Sales

Products in Quickenerp

Products are items you sell. They are shared across Sales, Purchases, Inventory, Manufacturing, and eCommerce. Go to Sales > Products > Products.

Product Types

Product Form - All Fields Explained

Creating a Product - Step by Step

1. Go to Sales > Products > Products → click Create.
2. Enter Product Name - use a clear customer-facing name.
3. Select Product Type - Storable for physical goods.
4. Set Sales Price and Cost.
5. Choose Category - create categories under Sales → Configuration → Product Categories if needed.
6. Set Customer Taxes - typically your default sales tax.
7. Enter Internal Reference (e.g. CHR-001-BLK).
8. Fill Sales Description - this appears on quotations.
9. Click Save.

Product Categories

Categories are hierarchical (parent/child). Go to Sales > Configuration > Product Categories.

• Categories inherit properties: income/expense accounts, tax rules, routes.
• Example: Electronics → Computers → Laptops → Gaming Laptops.
• Each category can have default Sales Account and COGS Account.

Recent Improvements

• Grid View Editing - Edit multiple products inline, change prices/costs in bulk.
• Product Image Gallery - Upload multiple images per product.
• Enhanced Product Search - Search by name, reference, barcode, or description simultaneously.

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.

Creating Invoices from Sales Orders

Invoicing Policies - Detailed

Manual Invoice Creation

1. Open sales order → click Invoice smart button → Create Invoice.
2. Choose: Ordered Quantities, Delivered Quantities, or Down Payment.
3. Click Create & View Invoice. Draft invoice opens in Accounting.
4. Review → click Confirm to post.
5. Send to customer via "Send & Print".

Down Payments

1. Click Create Invoice > Down Payment.
2. Choose: Fixed Amount (e.g. ) or Percentage (e.g. 50%).
3. Down payment invoice created. Deducted from final invoice total.

Credit Notes & Refunds

1. Open posted invoice → click Add Credit Note.
2. Choose: Partial Refund (select lines/amount) or Full Refund.
3. Select reason: Product Defect, Customer Return, Goodwill.
4. Check "Re-inventory Products" if returning to stock.
5. Click Create Credit Note → review → confirm to post.

Multi-Currency Invoicing

• Invoice uses same currency as sales order.
• Exchange rates locked at invoice creation time.
• Exchange gain/loss recorded on payment reconciliation.

Recent Improvements

• Bulk Invoice Creation - Select multiple orders → Actions → Create Invoices.
• Auto Email Invoices - Automatically email invoice when confirmed.
• Invoice Preview - See amounts before creating.