Sales

What is a Sales Order?

Sales Order is a document given by the supplier to the buyer against a Purchase Order by the buyer.

A sales order contains the buyer invoicing details, delivery details, products, quantities, pricing, tax, discounts, payment terms, payment details, shipping charges if any, and other notes.

Once the buyer agrees on the sales order, goods are shipped by the supplier.

Sale order has multiple statuses: Ordered, Partial, Completed

Enabling Sales Order

To enable Sales Order, follow the below steps:

1. Go to Settings -> Business Settings
2. Sales tab -> Enable Sales Order
3. Save it.

Using Sales Order in Omolead

Creating sales order

After Enabling sales order, inside Sales you’ll find the Sales-Order menu.

Go to add sales order, fill in all the details and save it.

Stocks are not deducted for sales orders.

Once a sales order is created you can print it and send it to the buyer for approval.

Converting Sales Order to Sales

On approval of sales orders, you can create sales from the sales order.

1. Go to Sales -> Add sales, select the business location & Customer.
2. On Selecting it will populate the list of all sales orders related to the customer on the “Sales Order” dropdown.
3. Select the Sales Order and it will auto load the products for that order with the product’s price, tax, discounts applied automatically as the sales order.
4. You can increase or decrease the quantity.

Selling (POS Screen), Credit Sales, Draft, Quotations & Suspended Sales.

Interactions points in POS Screen.

Selling Products, Changing Product Price, Tax & Discount, Lot number & Expiry

Go to – Sell -> POS

Selecting Customer:

By default, there is “Walk-In Customer”. You can search for a customer by name/customer id or phone number or can add new customer by clicking the plus (+) button “Add Customer”.

Searching & Adding Product:

Enter Product Name Or scan the barcode to search the product. If multiple products are matched then it displays the dropdown of products, selects the product from it. Or if there is a single product then it directly gets added to cart.

Changing Product Price, Tax & Discount for a product

• After the products get added, click on the product name to modify product price, tax & discounts.
  NOTE: Option for different tax in products will be shown only if 
• Inline tax is enabled. You can enable it from Business Settings -> Tax -> Enable Inline Tax in purchase and sell

Selecting Lot number for a product

•  If lot number is enabled then it will show the option to select lot number. (Enabling Lot number)

Selecting Expiry for a product

• Expiry Date: If the expiry date is enabled then it will show the option to select lot number.  (Enabling expiry)

Cancel Sales:

To cancel the sales click on the cancel button. Cancel invoices are not saved in the system, so no stock will be deducted.

To finalize the invoice click on Finalize – Add the payment options and save it.

On save it will display an invoice printing option.

NOTE: For invoice to print correctly – The Margins options should be set to “Default”.

List of sales can be viewed from Sell -> List Sales.

List of drafts can be viewed from Sell -> Drafts.

Both Sell & Drafts can be edited to make any changes.

Express Checkout: Express Checkout means the sale will be marked as Paid and the payment method will be cash. No separate payment screen will be displayed. Printing of invoice depends on the business location settings.

100% Credit Sales

• To sell on credit to the customer you first need to enable this button by going to Settings -> Business Settings -> POS -> Show Credit Sale Button
• Then on the POS screen, you will be able to see a button “Credit Sale”, simply click this button to make sales on credit.

Half Credit & half payment Sales:

Suppose invoice amount is Ksh.1000, customers pays Ksh.700 cash and Ksh.300 is credit amount on him, then follow these steps:

1. Click on multiple pay button
2. Select the payment method and enter the amount paid by the customer. (Ksh.700 in our example)
3. Click finalize payment.
4. Now, the pending amount is automatically added as credit amount on him (or amount to be taken from the customer)

Previous sale amount in Sales:

If a sale is made for the customer for a subsequent time for the same product, the previous amount in which the product is sold will be shown for reference in add sale screen.

This feature can also be used for purchase of same products from a supplier.

Draft & Quotation

This is useful if you want to create a quotation before sales.

Marking a sales as Draft or Quotations will not deduct the available stock.

You can view all Quotations & Drafts from List Quotation or List Draft respectively. Existing draft/Quotation can be edited to make it as final sales.

Convert Draft/Quotation to Sale invoice

To convert a draft/quotation to sale invoice, follow the steps below

Go to List draft / List quotation. Click on the action button.

Select edit in the dropdown.

Change the status from draft/Quotation to Final and save it.

Copy Quotation

Quotations can be copied or duplicated.

Go to Sale > List Quotations > Actions > Copy Quotation

Suspended Sales

Suspend Sales means unfinished sale or hold Sale.
Suspended sales stock gets deducted from available stock. You can view all suspended sales by clicking on the Yellow Color button present in very top right of screen (above the date).

Some Use Case of Suspended sales

1. In a grocery store, if you have suspended button, you can suspend particular customers sales and entertain another customer, when his comeback you can proceed with his sale.
2. In Restaurant, you can suspend the order of customers if not yet paid, and finish it when they finish eating and paid their order, so you can proceed to final sales. You can put Table 1, Table 2, Table 3… so when they finish it’s easy to identify table 3 going to pay.
3. In hotel lots of customers check in stay for 2 nights and order some foods and customers say, just charge to room 024. So you can suspend their orders and edit if there is some additional order and suspend again. Until final it when they pay their bills. on Hotel, on Reference Number: Room 009, Room 012

Card / Multiple Pay / Cash

• Multiple Pay: Used when the customer wants to pay with different payment methods like some amount by card, some by cash and some other payment methods. This option is also used when the customer doesn’t pay the exact tender amount and you need to calculate the Return Change.
• Card: Used when the customer wants to pay the complete invoice by card.
• Cash: Used when customer pay the exact amount of invoice by cash. If the customer pays less or more amount then the invoice amount then use Multiple Pay to get change return.

Adding payments from Contact

Go to contact -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”, click on it and pay the amount. “Pay Due amount” this option is not displayed if there is no payment due.

Adding/Editing Payment Method or Pay-Via

Follow Add/Edit Pay-Via / payment method.

Rounding Mechanism for total Sales amount or total payable

Rounding helps to round the total payable to nearest currency exchange available.

To enable rounding go to Settings -> Business Settings -> Sales and choose the Amount rounding method

Amount rounding method

1. Round to nearest whole number: It will round the paybale value to nearest whole number. For example 1.49 will be rounded to 1.00, and 1.51will be rounded to 2.00
2. Round to nearest decimal (multiple of 0.05): It will round the paybale value to nearest decimal number which is multiple of 0.05. For example 1.49 will be rounded to 1.50, 1.51 will be rounded to 1.50,  1.59 will be rounded to 1.60, 1.54 will be rounded to 1.55
   Similary all other round to nearest decimal number works as per the multiplier.

Tender Change or Change Return

Suppose during POS the total payment amount by a customer is $250, but the customer pays $300 cash.

In this case, the cashier needs to return $50 cash to the customer.

So, enter all these details in the system, follow the below steps:

1. Click on the “Multiple Pay” button. It will open a popup
2. Enter the paid amount by the customer ($300 here)
3. On the right side, it will show a “Change Return” Amount. This amount needs to be returned to the customer
4. Click on finalize button to save the sales.

The change amount is shown in the invoice. To create a custom label for change return Go to Settings -> Invoice layout change the ‘change return label’ to a required label and save the changes.

Featured Products for POS screen

Adding featured products helps you quickly access some products which are frequently or most commonly sold.

To add featured products follow these steps:

1. Go to Settings -> Business Locations.
2. Add/Edit any business locations
3. In add/edit screen you can select multiple products that can be featured in pos for this location.