Sales Management

Understanding Sales Management 

The Sales module records all the sold material and also any material returned after sale by the clients. There are two sub modules under this.

 

Sales Register

This module shows all the details of the Sales returns and all transactions related to the amounts paid and unpaid for the sales made. A sales return is called when the client returns the material sold back to the company for any reason. 

The process for Sales Returns is as follows:

Navigate to the Left Menu > Finance > Finance.

This will take you to the next page. Select Sales Register option from the left menu.

Click on Sales Return under the Action button.

The details of the sale will already be present in the form.

Select those products under the List of products which need to be returned.

Fill in other details wherever necessary in the fields given.

Click on Save.

This will now be shown as a Sales return in the list. 

 

The other option under the Action Button include:

Invoice View: if the invoice needs to be viewed for checking the details of the sale.

View Return: This shows the details of the products returned, such as the amount paid, products returned, statutory details etc.

Edit Return: This is to edit the details of any products that have been returned by the customer.

Delete Return: is for deleting any record if it has been wrongly entered as a Sales Return.

 

To record the payment for the unpaid Sale, the following steps are to be followed:

Select View Receipt under the Action Button.

The details of the Sale will be filled in the receipt.

Deposited to: Select the Bank where the amount needs to be deposited 

Select the method through which the payment was received in the field next to the Reporting Tag.

Enter the Details of the Cheque if it is a cheque payment.

Deduction Accounts: Any amount deducted for tax or any other purposes by the company or the client needs to be recorded in the fields under this tab.

This is to record the difference in amount paid against the bill amount, if any.

Click on Save.

Note: A Ledger needs to be created for the deductions to record them.

 

Sales Return Register

This module shows all the details of the sales returns made by the clients. The Action button provides the options for viewing and deleting the returns if necessary.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Sales Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Press Ctrl+F and enter the word Sales. Enable all the permissions related to sales.

Click on Save.

 

Purchase Management

Understanding Purchase Register

This sub module of finance helps to record all the purchases done by the Company. This might include purchase, purchase return and replacement of a purchased product.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Purchase Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Press Ctrl+F and search for Purchase. Enable the permissions Purchase > Purchase Register, Create Purchase Return, Edit Purchase Return, Delete Purchase Return and View Purchase Return.

Click on Save.

 

Purchase Register

The approved purchase invoices are shown on this page. 

All the details regarding the products under Purchase and Purchase Returns are shown in the list.

The search button on the top right side can be used to search for particular transactions/products/vendors or transactions under a particular period of time can be grouped and seen. 

The details of the payments made and pending amounts are also shown.

For the transactions that are paid the Action button when clicked will show their transaction history/return button for returning items/ View return if the product has been returned.

For transactions that are Unpaid the Action Button will show the return button to return products or Payment button for paying the vendor.

An outward challan is automatically created for returned products and they will no longer be displayed in the stock of the company. 

 

Purchase Return Register 

This Module records all the materials that are returned to the vendor after Purchase. 

The Payment history under the action button will show all the amount received once the products are returned.

The Edit Return will help the user in making any changes to the products that are to be returned.

The Delete return is for deleting any record if it has been wrongly entered as a Purchase Return.

The View Return button is to view the record of the amount to be returned and the products that have been returned.

 

Finance Setup

Understanding Finance Setup

Finance Setup is done for the finance module customization as per the need of the client.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Finance Setup Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable all the permissions Manage Finance Setting and Manage Mileage Setting.

Click on Save.

 

How to Set Up Finance in ERP

Navigate to the Left Menu > Settings.

Click on the Finance tab.

Check the boxes under the Preferences tab.

Under the Branches tab, edit any of the branches from the Action dropdown. Enable your preferred type of billing. 

Note: If the branch is not showing up in the list, click on the plus button for setting your branch preferences.

Enter the details in the mandatory fields. For example, enter the name of the person in the Finance approval box with the person’s name who approves the procurement requests.

Note: Adding Yearly Interest Cost(%):*

A percentage added here will reflect reduced cost as set  in Inventory >Reports> Location > Stock at Office> Holding Cost.

Note: If a branch is not visible under the Creator Branch dropdown, then that can be added in the Organization Setup> Creator Branch.

Under the Banks tab, bank details are added. The existing details can be added or edited, as required.

Under the Invoice Aging tab, the number of days of delay for Invoice is shown.

In the Statutory tab, all the details can be added. The existing details can be added or edited, as required.

Click on Update.

 

Inventory Alert System

Understanding Inventory Alert

An organization has a minimum stock value for a Specific Product. If the organization’s stock value goes under the minimum count, an alert is generated. 

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Inventory Alert Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable the permission Manage Alert Stock.

Click on Save.

 

Alert Stock Report

Navigate to Left Menu > Inventory > Reports.

Select the Alert Stock Report option. 

Check if the stock is below the minimum quantity. 

If a stock needs to be refilled, select the Procure option from the Action dropdown.

Note: In Transit means that the PO is given to someone.

Also, inventory can be directly searched by entering the name in the search bar.

 

Inventory Movement

Understanding Inventory Movement

Inventory Movement, as the name suggests, helps to track the movement of inventories which are moving fast, slow or not moving at all. The pace has to be decided by the company. This is known as the stock movement bucket. For instance, 0-30 days can be categorized as fast moving inventory.

 

How to Create a Stock Movement Bucket

To set up stock movement bucket, follow these steps:

Navigate to the left menu> Settings> Masters> CRM Sales> Product Category.

You can either edit the existing product categories by clicking on Action > Edit.

Or, you can click on the plus button in the top right hand corner to add a new product category.

Under the Stock Movement Bucket section, define the number of days in fast, slow and non moving categories. 

Click on Save and Create.

Note: Instead of going to the Masters, you can add the product category directly by pressing Ctrl+Space and entering Product Category in the search bar.

 

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Inventory Movement Permission to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable the permission Manage Inventory Movement.

Click on Save.

 

Inventory Movement Report

Navigate to Left Menu > Inventory > Reports.

Select the Inventory Movement Reports option. 

The fast, slow and non-moving inventories will be displayed under different tabs.

Enter the details of the From and To branch for stock transfer.

The Barcode Serial Number stock can also be entered where the details of the product will be added automatically.

Else add the Product details under the Add Product tab.

Enter the details of other fields wherever necessary and click on Save.

This record will now be shown in the Stock Transfer page.

Note: This report helps to find if the non moving inventory needs to be purchased at all.