name alpha search or click the Search button for a more detailed search |
| • | Once the customer is selected your order will be given a unique Order Number and the order will become Parked |
| • | The Order Number cannot be changed |
| • | Basic customer details will also show and the Delivery Address will default to your first address entered |
| • | The Order Date will default to the day you enter the order but can be amended |
| • | The Quote Expiry Date will default to one month from the day you enter the order but can be amended |
| • | The Required Date will also default to the day you enter the order and reflects the day the customer wants the stock delivered by, this can be amended but cannot be made prior to the Order Date |
| • | If you would like to add a reference number or comments to the order for the customer enter it in the Customer Reference and Comments fields respectively |
| • | If required select the delivery address from the drop down selection, the Addresses to select from will be those you set up in Customer Entry |
| • | Once you have successfully entered all of your header data, select the product you want to sell in the Sales Invoice Lines area either by using the Code or Name alpha search or click the Search button for a more detailed search |
| • | Click the Code | Description toggle button to change how the Product field alpha search searches |
| • | The quantity of Available stock and the Pack Size of the selected product will show |
| • | You cannot Complete a Sales Order if your order quantity is greater than your available quantity however you can Park the order pending more stock arriving |
| • | If you try to sell a quantity that is not a multiple of the Pack Size you will be given a warning, however you can still Complete the order |
| • | The Sell Price will only show if you have entered a sell price for the selected customer’s Sell Price Tier in Product Entry |
| • | Enter the quantity you wish to sell in the Quantity field |
| • | Enter or override the unit sell price as required |
| • | The Sell Price and line Sub Total are tax exclusive |
| • | Enter in any comments that will be useful for future reference in the line Comments field |
| • | Once you have successfully completed the line entry click the Add button |
| • | Your line entry will then show in the data grid below |
| • | Your Sales Order totals will appear at the bottom right of the screen |
| • | You can still amend the quantity, unit price and comments in the data grid by clicking the required field and typing over the data |
| • | You can repeat these steps as required if you are selling more than one product |
| • | You can Delete any line of the order if required by clicking the Delete button next to the required line |
| • | You can Save the order data entered at any time by clicking the Save button. |
| • | This will keep your order as Parked should you want to exit and return back to it later |
| • | If you want to create the order as a Quote to allow the customer to accept the order prior to completion click the Quote button |
| • | This will change the order status from Parked to Quote |
| • | You can then either Print or Email the Quote for the customer by clicking the Print or Email button |
| • | You can Complete or Delete a Quote by re-selecting and maintaining it from your Sales Invoice List |
| • | If you want to complete the order as an invoice and dispatch the goods click the Complete button |
| • | The will change the order status from Parked to Completed |
| • | You can then either Print or Email the Invoice for the customer by clicking the Print or Email button |
| • | A Print will automatically pop up to allow you send a copy of the invoice with the goods |
| • | The sold stock will be deducted off your stock on hand |
| • | Xero will be sent both the draft receivable invoice to match the sale plus a draft journal for the cost of the goods sold automatically |
| • | If you want to Cancel the current entry to start again click the Cancel button |
| • | If you want to Delete the order in full click the Delete button |
Comments latest first
Hi Bill,
You cannot create order templates in Unleashed yet however you could set it up as a sales import file and import it weekly, monthly etc. There is no packing process however you can print packing slips off (if you do not have enough stock then the order cannot be completed).
You can charge shipping by adding a freight line and entering the price yourself. I believe we could be adding a section at the bottom to do this for you in future though.
Because Unleashed does not handle anything on the payment side of things this would have to be done in Xero or manually.
Hope that helps.
Kind Regards
The Unleashed Team
Hi Graham,
Thanks for the question.
Completed invoices are sent through to Xero as Drafts in Accounts Receivable. Because of this the deletion of a completed invoice is not possible, and would create gaps in your audit trail, so is not something you'd want to do. Instead, you can complete a credit for the invoice, making sure to return the products to your stock on hand. Here is a link to a video showing you how to complete a credit to reverse a sale.
http://support.unleashedsoftware.com/entries/20105363-credit-creation
Regards,
Mark.
How do I delete a completed invoice? There doesn't appear to be an option for this.