Processing a Sale



Processing sales is the main purpose of the sale module in DEAR. Through the sale module you can create quotes, sales orders, sales invoices and track sales orders. There is an option to add a credit note (negative invoice) after a sale order has been created. Sales can be created for products and services, or service-only. For a Service-only sale, the Sale Order and Fulfilment (Pick, Pack, Ship) sections are skipped as there is no change in Inventory. 


Documents can be attached to a Sale in the Attachment tab, and any documents printed or emails sent will be saved there automatically. All user activities from the creation of the new Sale onwards are logged in the Activity Logs tab.


To create multiple fulfilments, multiple invoices or multiple credit notes on the same sale, you will need to create an Advanced Sale. 



Prerequisites:

  • Set up Accounts and Tax Rules (necessary)

  • Set up Carriers (necessary)

  • Set up Customers (recommended)

  • Set up Products (recommended)

  • Set up Contacts (recommended)

  • Set up Locations (recommended)



To process a sale, follow the steps below:


  1. Enter customer information
  2. Create a quote (optional)
    1. Add items to quote
    2. Authorise quote and send to customer
    3. Other sales quote functions
  3. Create a sale order

    1. Creating a new sale order

    2. Fill out sale order

    3. Other sale order functions

    4. Back orders and split order

    5. Recurring sales 

  4. Pick, Pack, Ship

    1. Pick

    2. Pack

    3. Ship

    4. Automating Pick, Pack and Ship

  5. Create a sale invoice

    1. Fill in sale invoice

    2. Payments

  6. Create a credit note (optional)

    1. For individual items 

    2. For part of a shipment

    3. For a whole shipment

    4. For a discount applied to the order

    5. Refunds



Enter customer details

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The first step when creating a new sale quote or sale order is to enter the customer information into the document header. This information will appear on sales documents generated by DEAR Inventory. 


As sending a sales quote does not require the customer to commit to the sale, there is also an option to create temporary customer records that are not entered into your customer database. 


  1. Select your customer

  2. Check and edit details

  3. Add a note (optional)



1. Select your customer

It is recommended that you setup your customers before creating sales orders. Go to Sale -> New -> Sale


Customers can be selected in 3 ways:

  • Scroll through the drop down list to find your customer. Note that not all customers may be visible if you have lots of customers. Select your customer.

  • Search for a customer by typing their name. Select your customer.

  • Create a new customer by clicking + in the field. You will be prompted for their details to proceed.

  • Temporary customer: Type a customer name into the name field but DO NOT click Add a New Customer



2. Check and edit details

Once you have selected a customer, many fields in the document header will be auto-filled according to the information entered during customer setup. For more information about customer fields, see the customer setup page. 




Check that the customer details, tax status, price tier billing address and shipping address are correct before proceeding. They can be manually amended in the document header if necessary, though it is recommended that location and shipping address details be edited in the Settings area.


Enter a sales representative from your company (setup in Contacts) and an optional customer reference number for the sale. 


Lastly, check the sale is linked from the correct account and stock location and enter the date required if necessary.


 

3. Add a note (optional)

The last part of the document header is Note. You can type up a note which can be populated on the document that’s produced for the customer, for example with any special requests or information. 


The note’s area is searchable, and can be used to include reference codes (such as other sale order numbers or purchase orders etc. ) for quick retrieval when searching sale orders. 




Create a quote (optional)

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Sale Quote can be generated when a prospective buyer enquires an estimate cost of goods and/or services from the company. However, user can skip this step and proceed directly to the Sale Order generation. To skip this step, check the Skip Quote box in the document header.



Add items to quote

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Once the document header has been correctly filled in, items can be added to the sale. 


  1. Add quote lines

  2. Enter pricing details

  3. Apply a discount (optional)

  4. Change tax rule (optional)

  5. Add additional charges (optional)

  6. Include a quote memo (optional)

 


1. Add quote lines

Quote lines can be added individually or in bulk. Adding quote lines in bulk lets you add multiple items from the same family. For example, the same item but in different colours and sizes. 


 

Add an individual quote line:

1. Select or Add more items


Items can be selected in 3 ways:


  • Scroll through the drop down list to find the item you want. Note that not all items may be immediately visible if there are many items to choose from. Select your desired item.
  • Search for a item by typing its name, SKU, item description or barcode. Select your desired item.
  • Create a new item entry. Select Add new item from the drop down list. You will be prompted for some details about the item before proceeding.


2. Enter the required item quantity



            Add quote lines in bulk:

1. Select +Family

2. Select Product family from the drop down list.

3. Select desired colour and size options.

4. Fill in quantity field.

5. Click Add Products.


Each variation in the product family will be included as its own order line in the purchase order. The price of each bulk order line can be edited just like an individual order line, shown in the next step. There is also the option to limit sales to variations available at the Main Warehouse.



Import order lines from a CSV file: 

Quote lines can be uploaded from a CSV file. To upload from a file:


1. Select Import.

2. Follow the instructions on pop up window.

3. Upload chosen CSV file.


Add an orderline from a barcode:

1. Scan item barcode using a USB scanner OR

2. Manually type in the SKU.

3. Choose the desired item quantity.



2. Check pricing details

The price will be automatically filled from information entered at the product level. The price can be manually edited here if required.



3. Apply a discount (optional)

Discounts can be applied in this field. Discounts apply to an individual order line, not the whole order. Follow the link for more information on discounts. 



4 .Change tax rule (optional)

This field will be filled automatically with the tax status indicated in the document header. However, it can be manually overridden with another tax status if items with different tax rules are included in the same quote. 



5. Add additional charges (optional)

In this section costs associated with the quote that do not have their own item line can be added, such as freight, training and support. Additional charges can have prices, tax rules and discounts applied in the same way as item lines. Click or Add more items to add additional charges. 



6. Include a purchase order memo (optional)

Enter additional information in a quote memo if necessary. 



7. Customer credit (optional)

This functionality is covered in a separate section, see here.




Authorise quote and send to customer

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Once all the item lines have been added to the quote, it can be authorised by clicking Authorise. To save a draft, click Save in the top left or bottom of the screen. This will save the quote for later authorisation.




NOTE:  Sales Quotes, even when authorised, do not reserve inventory. In order to allocate inventory and make sure that the customer request can be fulfilled, the user has to proceed to the Sale Order step. Items included in a quote can still be sold by authorising a different sale order.


After the quote is authorised there is the option of printing it or emailing it to the supplier. Most DEAR Inventory documents are generated in PDF format.


Quotes can be either:

  • Saved to your computer and emailed to your supplier.

         Click Print -> Quote and save as a PDF.


  • Emailed directly to your supplier

Click Email -> Quote. The purchase order is automatically attached as a PDF. Fill in the remaining email fields and click Send.



Other sales quote functions

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Clone will recreate a New Sale Quote with the same Customer and Quote details.


Undo will reverse the Sale Quote to Draft status if it was already saved (‘Quote in Progress’) or authorised (‘Quote Completed’).


Convert will change the Sale to an Advanced Features Sale. 


Void will delete the Sale Quote and change the status to ‘Voided’. It will remove all the Quote details entered.


Email -> Sale Quote will open a new window to send an email message. The Sale Quote is attached as a PDF.


Print -> Sale Quote will print the authorised Sale Quote to PDF.


NOTE: Sale Quote Reports are fully customisable in the Settings module Manage Document Templates. Simply download the template to your computer, update the MS Word template, and then upload back to DEAR Systems.



Create a sale order

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For service-only sales, this step is skipped and you can go straight to Invoice


Creating a new sale order

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There are two ways to generate a sale order. 


For a sale order from a saved or authorised sale quote:

  1. Navigate to Sale -> Sales

  2. Select an order with ESTIMATED or ESTIMATING status


For a sale order without a quote:

  1. Navigate to Sale -> New -> Sale

  2. Fill in the customer information as shown in the previous step

  3. Check the Skip Quote box 


From here, the steps are the same for both methods. 



Fill out sale order

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To fill out a sale order:

  1. Select the Order tab of the sale

  1. Enter the sale order lines

    • Automatically - Copy from the quote by clicking +Copy from Quote

    • Manually - Individually by clicking or Add more items

    • Manually - Import from a CSV file

    • Manually - Scan a barcode

  2. Enter additional charges

    • Automatically - Copy from the quote by clicking +Copy from Quote

    • Manually. Manual charges can be added to charges that are copied from the quote by clicking or Add more items

  3. Authorise the sale order by clicking Authorise.


Sale Order is now saved and authorised. Once authorised, the stock is reserved for the customer in the database, however it can still be reallocated to other orders until Pick is authorised. Sales orders can be saved as a draft without allocating stock by clicking Save in the top left hand corner. To create recurring sales orders/invoices, see here.


Sales Orders can be authorised if there is not enough inventory in stock to fulfill them. An error message will be displayed and you will be prompted to choose either Split Order or Backorder.



After authorising a sale order, either the fulfilment process (Pick, Pack and Ship) can be started or the customer can be invoiced immediately. For items to be drop shipped, this option must be set up in the Inventory module. See here for further info.





Other sale order functions

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Clone will recreate a New Sale Order with the same Customer and Order details.


Undo will reverse the Sale Order to Quote status if it was already saved or authorised.


Void will delete the Sale Order and change the status to ‘Voided’. It will remove all the Quote and Sale Order details entered.


Convert will change the Sale Order to a Sale Order (Advanced Features). The conversion is irreversible.


Email -> Sales Order will open a new window to send an email message. The Sale Order is attached as a PDF.


Print -> Sales Order will print the authorised Sales Order to PDF.


NOTE. Sales Orders are fully customisable in the Settings module Manage Document Templates. Simply download the template to your computer, update the MS Word template, and then upload back to DEAR Systems.


After authorising a sale order, either the fulfilment process (Pick, Pack and Ship) can be started or the customer can be invoiced immediately.




Recurring Sales

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In DEAR Inventory you can create recurring Sales Orders, at weekly, fortnightly, monthly, quarterly, half-yearly and annual intervals. 


To create a recurring sales invoice:

  1. Create a sale order as above or choose an existing sale order from Sale -> Sales

  2. In the document header, check the Recurring Task box

  3. Choose a Recurring Frequency from the dropdown list

  4. Authorise the Sale Order and Sale Invoice as usual

  5. New sales will be generated every recurring frequency interval from the date of the Sale Invoice. 

  6. Fulfil and authorise these generated sales orders as usual.


To view the sales orders that are currently set to repeat, navigate to Sale -> Recurring Sales. Recurring sales will be automatically generated on the date set, however to generate one earlier, select it from the list on this screen and click Create Invoices.



DEAR Inventory can only create invoices from the present date, not in the past. If the original invoice date and invoice frequency indicate a past date, DEAR will automatically set the recurring invoice date to the closest future interval. This date can be changed if required.



 


Backorders and split orders 

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Sales Orders can be authorised even if there is not enough inventory in stock to fulfill them. An error message will be displayed and you will be prompted to choose either Split Order or Backorder. 



Backorder will wait until all the required quantity of items are in stock before fulfilling the sale order.  


Split Order will cause a new Sale Order will be generated automatically. The original Sale Order will be amended so the item quantity reflects the amount in stock. This Sale Order can be fulfilled and invoiced immediately. 


A second Sale Order with the remaining item quantity will be created. This can be saved for when the required inventory is in stock, then fulfilled and invoiced in a separate order. 



In both cases, the outstanding item quantity will be backordered. To use the backorder function the products to be backordered must have suppliers attached. See here for more information. 


To complete a split order or backorder sale:

  1. Navigate to Purchase  -> Reorder Backordered 

  2. Choose a supplier to order backordered stock from the list. You can also filter products by customer and by product tags, or click Select All

  3. Choose a product or products from the list

  4. Click Reorder

  5. New Purchase Order tasks will be generated for each supplier. See Processing a Purchase for more information on purchase orders.

  6. When the required stock is received into your inventory, the sale order can be fulfilled and invoiced as usual.


 



Pick, Pack, Ship

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Once a sale order has been authorised the order can be fulfilled by picking the stock from your inventory, packing it and preparing it to be shipped. If these processes do not apply to your business (for example for some ecommerce platforms) you can automate one or all of them. 


For items to be drop shipped, this option must be set up in the Inventory module. See here for further info. 


For service-only sales, this step is skipped and you can go straight to Invoice




Pick

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To pick an order:

  1. Select the Pick tab of the sale

  1. Enter the pick lines

    • Automatically - Copy from the sale order by clicking +Auto Pick

    • Manually - Individually by clicking or Add more items

    • Manually - Scan a barcode

  1. Authorise the pick list by clicking Authorise (or click Save to save as a draft)

  1. Pick list can be saved and sent (if required) by clicking Print -> Pick List or Email -> Pick List


Selecting pick lines individually from clicking or Add more items allows you to see how many of each item is in stock in each of your locations, and choose which location inventory will be picked from. Auto Pick will do this automatically, however you can change quantities and add another line of the same item picked from another location if required.


The Batch/Serial No dropdown menu can be used to pick stock according to batch, serial and lot numbers after setting up this function in the Inventory module. 


NOTE. Pick Lists are fully customisable in the Settings module Manage Document Templates. Simply download the template to your computer, update the MS Word template, and then upload back to DEAR Systems.



Pack

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To pack an order:

  1. Select the Pack tab of the sale

  1. Enter the pack lines

    • Automatically - Copy by clicking +Copy from Pick

    • Manually - Individually by clicking or Add more items

    • Manually - Scan a barcode

  1. Check and change (if required) the box numbers for the order

  1. Click Authorise (or click Save to save as a draft)

  1. Packing slips or Box Labels can be saved and sent (if required) by clicking Print -> Packing Slip/Box Label or Email -> Packing Slip/Box Label



NOTE. Box Labels and Packing Slips are fully customisable in the Settings module Manage Document Templates. Simply download the template to your computer, update the MS Word template, and then upload back to DEAR Systems.



Ship

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To ship an order:

  1. Select the Ship tab of the sale

  1. Enter the Ship lines

    • Automatically - Copy by clicking +Auto Fill

    • Manually - Individually by clicking or Add more items

  1. Enter a shipping date

  1. Choose a Carrier. If the sale has been allocated to more than one box from the Pack tab, different boxes can be assigned to different carriers and shipping dates. 

  1. Enter the tracking number/s (optional)

  1. Check the Ship box

  1. Click Authorise (or click Save to save as a draft)




The shipped items will now be removed from the Inventory and transaction information is generated to be synced with your accounting application. If a shipping application has been integrated with DEAR Inventory the shipping information will also be synced to that. 


NOTE. Since authorising the Ship process physically affects the inventory in the chosen location, this process will not be allowed if a Stocktake is ongoing in the originating warehouse location. User will receive an error message. The same error message will appear if user decides to Undo or Void the Ship process and Stocktake is ongoing.




Automating Pick, Pack and Ship

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If one or more of these processes do not apply to your business (for example for some eCommerce platforms), they can be skipped. 

 

To skip Pick, Pack and Ship:

  1. Navigate to Settings -> General Settings

  2. Scroll to the Sales process customisation section

  3. Change Pick, Pack and/or Ship to automatic





Create a sale invoice

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After authorising a sale order, the customer can be invoiced from the Invoice tab of the sale. This can happen before or after the fulfillment (Pick, Pack and Ship) process. 



Fill in sale invoice

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The invoice content will be generated automatically from the sale order. Changes on the order are not allowed at this stage. 

 

To fill in the sale invoice:

  1. Enter an invoice date. The payment due date will be automatically generated from the payment terms in the document header.

  2. Add any additional charges (if required)

  3. Click Authorise

  4. Sale invoice can be saved as a PDF and/or sen as a PDF attachment to an email by clicking Print -> Sale Invoice or Email -> Sale Invoice


Once authorised, the sale can then be synchronised with integrated accounting software. Sale invoices cannot be authorised if stocktaking is taking place in the originating warehouse location. 

 

NOTE. Sale Invoice is fully customisable in the Settings module Manage Document Templates. Simply download the template to your computer, update the MS Word template, and then upload back to DEAR Systems.



Payments

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It is recommended that payments are set up in the integrated accounting application to be pulled into DEAR Inventory. For Xero Accounting users, payments can be created in DEAR and pushed to Xero. Users of other accounting software need to manage their payments through the accounting software. 

 

To add a payment (for Xero Accounting users only):

  1. Check that payments are set up to be pushed to Xero Accounting. For more information, see here

  2. Click +Payment or +Use Customer Credit. See here for more information on customer credit.

  3. If Sale Invoice is different to user base currency, provide the conversion rate used by the bank when the payment was made.

  4. Choose Account from the dropdown list

  5. Enter Reference, Date Paid and Amount Paid

  6. Click Save to save the payment.






 

Create a credit note (optional)

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A credit note is considered a negative invoice. It is a way to amend the details of a sale order or invoice after it has already been authorised. Credit notes can only be issued to sale orders with Completed status. Credit Notes can be voided at any point by clicking Void Credit Note.

 

There are four scenarios where a credit note can be applied in DEAR Inventory Systems. These are:

  • For individual items - when a unit price has been overcharged

  • For part of a shipment - when part of the shipment has either been short-shipped or damaged goods were received by the customer.

  • For a whole shipment - when an entire shipment was received incorrectly by the customer or it was shipped out incorrectly.

  • For a discount applied to an order once the purchase order is completed. 

 

To add a credit note (these steps are the same for each case):

  1. Navigate to Sale -> View All. 

  2. Select the sale order you wish to apply the credit note to.

  3. Select the Credit Note tab of the sale order.

  4. Enter a credit note Date. The credit note number will be assigned automatically when the credit note is authorised. 

  5. Enter the credit note lines either:

    • Automatically - Copy from the invoice tab by clicking + Copy

    • Manually by clicking or Add more items


For individual items

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To add a credit note to an item:

  1. If adding credit note lines automatically from the sale invoice, remove any items that were not overcharged.

  2. In the Price field, enter the difference between the correct price and the overcharged price.

  3. Click Authorise.


For part of a shipment

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To add a credit note to part of a shipment:

  1. If adding credit note lines automatically from the sale invoice, remove any item lines that were correctly received. 

  2. In the Quantity field of the item line, enter the number of items that were incorrectly received. 

  3. Click Authorise.

  4. You will be automatically prompted to Restock the credit note items. 

  5. Click Authorise.



The items will then be re-added to your stock levels. If the items were damaged, you can then write them off from the inventory tab.



For a whole shipment

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To add a credit note to a whole shipment:

  1. Check all the items in the shipment have been copied across to the credit note tab.

  2. Click Authorise.

  3. You will be automatically prompted to Restock the credit note items.

  4. Click Authorise.

 


All of the items included in the shipment will then be re-added to your stock levels. If the items were damaged, you can then write them off from the inventory tab.




For a discount applied to an order

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To add a discount to the whole order:

  1. Check all the items in the shipment have been copied across to the credit note tab.

  2. Make a note of the total cost of the shipment.

  1. In the additional charge section, click + or Add more items

 

  1. Fill in the Description field.

  2. Insert the discount value into the Price field.

  3. Check that the correct Account and Tax Rule is applied.

  4. Click Authorise.




Refunds

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Refunds can be given to customers if they have made payments. It is recommended that payments and refunds are set up in the integrated accounting application to be pulled into DEAR Inventory. For Xero Accounting users, payments and refunds can be created in DEAR and pushed to Xero. Users of other accounting software need to manage their payments through the accounting software. For more information, see here


If Customer Credits have been set up, refunds can be returned to customer credit. 

 

To refund a customer (for Xero Accounting users only):

  1. Check that payments are set up to be pushed to Xero Accounting

  2. Click +Refund

  3. If Credit Note currency is different to user base currency, provide the conversion rate used by the bank when the payment was made.

  4. Choose Account from the dropdown list

  5. Enter Reference, Date Paid and Amount Paid

  6. Click Save to save the refund and push it to Xero Accounting.