The web back office · 14 articles

Sales, invoices and quotations

Sales in the back office covers invoices, drafts, quotations and proforma invoices, with payments and sale returns against them. Automatic discount rules and recurring invoices save repeating the same work.

Sales14

Create an invoiceCreate Invoice is the main way to enter a sale in the web back office. Go to Sell > Create Invoice (/sells/create), pick the location and Customer, set the Sale Date and Status (Final, Draft, Quotation or Proforma), then search or scan products into the Products table. Add any discount, order tax and shipping, record the payment under Add payment, and click Save or Save and print.Find and manage salesAll Sales lists every sale from the back office and the SeroPOS app. Go to Sell > All Sales (/sells), filter by Business Location, Customer, Payment Status, Date Range, User, Shipping Status and more, then click View on a row. The invoice page has Add payment, View Payments, Sell Return and Edit buttons, and an Actions menu to print, download PDFs, edit shipping, duplicate the sale or send a notification.Save a sale as a draftA draft saves a sale that isn't ready. Go to Sell > Add Draft, or choose Status Draft on Create Invoice, fill in the customer and products and click Save. Find it under Sell > List Drafts (/sells/drafts). A draft moves no stock and reaches no ledger until it becomes an invoice; use Convert to invoice or Edit from its Action menu when the customer confirms.Create a quotationA quotation is a price offer to a customer. Go to Sell > Add Quotation, or choose Status Quotation on Create Invoice, add the customer and products, and click Save. List quotations (/sells/quotations) shows every quote; its Action menu has View, Print, Download Invoice (PDF), View quote url, New quotation notification and Convert to invoice. A quotation moves no stock until it becomes an invoice.Let a customer accept a quote onlineThe quotation approval page lets a customer answer your quote online without logging in. It shows the quotation with its reference, date, valid-until date and lines, and a Your decision form where they type their name, an optional message, and click Approve quotation or Decline. Once they answer, the page shows Accepted or Declined with their name and the date. Expired or revised quotes can't be answered.Issue a proforma invoiceA proforma invoice is a preliminary invoice, often used to ask for a deposit or advance before goods ship. Choose Status Proforma on Sell > Create Invoice (/sells/create), or use Convert to Proforma Invoice on a draft or quotation. It carries a Proforma invoice badge and moves no stock. When the order is ready, use Convert to invoice to make the final sale.Process a sell returnA sell return records items a customer brings back against the original invoice. Open the sale from Sell > All Sales, click View, then Sell Return. Enter the Return Quantity on each line, any return discount, and click Save. Stock is restored when the return is recorded, unless you tick the option to discard damaged items. List Sell Return (/sell-return) shows every return with its credit amount.Track shipmentsShipments tracks where each delivered sale is. Go to Sell > Shipments (/shipments) and filter by Business Location, Customer, Date Range, User, Payment Status, Shipping Status and Service staff. Each row shows the invoice, customer, contact number, location and Shipping Status; Edit Shipping updates the details, address, status, delivered-to name and documents.Set up automatic discountsDiscount rules apply a price cut automatically when products are sold. Go to Sell > Discounts (/discount), click Add and fill in Add Discount: Name, products, Brand, Category, Location, Priority, Discount Type (Fixed or Percentage), Discount Amount, Starts At and Ends At. Tick whether it applies in selling price groups and customer groups, keep Is active ticked, and click Save.Set up recurring invoicesRecurring invoices bill a customer automatically at a set interval. Turn on Enable Subscription in Business Settings > Modules, then on Sell > Create Invoice tick Subscribe and set the Subscription Interval in Days, Months or Years, the No. of Repetitions and, for monthly ones, Repeat on. Sell > Subscriptions (/sells/subscriptions) lists them with generated and upcoming invoices and a Stop Subscription switch.Receive a payment on open invoicesReceive Payment records money against a customer's open invoices. Go to Sell > Receive Payment (/receive-payment) and search by invoice number, customer name, company or phone. The customer's open invoices are listed with Invoice #, Date, Age, Total, Paid, Balance due and Status, with the Total due above. Click Record payment on an invoice, enter the amount, date and method, and save. Partial amounts are fine.Import past salesImport Sales brings past sales into SeroPOS from a spreadsheet. Go to Sell > Import Sales (/import-sales), download the template, fill it in, choose it in File To Import and click Upload and review. On the preview, pick the Group sell line by column and the Business Location, match each column to a sales field, and click Submit. A batch can be undone with Revert Import.Share an invoice linkAn invoice link lets a customer view their invoice in a browser without logging in, and print it from there. Send it with New Sale Notification from the invoice page's Actions menu, using the {invoice_url} tag in your New Sale template. You can also copy the link from Invoice URL in the row actions on Sell > Shipments.Collect customer feedbackCustomer feedback asks buyers to rate what they bought. Add the {feedback_link} tag to your New Sale notification template under Settings > Notification Templates. When the customer opens the link they see a Leave A Review page listing each product with its image, give each one a star rating, add a comment and click Submit.