Sales with Inventory
- Create a quote from an existing opportunity: open an opportunity and click "Yes" next to Convert to Quote.
- You can also create a quote directly.
- set an expiration date, so you have control over your quotes and can also plan the necessary follow up
- customization: your logo, necessary company information, tax ID or even a document template will be taken over from company settings
- convert the quote into a sales order (and follow the rest of the sales process) or
- convert the quote directly into an invoice
Sales Orders are an approval step when your Leads or Customers commit to a sale. The sales order normally confirms the sales agreements, so all information that is later on also to be found in delivery notes or invoices will already be set up here (like currency, delivery date, payment terms, discounts, taxes and document notes).
- Use New Sales Order or create it from an existing quote with Convert a Quote into a Sales Order.
- A lead is automatically converted to a customer when a sales order is generated for them.
Picking Lists and Delivery Notes
To prepare the order, use Convert Sales Order to Picking List (select your sales order, click "prepare order" and DONE)
Convert Sales Order to Delivery Note (select your sales order, click "convert to delivery note" and DONE).
The details of these documents are covered in the article Deliver Products.
The invoice is the financial document used in selling to your customers. Accounting transactions are automatically generated when invoicing.
- Create your Invoice by converting from delivery notes.
- You can also use New Invoice to create an invoice directly. As long as the invoice has inventory products, inventory transactions will be made.
- or create it with Convert Quotes to Invoices or Convert Sales Order to Invoices.
You can receive payment from directly inside the invoice, or you can use Receive Customer Payment.
Converting documents - full process
Convert Opportunity to Quote
Open your opportunity - set the status to "won" and let OneUp automatically create a Quote for you.
Convert Quote to Sales Order
In Sales - Quotes - [︙] button - Convert Quotes to Sales Orders
or the fast and easy way: simply click "order":
Convert Sales Order to Picking List
In Sales - More - Sales Orders - [︙] button - Convert Sales Order to Picking Lists
Convert Picking List to Delivery Note
In Inventory - More - Picking Lists - [︙] button - Convert Picking Lists to Delivery Notes
If you do not work with Picking Lists: Convert Sales Order to Delivery Note
In Sales - Sales Orders - [︙] button - Convert Sales Order to Delivery Notes
or simply convert by using [︙] button - DELIVER
Convert Delivery Note to Invoice
In Inventory - Delivery Notes - [︙] button - Convert Delivery Notes to Invoices
or simply invoice in a click
How do I create a new payment terms?
To set up new payment terms, please click into the field "payment terms" in a document and then use the "create a new" to get into the creation wizard.
Name your payment terms and click "add an installment", set up the % for the first installment and set the wanted days outstanding into the field "No. of days". The rules remain on "due on receipt" unless you need special terms like the ones below:
- X days after start of month
- X days after start of next month
- X days before end of month
To fix the above terms, please use the field "X days".
You need your customer to pay within 45 days:
Installment = 100%
No. of days = 45
Rule = Due on Receipt
You need your customer to pay at the last day of a month:
Installment = 100%
X days = 0
Rule = X days before end of month
You need your customer to pay 50% upfront and 50% after 30 days
Installment 1 = 50%
No. of days = 0
Rule = Due on Receipt
Installment 2 = 50%
No. of days = 30
Rule = Due on Receipt
How do I add shipping charges?
We recommend to either create a service for “shipping” or use a non tracked product. To create a service, please go to Sales - More - Products and Services - New Product or Service.
Should you wish to create a non tracked product, please go to Sales - More - Products and Services - New Product or Service. In the field “track inventory” set the marker to “no”. This will disable the inventory tracking. Non tracked products have the advantage, that you can also use them in the purchase process. You will then get sales income as well as see purchase costs generated from shipping.
In any case, add the service or non tracked product to your sales lines and so, easily invoice shipping.
How can I create a new payment method?
Unfortunately it is not possible to add a new payment method to the existing drop down list. If your payment method is not listed, please select "other" as your option.
Why can’t I customize my document?
Please note that only the account administrator will be able to customize documents. Also, the customization feature won’t be available on tablets or other mobile devices.
What is the “closed” status on a sales order?
Your sales order will be automatically set to “closed” if the sales process is finished. If you deliver and invoice all components of your sales order, it will get the status “closed”.
Should you not need to fulfill the whole sales order (for example, customer cancelled parts of a sales order), you have the possibility to set an order status manually to “closed”. Open your sales order and on top right side to change the status.
Closed sales orders do no longer show in conversion wizards and will no longer be included in the calculation in automatic inventory ordering.
If a sales order was closed manually, it is possible to re-open it at any time.
How do I change the ship-to address?
The ship-to address is fix and always different to the billing address:
Select your customer in Sales - Customers and click into the pencil to edit. In the field “Use same address for delivery” click NO and set up the default ship-to address.
The Ship-to address changes
To have your products delivered to another than your customer’s main address, you will need to set up a contact (delivery recipient) in a customer. It is necessary, that you set up the ship-to address into the contact details.
Once done, please open your sales document, scroll down and open the advanced section. In the field *delivery contact* select the contact in which you set up the needed address.
Please note that it is not possible to edit the address in the delivery address field. You must select a delivery contact that shows the ship-to address in the contact details.