Sales

Sending Quotations

Method 1: Send by Email

1. Open quotation → click Send & Print.
2. Quickenerp generates PDF and opens email composer: To (customer email), Subject (from template), Body (dynamic placeholders).
3. Add CC, attachments, or modify body as needed.
4. Click Send. Status changes to "Sent" (blue pill).
5. Email and PDF logged in chatter.

Method 2: Online Portal Acceptance

1. Customer receives email with secure portal link.
2. They log in and see the quotation with product list, totals, PDF download.
3. Click Accept & Sign (or Decline).
4. If signature is enabled, they draw/type it. If portrait, they take a selfie.
5. On acceptance:

• If confirmation = Automatic → immediately becomes Sales Order.
• If Manual → shows as "Accepted" awaiting your confirmation.

Method 3: Manual Confirmation

1. Open quotation → click Confirm.
2. Status → "Sales Order". Quickenerp:

• Reserves stock for storable products.
• Creates draft delivery order and/or invoice (based on policy).
• Creates manufacturing orders (MTO) or purchase orders (dropship).
• Updates customer history and sales team metrics.

Expired Quotations

• Past Valid Until date → auto-marked "Expired".
• To re-issue: open → click "Set to Quotation" → update Valid Until → resend.
• Or use Duplicate to create a fresh copy.

Follow-up Activities

Enable in Settings → "Quotation Follow-up". Quickenerp auto-creates activities for unconverted quotations after N days.

Troubleshooting

Customers in the Sales Context

Customers are managed through Contacts, but you can access them directly from Sales. Go to Sales > Orders > Customers.

Creating a Customer from Sales - Step by Step

1. Click Create.
2. Name - Company or individual full name.
3. Customer Type - Company or Individual. Affects address formatting and tax.
4. Email - Required for emailing quotations/invoices and portal login.
5. Phone / Mobile - Delivery contact and SMS notifications.
6. Invoicing Address - Legal address for invoices. Must be complete for tax compliance.
7. Delivery Address - Add separate delivery address if needed. Multiple addresses supported.
8. Sales Team - Assign for pipeline tracking.
9. Salesperson - Primary point of contact. Defaults to current user.
10. Price List - Default price list for quotations.
11. Payment Terms - Net 30, Due on Receipt, etc. Flows to all invoices.
12. Tags - VIP, Wholesale, Region:EMEA for filtering and reporting.
13. Click Save.

Customer Timeline (Chatter)

Each customer record shows a complete interaction timeline:

• Quotations sent and their status (draft, sent, confirmed, expired).
• Sales orders with delivery and invoice status.
• Invoices and payment status.
• Internal notes, email threads, attachments.
• Activities (follow-up calls, scheduled meetings).

Credit & Payment Management

• Credit Limit - Max outstanding balance. Warning shown when exceeded.
• Currency - Override company default for multi-currency.
• Fiscal Position - Auto-apply tax rules by country (e.g. intra-EU VAT).
• Bank Accounts - For SEPA direct debit or wire transfers.

Bulk Import

1. Go to Customers → Favorites → Import.
2. Download CSV template.
3. Fill columns: Name, Email, Phone, Street, City, Country.
4. Upload and map columns. Quickenerp creates all records.

Recent Improvements

• Customer Preview Card - Hover customer name on orders to see key info popup.
• Quick Contact Create - Type new customer name directly in quotation field, create inline.
• Duplicate Detection - Warns when email already exists, offers merge.

Sales Teams

Go to Sales > Configuration > Sales Teams.

Creating a Sales Team

1. Click Create.
2. Team Name - "Enterprise Sales", "SMB", "EMEA Region".
3. Team Leader - Manager. Receives notifications and approval requests.
4. Email Alias - Auto-create leads from incoming emails.
5. Company - For multi-company setups.
6. Members - Add salespeople. Their orders attributed to this team.
7. Dashboard Tab: Configure pipeline stages, fold stage, invoicing target.
8. Click Save.

Pipeline Kanban

• Quotations as cards in stage columns. Drag-and-drop to change stage.
• Card shows: customer, amount, salesperson, expected close date, activities.
• Click to preview. + button to create quotation in that stage.

Team Dashboard

Shows: Quotations this month, Won opportunities, Win rate, Average order value, Target progress bar, Pipeline by stage.

Salesperson Assignment

Salesperson defaults to current user. Sales team defaults from their team. Both overridable.