Selling

Sales | Purchase | Inventory | Maintenance

The selling process is also sometimes called customer order management (COM) or Order to Cash (OTC) that starts with a sales quotation to settlement of the account by the customer.

Except for Sales Quotation, Oojeema tightly links the order to cash modules which keeps transactions easily traceable with each other until settlement of customer transactions.

Setup

• Before any selling transaction can be made, you would need to setup the following Maintenance tables:

1. Company
2. Account Class
3. Chart of Account
4. Account Codes
5. Currency
6. Exchange Rate
7. Tax
8. Item Class
9. Item Type
10. Item Master
11. Unit of Measure
12. Price List
13. Customer
14. Terms
15. Warehouse

• Items created must be replenished according to the user's preferences using Inventory Adjustment or Stock Transfer module depending if the user has another warehouse to supply the items.

Customer

Sales Quotation

Sales quotations are created to document quotes to customers and document what arrangements was committed to a customer prior to a sales order. It can also be used to quote on estimates as details in the sales quotation can still be changed once this is converted into a sales order.

File:Add Sales Quotation.png

Add "Sales Quotation" screen

No accounting entries or inventory updates are made upon creation of a sales quotation

Refer to this document on how to create a Sales Quotation

Sales Order

Sales orders are documents created by the seller or vendor upon receipt of a purchase order from the customer. This document details the price, details of the items, discounts, tax arrangement as well as which warehouse the seller is getting the items from.

Once the sales order is created inventoried items are then allocated for the customer.

No accounting entries are made upon creation of a sales order. Inventory of items in the sales order is allocated upon creation.

Refer to this document on how to create a Sales Order

Delivery Receipt

Delivery receipts are documents created to be used as a proof of delivery that is usually signed by the customer as proof of delivery and receipt of the items based on the customer sales order.

A delivery receipt may include all or some of the items listed in the customer sales order. This means, the seller or vendor may do partial deliveries of the ordered items

An accounting entry is made upon creation of a delivery receipt to record the average cost of the items in the delivery receipt at the time of the transaction.

Inventory is moved from allocated to delivered to update an inventory movement once the Delivery receipt is tagged as delivered.
Refer to this document on how to create a Delivery Receipt

Sales Invoice

Sales invoices are created to record a business transaction. A sales invoice cannot be created without a delivery receipt that has been tagged as delivered. Only one delivery receipt can be tagged to a sales invoice.

Once the invoice is saved, Oojeema automatically creates an Accounts Receivable voucher for the sales invoice.

Accounting entries are made to record cost of goods sold based on the average cost of the items per item Class as well as the entries assigned to the item during setup. (See Item Class - Accounting details or Item Master - Accounting details)

Accounts Receivable

Accounts Receivable vouchers are documents created to record payment dues from the customer based in invoices generated.

Accounts Receivable vouchers (ARV) that is automatically generated via sales invoices can only be edit through its Sales Invoice

Receipt Voucher

Receipt Vouchers are documents created upon receiving payment in cash or check during a business transaction.

Refer to this document on how to issue a payment using Receipt Voucher

Sales Return

Sales Return occur when customers return defective, damaged, or otherwise undesirable products to the seller.

Refer to this document on how to perform a Sales Return.

Credit Memo

A Credit Memo is a contraction of the term "Credit Memorandum," which is a document issued by the seller of goods or services to the buyer, reducing the amount that the buyer owes to the seller under the terms of an earlier invoice.

Refer to this document on how to create a Credit Memo Aids

Down Payments

A down payment is a type of payment, often in cash, made in the early stages of a purchase of an expensive good or service. The payment represents a percentage of the full purchase price.

Advances from Customers

Advance from customer is a liability account, in which is stored all payments from customers for goods or services that have not yet been delivered. Once the related goods or services have been delivered, the amount in this account is shifted to a revenue account.

Creating Advances from Customers can be done through Receipt Voucher which will generate a Credit Voucher