Processing a sale is the main purpose of the Sale module in DEAR. Through the Sale module, you can create sale orders and link supplier invoices and stock received to the relevant sale order. Service sales are used for orders without stock items (i.e. orders of services only).
For sale orders that will be invoiced as multiple partial orders, see Advanced Sales.
NOTE: Logs & Attributes and sale order actions are covered in Processing a Sale.
- Familiarity with Processing a Sale (recommended).
- Set up Accounts (necessary).
- Set up Tax Rules (necessary).
- Set up Customers (recommended).
- Set up Products (recommended).
- Set sales permissions for users (required).
Table of Contents:
Create a service sale
Create a new sale by navigating to Sale → New → Service Sale.
The sale screen is made up of two parts. At the top is the document header, which contains customer information and order functions (Undo, Void, Print, etc.). Below is the sale order screen, which has tabs for each stage of the sale process (Quote, Order, Invoice, Credit Note, etc.). There are no fulfilment tabs (Pick, Pack, Ship) on a service sale.
Fill in the document header
The first step in creating a new service sale order is to fill in the fields of the document header. This will contain the customer and address details.
Filling in the document header:
- Select a customer from the dropdown list or by typing their name. We recommend you set up customers before creating purchase orders. NOTE: You can create a new customer from the purchase order screen. Click + to be prompted for customer details.
- Check and edit details. Many fields in the document header will be auto-filled from your customer information but can be manually overridden. Check that customer details are correct before proceeding.
- Add an optional note. This field is searchable and can be used to include reference codes (such as related purchase order/sale order numbers) for quick retrieval when searching sale orders.
Add items to the quote
Once the document header has been correctly filled in, you can add services and non-inventory items to your sale quote. Unlike simple and advanced sales, there is only one field where items can be added. If you choose to Skip Quote in the document header, you will be taken to the Invoice tabs where you can add the order lines directly.
Only non-inventory and service items will be visible for selection. Authorise the sale order when you have finished adding lines.
Once a service sale has been authorised, you can apply a customer credit if the customer has prepaid some of the order. See Processing a Sale - Customer Credits for more information about this process.
Once a service sale quote has been authorised, you can process the customer invoice for the order. Service sales do not have fulfiment steps. If you chose to Skip Quote in the document header, you add items directly to the invoice.
Processing an invoice:
- Enter an invoice date. The due date field is calculated by applying the payment terms date in the document header to the invoice date.
- Add the invoice lines. You can copy the lines from the sale quote by clicking +Copy from Quote or add items manually.
- Authorise the invoice to continue. If you have an unused customer credit associated with this purchase, you will be asked if you want to allocate it to the invoice.
Once a service sale invoice has been authorised, you can add payments. See Processing a Sale - Payments for more information about this process.
A credit note is considered a negative invoice. In the same way that payments are applied to close out an invoice balance, refunds are issued to close out a credit note balance.
Credit notes are a way to amend the details of a sale order invoice after it has been authorised. See Credit notes and refunds for more information.