Sell

What is a Sales Order

What is a Sales Order? A sales order is a commercial document issued by a seller to a buyer that confirms the sale of goods or services. It serves as a formal agreement between the seller and buyer, detailing what will be provided, at what price, and under what terms. Sales orders help businesses track customer purchases, manage inventory, and maintain accurate records for accounting purposes. Sales Order Workflow The typical workflow follows these main stages: 1. Sales Order Creation - Customer submits a purchase request - Seller creates a sales order documenting the goods/services, quantities, and prices - Order is reviewed and approved internally - Customer receives order confirmation 2. Invoice Generation - Once the sales order is fulfilled (goods shipped or services rendered) - System generates an invoice based on the sales order details - Invoice is sent to the customer for payment - Invoice includes payment terms and due date 3. Payment Processing - Customer receives invoice and processes payment - Payment is received through specified method (bank transfer, check, etc.) - Payment is recorded in the accounting system - Invoice is marked as paid and order is completed Navigating the Sales Orders Section Accessing Sales Orders Navigate to the Sell section from the main dashboard and click on the Sales Order menu to access all sales order functionalities. Overview Dashboard The Sales Orders dashboard provides: - Comprehensive order listing with key information - Date, customer, and status tracking - Total order amounts and payment status - Quick action buttons for common tasks Creating and Managing Sales Orders Adding a New Sales Order 1. Enter Customer Information - Customer: Select from dropdown menu - Sales Order#: Pre-filled, editable number - Reference#: Optional reference number - Sales Order Date: Order creation date - Expected Shipment Date: Planned shipping date - Payment Terms: Payment conditions - Sales Person: Assigned sales representative 2. Item Details - Item: Product/service selection - Quantity: Number of units - Rate: Unit price - Discount: Applicable reductions - Tax: Tax rate selection - Amount: Automatic calculation Use + New to add multiple items. 3. Additional Information - Terms & Conditions: Order terms - Customer Notes: Special instructions or comments 4. Summary and Charges - Sub Total: Items total - Shipping Charges: Delivery costs - Shipping Tax: Applicable shipping taxes - Adjustment: Additional modifications - Total: Final order amount Order Status Management Track orders through various stages: - Draft: Initial creation - Confirmed: Approved orders - Invoiced: Converted to invoice - Fulfilled: Completed orders - Void: Cancelled orders Converting Orders Easily transform sales orders: - Convert to Invoice - Generate Purchase Orders - Create Delivery Notes Advanced Features Document Management - Generate printable versions - Clone existing orders - Attach supporting documents - Track order history Batch Operations - Process multiple orders - Bulk status updates - Mass conversions to invoices - Troubleshooting Guide Common Issues 1. Required Fields: - Check for missing mandatory information - Verify field format compliance 2. System Access: - Confirm internet connectivity - Verify user permissions - Clear browser cache if needed 3. Data Validation: - Check numerical formats - Verify date selections - Confirm dropdown selections Best Practices Order Management - Review all details before confirmation - Maintain consistent naming conventions - Regular order status updates - Prompt follow-up on pending actions Documentation - Keep detailed notes - Attach relevant documents - Maintain communication records - Regular backup of important orders Important Notes - Verify calculations and totals - Double-check customer information - Confirm terms and conditions - Regular system updates By following this comprehensive guide, you can efficiently manage sales orders in the Sevenleder system. The platform's intuitive design and robust features ensure smooth order processing and improved business operations. For additional support or detailed guidance, contact our support team through the help center or support portal.

What is a Credit Note

What is a Credit Note? A credit note is a financial document that reduces or eliminates a customer's payment obligation, commonly used for returns, refunds, or billing adjustments. Credit Note Workflow 1. Creation - Access Sales module through left sidebar - Select Credit Note tab - Click Add Credit Note button - Enter required information - Save in Draft status 2. Processing - Review credit note details - Update status to Open - Apply credit to invoices or process refund - Monitor remaining balance 3. Final Stage - Complete application of credit - Process refund if needed - Mark as Void if cancelled Navigating Credit Notes Accessing Credit Notes - Sales > Credit Note tab - View comprehensive list of credit notes - Access individual records through list view Overview Dashboard - Status indicators: Draft, Open, Void - Financial summary showing total and remaining credit - Customer information and reference numbers - Creation and modification dates - Advanced filtering and sorting options Creating and Managing Credit Notes Adding New Credit Note 1. Basic Information - Customer name (required): Select from active customer list - Credit Note number: System-generated, editable - Reference number: Optional external reference - Credit Note date: Date of issuance - Currency: Default to company currency 2. Item Details - Item selection: Choose from product/service catalog - Quantity: Number of units being credited - Rate: Price per unit - Discount options: Percentage or fixed amount - Tax rates: Applicable tax categories - Line item subtotal: Automatic calculation - Add multiple items using New Item button 3. Additional Information - Terms and conditions: Standard or custom text - Customer notes: Specific instructions or explanations - Internal notes: Team communication - Attachments: Supporting documentation 4. Summary and Charges - Subtotal calculation: Sum of all line items - Shipping charges: Additional delivery costs - Tax calculations: Itemized tax amounts - Adjustments: Manual modifications - Total amount: Final credit value Status Management - Draft: Initial creation, editable - Open: Active credit note, ready for application - Void: Cancelled transaction, non-editable Credit Application Process - Select target invoices - Enter application amounts - Track remaining credit balance - Record application history - Generate application receipts Advanced Features - Bulk credit note creation - Automated tax calculations - Multi-currency support - Credit note templates - Approval workflows - Audit trail tracking Troubleshooting Guide - Validate required fields before saving - Check customer credit limits - Verify tax calculations - Ensure proper date selections - Confirm exchange rates for foreign currencies - Review approval requirements Best Practices - Document reason for credit note - Maintain supporting evidence - Follow consistent numbering - Regular reconciliation - Clear communication with customers - Proper record retention Important Notes - Credit notes cannot exceed original invoice amount - All applications must be documented - Void operations are permanent - Regular backup recommended - Monitor credit aging reports

What is an Invoice?

What is an Invoice? An invoice is a commercial document that itemizes and records a transaction between a buyer and seller. In Sevenledger, invoices help track sales, manage payments, and maintain financial records. Understanding Invoice Fields Customer Information - Customer: The client receiving the invoice, selected from your contacts - Invoice#: Unique identifier, auto-generated but editable - Order#: Optional reference to associated sales order - Invoice Date: Date of invoice creation - Payment Term: Defines payment timeline (e.g., Net 30, Due on Receipt) - Due Date: Deadline for payment, calculated from payment terms - Salesperson: Team member responsible for the sale Item Section - Item: Product or service being sold - Quantity: Number of units - Rate: Price per unit - Discount: Reduction in percentage or fixed amount - Tax: Applicable tax rate - Amount: Total calculated (Quantity × Rate - Discount + Tax) Additional Fields - Terms & Conditions: Legal and payment requirements - Customer Notes: Specific instructions or messages - Shipping Charges: Delivery costs - Shipping Tax: Tax applied to shipping - Adjustment: Manual modifications to total - Total: Final invoice amount Understanding Invoice Statuses Draft - Initial creation state - Editable and modifiable - Not visible to customer - Can be deleted or voided Sent - Invoice delivered to customer - Limited editing capabilities - Payment tracking enabled - Can be converted to paid status Paid - Full payment received - Transaction complete - Available for reporting - Cannot be edited Overdue - Payment pending - Eligible for reminders - Can be partially paid - Viewable in aging reports Void - Canceled invoice - No financial impact - Maintains audit trail - Cannot be reversed Invoice Actions Create - Start new invoice - Copy from existing - Import from order - Use templates Process - Send to customer - Record payments - Generate reminders - Track partial payments Convert - Create credit notes - Generate delivery notes - Clone invoices Best Practices - Review all fields before sending - Document payment receipts - Maintain customer communication - Regular status updates - Archive completed invoices - Monitor aging receivables System Requirements - Active Sevenledger account - Stable internet connection - Updated browser - Proper user permissions This guide serves as a comprehensive reference for managing invoices in Sevenledger. Regular updates to invoice statuses and proper field usage ensure accurate financial tracking and improved cash flow management.