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Sales module

Sales module contains a complete sales business cycle that starts from a request for quotation and ends with vouchering (invoicing) . The cycle takes place with minimum efforts done by the user, without any duplicated effort. Many facilities are developed to ease, fasten the amount of work time.
  • Request for quotation :
  1. used to list all the desired items to be quoted upon a request from the costumer
  2. if there exists an item in the request for quotation that doesn’t Belong to the items table , there is a way to include it in the RFQ,and later, a decision, could be made whether to include the item in the quotation or not
  3. the same option ( whether to include an item from RFQ in the final Quotation or not) is applicable for all items in the RFQ
  • Quotation:
All chosen items from the RFQ to be quoted will be fetched automatic into a quotation just by searching for the number of the RFQ by then two options are available to give the proper prices for all items :
  1. if we put a unified markup for all item ( in the header of the quotation ) then all items will be quoted automatically according to this markup and according to the prices listed in the vendor price list stored in the program
  2. Each item can be quoted separately by giving it proper price manually

This means that each item may have a different markup , and the over all markup of the quotation will be the sum of all sales prices / the sum of all vendor prices . Vendor prices are stored with quotation to fasten and automate the step of vendor PO. this also enables recording special prices given by the vendor. At last each line (item ) must be assigned to its sales man – this is used later to calculate the commissions of sales people – Assigning the sales man to an item is done by the help of sales budget ( stored in the program ) . Finally the quotation should be approved to go on with cycle. this includes two stages :
  1. Discard the undesired items that will not be included in the customer order (the default is that all items are included – only the undesired items are unchecked / De-selected)
  2. Approve the whole quotation

Notes:
  1. The two stages are done in the same place & same time (from the same form)
  2. Many facilities are developed for printing the quotation in good form
  3. We can create a quotation directly without request for quotation
  4. We can view the last pricing made for each region. by clicking ( last pricing )
  • Custmer Order:
  1. upon an approval from the customer , the previous step (quotation )will be translated to a customer order automatically
  2. this is done by choosing the number of the quotation , then all the data of the quotation will be fetched automatically
  3. prices can be edited in this step
  4. an extra facility here is that the cycle can start from this step without creating a quotation
  5. Other facilities also are added such as viewing the stock of each item in all warehouses Note : The stock of the main warehouses are displayed automatically besides each item Also determining the source of each item ( the way of fetching this item ) will it be brought from stock , or will it be brought by a vendor P.O Finally: the customer order must be approved
Notes:
  1. We cannot approve an order if it is under markup order – this is recognized by comparing the over all markup of the order by the markup stored with main vendor in the header of the order
  2. If it is under markup we should obtain an approval sheet . This sheet displays the history of this costumer , upon this history a decision will be taken to approve this under markup order or not
  • Vendor purchase order P.O:
  1. by determining a vendor , we can get all items that belong to this vendor from customer orders that marked ( fetched by P.O )
  2. The prices will be fetched automatically as it is stored in the original quotation
  3. Two options to limit the items: by either specifying a single customer order or even are available a specific customer
  4. We can create a P.O directly without customer orders
  • Invoicing:
  1. After receiving the P.O & delivering the order ( or suborder ) through the inventory system, an invoice can be issued to the customer
  2. By choosing the delivery notes in the details of the invoice the amount of the invoice will be calculated automatic after determining any discounts, freights or miscellaneous charges
  • Customer Payment(RECEIVABLES):
  1. By then payments can be made against invoices, or sub invoices. Taking into consideration the penalties & discount at the time of payment
  • Other features:
Sales module contains also some other features
  1. Sales budget: which is designed to distribute the budget over sales people ( as targets ) . Many facilities are available. Such as making. a temp budget to edit in it as a draft then transferring it as a permanent budget & the facility to determine some customer (s) for each sales man & the facility of dividing the target of a certain sales man between two sales men
  2. Sales activities : Which is designed to define and use all activities used in sales, approve them (in 2 levels) and control them & determine a budget for these activities
  3. Price lists : Which is used to store the items prices of vendors, brief Description and full description . For the items in both Arabic & English
Sales system reports:
  1. Customer Order History
  2. Customer Statement
  3. Accounts Receivable Trial Balance
  4. Invoices (detailed)
  5. Customer Orders
  6. Sales Report (Sumaries-by Division-by Team Leader)
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