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.

Sales Analysis Report

Go to Sales > Reporting > Sales Analysis. This is a pivot view that supports drag-and-drop analysis.

Dimensions (Rows)

• Customer, Product, Product Category
• Sales Team, Salesperson
• Country, State
• Date (Order, Invoice, Delivery)

Measures (Values)

• Untaxed Amount, Total, Margin, Margin %
• Quantity Ordered, Quantity Delivered
• Number of Orders

Filters

• Date range (Today, This Month, This Quarter, This Year, Custom)
• Order Status (Quotation, Sale Order, Done, Cancelled)
• Sales Team, Salesperson, Customer

Graph View

Switch to graph: Bar, Line, Pie, Donut charts. Common: Revenue by Month (bar), Revenue by Category (pie), Sales Trend 12mo (line).

Cohort Analysis

Group customers by first order month, track repeat purchases over time. Measures customer retention and LTV.

Sales Order Lifecycle

Once a quotation is confirmed, it becomes a Sales Order. Go to Sales > Orders > Sales Orders.

Order Status Reference

Smart Buttons

• Delivery - Shows delivery status. Click to create/view delivery orders.
• Invoice - Shows invoicing status. Click to create/view invoices.
• Lock - Prevents edits. Appears when Lock Confirmed Orders is enabled.
• Cancel - Cancels the order. Requires reason if configured.

Editing a Confirmed Order

• If unlocked, click Edit to modify lines, quantities, prices.
• Existing deliveries: updates quantities if not yet validated.
• Existing invoices: warning shown. May need credit note for difference.
• If Lock Confirmed Orders is enabled, unlock first (Manager rights required).

Cancelling an Order

1. Open sales order → click Cancel.
2. Confirm cancellation. Quickenerp unreserves stock, cancels draft deliveries/invoices.
3. To re-open: click "Set to Quotation" → adjust → confirm again.

Bulk Operations

Select multiple orders in list view → Actions menu: Export, Print Delivery Slips, Create Invoices, Send by Email, Cancel.