Sales flow. Creation of a lead until the payment and the reminder through the consultation of the stock

Transcription

1 Sales flow - Creation of a lead until the payment and the reminder through the consultation of the stock This flow requires the installation of CRM/Sales/Stocks/Invoicing/Accounting/Supply Chain applications To be able to generate an invoice from a sales order, you must activate the option "Generate Invoice from sale order" in the options of the Supply Chain application. To be able to generate an invoice from a customer delivery, it is also necessary to activate the option "Generate invoice from stock move". You must also enable the option "Customer deliveries management" and "Terminate sale order upon delivery". 1- Creating a lead from the CRM application: From the menu Leads, click on + to create a new lead.

2 Fill in the different fields. You can assign a lead to another user or take charge of it yourself. When it is created, a lead is in the "New" state. You will be able to modify this state according to the evolution of your commercial relation with the lead. Save your lead.

3 2- Convert the lead into contact, partner and create an opportunity : From a lead, you can choose to convert the lead into contact, prospect, partners, and you can create opportunities. You have to click in the taskbar on "Tools" and "Convert lead". The fields are automatically taken from the lead. You can also create an opportunity from the lead by clicking on Tools and then "Create Opportunity". 3- Transform the opportunity into quotation : All your opportunities are in CRM/Opportunities menu. You can indicate on an opportunity the amount of it (with the possibility to indicate an amount in the best case and an amount in the worst case), a percentage of probability and an estimated closing date.

4 You can change the selling step of an opportunity from the "sales step" field or directly from the kanban opportunities view (see image below) by simply dragging and dropping an opportunity at the desired sale stage. From an opportunity, you can convert it into a quotation by going to the taskbar, in Tools and then "Convert into quotation". As soon as you start a quotation, you go through the Sales app. You can also find on each form of a lead, a prospect or a customer the opportunities associated with them. The fields "Customer information" are taken from the opportunity You can edit the form to complete the quotation.

5 You must then add sale order lines You can search for a product among the products with a record in the ERP from the "Product" field. The fields display product name, unit, tax and unit price are then filled out automatically. Or you can if it is an unlisted product fill these fields yourself. Once the quantity chosen, you have the possibility to define or not a discount (in% or fixed). If a price list is associated with this customer, the discount will be applied automatically. By clicking ok you confirm the sale order line. You can enter as many order lines as you want.

6 The quotation is initially in the "Draft" status, you can finalize it by clicking on the corresponding button. The quotation is now attached to the order (see in taskbar). You can download the quotation, print it (from the "Reports" menu of the taskbar) and send it by (from the "Tools" menu in the taskbar) directly from the application. If you create new versions of this quotation, they will all be archived for viewing.

7 Confirmation of the sale order Once the quotation has been validated, you can transform it into a firm sale order by clicking on the button "Confirm order".

8 4- State of the stock before delivery There are several ways to view the stock status of a product. The first is to consult the product sheet (Sales/Products & Services). Current and future quantities appear. From the Stocks application, by clicking on the menu "Stock availability", you also have the possibility to make a search for availability of products on each stock locations. You can select one or more products, and click "Run" in the taskbar to start the search.

9 The stock status on the location appears. The third solution is to activate in the options of the Supply Chain application the option "Manage stock reservation". Once this option is activated, you will be able to reserve a quantity of a product, and on each quotation/order line, and the quantity of product in stock will appear. 5- Split a delivery : Delivery items relate to the Stocks application.

10 Generate customer deliveries You can from a confirmed order generate the delivery slip by clicking on "Generate customer deliveries". From the Supply Chain application options, you can also enable the "Generate customer deliveries automatically" option. In this case, as soon as an order is confirmed, the associated customer delivery will be generated automatically. Once on a customer delivery, you have the option to split the delivery from the Tools menu of the taskbar. You then have the option of splitting the order into two, performing a specific split or unit.

11 It is possible to split all stocks movements (internal, delivery and arrival) that are in the planned status. By clicking on the button "Split into 2", it is possible to cut a stock movement in two distinct moves by choosing on the line of the move to split the quantity to put in each move. For example, if on a customer delivery you have a stock move line with 2 quantities of a product that you want to split into 2 separate moves, by clicking on "Split into 2", a window opens and you must choose the line to be split and enter 1 in the "Planned Quantity" column. A new customer delivery will be created with a stock move of 1 for this line, and on your original stock move the expected amount will be 1 also. If you choose the specific split, you must choose the quantity to split. New lines are now displayed based on the number of splits previously selected. 6 - Generate a partial delivery : You must first of all in the "Outgoing move information" tab of the customer delivery, and check that the "Manage BackOrder" box is checked.

12 Click to edit the line that will be delivered partially. Edit the real quantity that will be delivered and click on ok. Changes can also be made directly on the lines: Save and then click on the Plan button to plan the delivery, or on the Realize button when the delivery is done. A backorder stock move is thus automatically generated for the remaining quantities, meaning that there is still a part to manage and to deliver.

13 The state of the stocks after delivery is visible in the product form. You can view all the customer deliveries in the Stocks application, in the "Customer Deliveries" menu. You will find your backorder move previously generated that you can pass to the status "Realized" when the second part of the delivery will be made.

14 Backorder remaining to be delivered : Click on Realize when the delivery is done. 6- Generate the invoice : As a reminder, if you want to be able to generate an invoice from a sales order, you must have previously activated "Generate invoice from sale order" in the options of the Supply Chain application. To generate an invoice from a customer delivery, you must also activate the option. In this example we generate the invoice from the delivery.

15 Click on Generate invoice. You have the details of the invoice lines. You can validate once all the necessary information has been completed.

16 Once the invoice is validated, you can generate a refund by going to the "accounting" tab of the invoice. Once the invoice is validated, you can ventilate it. The ventilation will allow the accounting treatment of the invoice. When the invoice is ventilated, you can register a payment. It should be noted that you can activate the option "Skip ventilation" in the options of the invoicing application. The ventilation step will no longer appear and the validation of the invoice will allow the accounting treatment. The amount is automatically taken back. You choose the method of payment and the currency. The payment made can be only partial.

17 Once validated, the payment appears on the right (paid on...) in the "Totals" tab. You can also find it in the "Payments details" tab of the invoice.

18 7- Consulting the accounting move : Dans l onglet «Comptabilité» de la facture, vous retrouvez l écriture comptable que vous pouvez consulter en cliquant dessus. In the "Accounting" tab of the invoice, you will find the accounting move that you can consult by clicking on it. You thus access the detail of the accounting move. All the accounting moves are found in the accounting module, menu "Moves". See the documentation for configuring journals and accounts.

19 8- Generate manually a reminder : On each customer record you can access the invoicing/payment tab for unpaid invoices for this customer. By clicking on the button View all unpaid invoices, you can access the list of all unpaid invoices for this customer. Vous pouvez envoyer un de relance à partir d une relance impayée, depuis le menu outils dans la barre des tâches. You can send a reminder from an unpaid invoice from the Tools menu on the taskbar.

20 Give a name to the template. A new tab for the opens. Dans «Contenu», vous rédigez son contenu ainsi que le corps de l . Quand c est fini, il suffit de l envoyer. A noter que le compte d envoi d doit avoir été configuré auparavant (voir la documentation à ce propos). In "Content", you can write its content as well as the body of the . When it's over, just send it. Note that the sending account must have been configured before (see the documentation on this subject).

21 9- Manage automatic debt recovery settings Dans le module Comptabilité, menu Recouvrement, vous pouvez configurer des méthodes de recouvrement automatiques. In the Accounting module, in Debt recovery menu, you can configure automatic recovery methods. You can define recovery levels, depending on the duration, the amount, and the type of recovery ( , letter...). See the documentation for more details.