Dekad Enterprise Book : Sales

Sales is the process of promoting and selling products or services to customers. It involves understanding customer needs, presenting suitable solutions, negotiating agreements, and completing transactions.

An effective sales process helps businesses increase revenue, build strong customer relationships, and achieve their business goals. It also enables organizations to identify market opportunities and improve customer satisfaction through better service and communication.

When opening the Sales module, the first page displays a list of quotations, providing a centralized view of sales opportunities and customer requests. Users can review quotation details, track their status, search for specific records, and create new quotations when needed.

The quotations displayed depend on the user's access permissions. Administrators can view all quotations within the system, while regular users typically see only the quotations assigned to them or created by them. This helps maintain organization and ensures that users access only the information relevant to their responsibilities.

My Quotations

By selecting the My Quotations filter from the search options, users can display only the quotations assigned to them. This filter helps users focus on their own sales activities, making it easier to manage, track, and update their quotations without viewing records that belong to other team members.

1. Orders

The Sales Orders section contains all confirmed customer orders. Once a quotation is approved and confirmed, it becomes a sales order. This section allows users to track customer purchases, monitor order status, and manage the fulfillment process efficiently.

1.1 Quotations

The Quotations option displays all quotations created for customers. Users can view quotation details, check their current status, search for specific quotations, and create new ones when needed. This provides a clear overview of ongoing sales opportunities and pending customer offers.

New Quotation

To create a new quotation, click on the New button. This opens a blank form where the user can enter customer information, add products, and define pricing details to generate a new sales offer.

Quotation Details

By selecting a specific quotation, users can view all related information and details. This includes customer information, quotation number, products or services offered , pricing details, sales representative, quotation status, and any additional notes associated with the quotation.

The quotation form also includes the Chatter Panel, which allows users to track activities, view communication history, schedule follow-ups, and exchange messages related to the quotation. This helps maintain clear collaboration and a complete record of interactions in one place.

Quotation Workflow

A Quotation is the initial draft of a sales offer prepared for a customer. It includes product details, quantities, pricing, and terms before the customer confirms the purchase.

Once the quotation is reviewed and shared with the customer, its status becomes Quotation Sent, meaning it has been delivered and is waiting for the customer’s response or approval.

After the customer accepts the offer, the document is confirmed and converted into a Sales Order, which represents a finalized agreement ready for processing, delivery, and fulfillment.

Order Sections Overview

Order Lines contain the main products or services included in the quotation or sales order. Each line includes important details such as product information, quantity, pricing, discounts, and any related settings. This section represents the core items the customer is purchasing.

Optional Products show additional recommended items that can be offered alongside the main products. These are not mandatory, but they help increase sales by suggesting related or complementary products to the customer.

Other Info includes extra details related to the order such as delivery terms, pricing rules, salesperson information, payment conditions, and any internal notes. This section helps define how the order is processed and managed.

Customer Signature is used to confirm approval of the quotation or sales order. Once the customer signs, it indicates agreement with the provided terms, allowing the order to move forward to the next stage.

View Mode

The View Mode is used to control how information is displayed within the quotation or order lines. It allows users to choose which details appear on the screen to make the workflow clearer and more organized.

Each option in the view represents a specific type of information related to the product line. Some fields describe the product itself, others define how it is delivered, priced, or accounted for, while additional fields handle tracking, taxation, and analytical reporting.

By adjusting the view mode, users can focus only on the most relevant information for their task, reducing clutter and improving efficiency when managing quotations and sales orders.

WhatsApp Integration

WhatsApp is used as a communication channel to interact with customers directly and efficiently. It allows sales teams to send messages, updates, and follow-ups in real time, improving response speed and customer engagement.

This integration helps centralize communication and keeps all conversations linked to the related customer or sales record for better tracking and organization.

1.2 Orders

The Orders section contains all confirmed customer orders. Once a quotation has been approved and confirmed, it is converted into an order. This section allows users to track completed sales agreements, monitor order status, and manage customer purchases efficiently.

When opening the Orders section, a list of sales orders is displayed. Administrators can view all orders available in the system, while regular users can only view the orders assigned to them or created by them. This ensures that users have access only to the information relevant to their responsibilities.

By selecting the My Orders filter from the search options, users can display only the orders assigned to them. This filter helps users focus on their own sales activities and quickly access the orders they are responsible for managing.

Sales Order Details

By selecting a specific sales order, users can view all related information and details. This includes customer information, ordered products or services, quantities, pricing details, order status, sales representative information, and any additional notes associated with the order.

The sales order form also includes the Chatter Panel, which allows users to track activities, view communication history, schedule follow-ups, and exchange messages related to the order.

Additional Actions

Invoices provide access to the invoices related to the sales order, allowing users to review billing information and track payment status.

Delivery displays the delivery records associated with the order, helping users monitor the shipment and fulfillment process.

WhatsApp allows users to communicate directly with customers through WhatsApp, making it easier to send updates, follow-ups, and order-related information.

1.3 Sales Teams

The Sales Teams section is used to organize sales representatives into teams and manage their activities more effectively. It provides a structured way to assign responsibilities, monitor team performance, and coordinate sales operations within the organization.

By grouping users into teams, businesses can improve collaboration, track sales progress more efficiently, and ensure that customer opportunities are handled by the appropriate team members.

Sales Teams Overview

When opening the Sales Teams section, a list of all available sales teams is displayed along with key performance indicators and sales statistics. This overview helps users monitor team activities, evaluate performance, and gain insights into sales progress across different teams.

1.4 Customers

The Customers section contains information about all customers managed within the system. It provides a centralized location for storing and accessing customer records, including contact details, sales history, and other relevant information.

This section helps users maintain organized customer data, improve communication, and efficiently manage customer relationships throughout the sales process.

By selecting the Customer Invoices filter from the search options, users can display customer records that have associated invoices. This filter helps users quickly access invoicing-related information and focus on customers involved in billing and payment activities.

Customer Details

By clicking on a specific customer, users can view detailed information about that customer. This includes contact details, related invoices, sales history, and any associated records.

The Chatter Panel is also available, allowing users to track communication, log activities, send messages, and follow up on customer interactions. This ensures that all discussions and updates are stored in one place for better tracking and collaboration.

Customer Tabs Overview

Contacts & Addresses contains all contact information related to the customer, including different addresses such as delivery, invoice, and additional contact persons linked to the same customer.

Sales & Purchase provides information related to the customer’s sales and purchase activities, including pricing conditions, sales terms, and interaction history within the sales process.

Accounting includes financial information such as payment terms, invoices, and billing details associated with the customer. It helps track all accounting-related records in one place.

Internal Notes is used to store private notes and comments about the customer. These notes are visible only to internal users and help teams share important information or reminders about the customer.

2. Invoices

The Sales Invoices section is used to manage all invoices generated for customer sales. It contains detailed billing information such as invoice amounts, payment status, and related sales orders.

This section helps track customer payments, monitor outstanding balances, and ensure that all completed sales are properly invoiced and recorded for accounting purposes.

2.1 Orders to Invoice

The Orders to Invoice section displays sales orders that are ready to be billed or partially invoiced. It allows users to identify which confirmed orders still need invoice generation.

This helps ensure that all completed or deliverable sales are properly converted into invoices, supporting accurate billing and financial tracking.

The My Orders filter can be selected from the search options. Once applied, it displays only the sales orders assigned to the current user, helping focus on personal sales activities and related records.

2.2 Orders to Upsell

The Orders to Upsell section shows sales orders that have opportunities for additional sales. It highlights existing orders where extra or complementary products and services can be offered to increase the total value of the sale.

This helps the sales team identify potential upselling opportunities and improve overall revenue by engaging customers with relevant additional offers.

3. Products

3.1 Sales Products

The Sales Products section contains all products and services available for sale. It provides a centralized list where users can view product details such as descriptions, pricing, and availability.

This section helps sales teams easily select and manage products when creating quotations and sales orders, ensuring accurate and consistent product information throughout the sales process.

Product Details

After opening a product, the user can view a full set of information that defines how the product is managed across different business operations. This includes configuration areas for Sales, Purchase, Inventory, Accounting, and Point of Sale, which control how the product behaves in each process.

In the General Information section, users can define the product type such as goods, services, or combo items, and set options like inventory tracking, invoicing policy, and whether repairs can be created for the product.

Pricing information includes the sales price, minimum and maximum sale price limits, cost, taxes, and pricelist settings. Additional details such as category, internal reference, barcode, and company assignment help organize and identify the product within the system.

Users can also manage attributes and variants to handle different versions of the same product, such as size or color variations.

At the bottom of the page, the Internal Notes section allows storing private information about the product for internal use only.

The page also includes the Chatter Panel, which enables tracking activities, viewing communication history, adding notes, and following updates related to the product.

3.2 Product Variants

The Product Variants section is used to manage different versions of the same product. It allows users to define variations such as size, color, or other attributes under a single product structure.

This helps organize products more efficiently and makes it easier to handle inventory, pricing, and selection when creating quotations or sales orders. Each variant represents a specific combination of attributes for the same main product.

Product Variant Details

When opening a specific product variant, users can view detailed configuration and information related to that variant. This includes how the product behaves across different operations such as Sales, Purchase, Inventory, Accounting, Expenses, and Point of Sale, ensuring it is properly managed in all business processes.

In the General Information section, the variant’s product type is defined, along with settings such as inventory tracking, invoicing policy, and whether repair options are enabled.

The pricing section includes important financial details such as sales price, minimum and maximum sale price, cost, and applicable taxes. This helps control profitability and ensure correct pricing rules are applied.

Additional fields such as internal reference, vendor code, barcode, product category, and company assignment help identify and organize the variant within the system.

The Internal Notes section allows storing private information related to the product variant for internal use only.

The page also includes the Chatter Panel, which is used to track activities, messages, and updates related to the product variant, ensuring all communication is recorded in one place.

3.3 Pricelists

The Pricelists section is used to define different pricing rules for products based on specific conditions. It allows businesses to set multiple prices for the same product depending on factors such as customer type, quantity, or sales strategy.

This helps ensure flexible pricing, support promotions or discounts, and manage different price structures for various customers or markets. Each pricelist can be applied during the sales process to automatically adjust product prices based on the defined rules.

Pricelists Configuration

In the Pricelists section, several configuration options are used to control how product prices are calculated and applied.

Currency defines the currency in which the prices are displayed and calculated. It ensures all pricing follows the selected monetary unit.

Company specifies the organization that owns or uses this pricelist. It helps separate pricing rules when multiple companies are managed in the same system.

Country Groups allow applying different pricing rules based on the customer’s country or region, making it possible to support regional pricing strategies.

Under Price Rules, users can define how prices are calculated for products. This includes conditions such as product selection and the resulting price adjustment.

Apply on determines which products or categories the rule will affect, allowing precise control over pricing application.

Price defines the final value or adjustment applied to the selected products based on the rule.

The Add a line option allows creating multiple pricing rules within the same pricelist to support different scenarios and conditions.

4. Reporting

The Sales Reporting section provides analytical insights into sales performance. It displays summarized data about orders, revenue, and customer activity to help users understand overall sales progress.

This section allows users to track performance over time, compare results, and identify trends in sales activities. It helps in making informed decisions by providing a clear overview of how the sales process is performing.

4.1 Sales Report

The Sales report provides an overview of all sales activities, including confirmed orders and generated revenue. It helps users analyze how much has been sold and track overall sales performance.

This report allows filtering and grouping data by different criteria such as time period, salesperson, or customer, making it easier to evaluate performance and identify trends in sales results.

From the search options, users can apply filters to display sales orders based on specific criteria. This helps refine the report view to show only relevant sales data, making it easier to analyze performance and track targeted results.

By clicking on a specific salesperson, users can access detailed information about their sales activities. The Main Info section provides key details and performance-related information, while Products Movements displays the products associated with the salesperson's sales transactions and activities.

These sections help users analyze sales performance and gain a better understanding of product movement and sales contributions.

4.2 Salespersons

The Salespersons section provides an overview of all sales representatives within the organization. It allows users to monitor individual sales performance, review sales activities, and access information related to each salesperson.

This section helps managers and team members track contributions, evaluate results, and gain insights into the performance of the sales team.

The Sales Analysis by Salespersons page provides a detailed view of sales performance grouped by individual sales representatives. It displays sales-related metrics and statistics, allowing users to compare results and evaluate the contribution of each salesperson.

This analysis helps identify top performers, monitor sales activities, and gain insights into overall team performance through organized and easy-to-read sales data.

4.3 Inactive Products

The Inactive Products section displays products that are currently inactive and no longer available for use in new sales transactions. These products remain stored in the system for historical and reporting purposes but are hidden from regular sales operations.

This section helps users review previously used products while keeping active product lists organized and easier to manage.

Inactive Products Overview

When opening the Inactive Products page, users can view a list of all products that have been marked as inactive. The page displays product-related information, allowing users to review previously used products and access their details when needed.

This overview helps maintain a clean and organized product catalog while preserving historical product records for reference and reporting purposes.

4.4 Products Reporting

The Products Reporting section provides analytical insights into product sales performance. It displays sales data related to products, helping users understand which products are performing well and how they contribute to overall sales results.

This report supports performance evaluation, trend analysis, and data-driven decision-making by presenting product-related sales information in an organized and easy-to-analyze format.

When opening the Products Reporting page, users can view sales analysis data organized by products. The report displays key metrics and statistics related to product performance, helping users evaluate sales results and identify trends.

Users can analyze product-related sales information, compare performance across different products, and gain insights that support inventory planning, pricing decisions, and overall sales strategy.

4.5 Customers Reporting

The Customers Reporting section provides analytical insights into customer-related sales activities. It displays sales data organized by customers, helping users understand customer purchasing behavior and overall contribution to sales performance.

This report supports customer analysis by highlighting key sales metrics, enabling users to identify valuable customers, monitor trends, and make informed business decisions based on customer activity.

When opening the Sales Analysis by Customers page, users can view sales data grouped by customers. The report displays key sales metrics and performance indicators, allowing users to analyze customer activity and purchasing patterns.

This view helps identify top customers, compare sales results across different customers, and gain insights into customer contributions to overall sales performance.

Search and Filtering

The Search options allow users to apply different filters to customize the displayed data based on their needs. Users can select specific criteria to focus on relevant records, making analysis easier and helping them quickly access the required information.

4.6 Invoice Profit

The Invoice Profit report provides an analysis of the profitability of customer invoices. It displays financial data related to invoice revenue, costs, and profit margins, helping users evaluate the profitability of completed sales.

This report allows users to compare invoice performance, identify profitable transactions, and gain insights that support better financial and sales decisions.

Search and Filtering

The Search options allow users to apply different filters to customize the displayed invoice profit data based on their requirements. Users can filter records according to specific criteria, making it easier to analyze profitability and focus on the most relevant information.

4.7 Product Profit

The Product Profit report provides an analysis of the profitability of each product. It displays financial and sales -related data, allowing users to compare product performance based on revenue, costs, and generated profit.

This report helps identify the most profitable products, analyze product performance, and support better pricing, inventory, and sales decisions.

Search and Filtering

The Search options allow users to apply different filters to customize the displayed product profit data based on their needs. Users can select specific criteria to focus on relevant products and perform more accurate profit analysis.

5. Customer Payments

The Customer Payments section is used to manage and track payments received from customers. It provides a detailed overview of payment records, including payment amounts, payment methods, dates, and related customer information.

This section helps users monitor customer transactions, verify completed payments, and maintain accurate financial records.

5.1 My Payments

The My Payments section displays the payment records related to the current user. It allows users to view their associated payments, track payment details, and monitor the status of their financial transactions.

Search and Filtering

The Search options allow users to apply different filters to display only the required payment records. Users can choose specific criteria to refine the results and quickly access the payments relevant to their needs.

5.2 Branch Payments

The Branch Payments section displays payment records associated with different branches of the organization. It allows users to monitor branch-related transactions, review payment details, and track financial activities for each branch.

This section helps maintain better control over payments by organizing financial records based on their corresponding branches.

Search and Filtering

The Search options allow users to apply filters to display specific branch payment records based on selected criteria. This helps users organize the information, refine the displayed results, and quickly find the required payment details.

6. Configuration

The Configuration section is used to customize and manage system settings according to the organization's requirements. It allows users to define rules, preferences, and operational settings that control how different sales and payment processes are handled.

This section helps ensure that the system is configured properly to support efficient workflows and business operations.

6.1 Settings

The Settings page allows users to configure different options and preferences to match the organization’s business needs. It includes various features that can be enabled, adjusted, or customized to control system behavior and improve the overall workflow.

6.1.1 Product Catalog

Variants allow products to have different versions based on specific attributes such as size, color, or other characteristics.

Variant Grid Entry enables users to add multiple product variants to an order quickly through a grid layout, simplifying the order creation process.

Units of Measure allow products to be sold or purchased using different measurement units according to business requirements.

Deliver Content by Email automatically sends product-related content or information to customers once the invoice has been validated.

Product Packagings allow products to be sold in different packaging quantities by defining the number of units included in each package.

6.1.2 Pricing

Discounts allow users to apply price reductions directly on sales order lines.

Promotions, Loyalty & Gift Cards enable the management of promotional campaigns, coupons, loyalty programs, gift cards, and eWallet credits to enhance customer engagement and sales opportunities.

Pricelists allow users to create multiple pricing rules for products, including different prices, automated discounts, and customer-specific pricing strategies.

Customer Account allows customers to access their personal accounts and view their related documents. Access can be provided through invitation or free sign-up options.

Margins display the profit margin on sales orders, helping users analyze the difference between the sales price and product cost.

6.1.3 Quotations & Orders

Online Signature allows customers to digitally sign quotations to confirm and validate orders. This feature can be applied by default or adjusted for each quotation or template.

Quotation Templates are used to create standardized offers with predefined products and settings, helping users generate quotations faster and more consistently.

Online Payment enables customers to pay directly to confirm orders, either fully or partially, with flexible payment requirements depending on the order or template settings.

Default Quotation Validity defines the number of days a quotation remains valid before it expires. This value can be customized per quotation or template.

Sale Warnings display alerts during order creation to notify users about specific conditions related to products or customers.

PDF Quote Builder allows users to design and enhance quotations by adding headers, product details, and footers for a more professional presentation.

Lock Confirmed Sales prevents further modifications to sales orders once they are confirmed, ensuring data consistency and control.

Pro-Forma Invoice enables sending a preliminary invoice to customers before final confirmation or delivery.

6.1.4 Deliveries & Invoicing Settings

Max Unvalidated Deliveries limits the number of outgoing deliveries that can remain unvalidated for a salesperson. This helps control pending deliveries and ensures timely processing of shipments.

Direct Sale Delivery Invoice automatically creates a validated delivery along with a draft or posted invoice when a sales order is confirmed. This streamlines the process by reducing manual steps and ensuring that delivery and invoicing are generated immediately upon order confirmation.

6.1.5 Shipping

Delivery Methods define how shipping costs are calculated and how orders are delivered to customers.

UPS Connector allows integration with UPS to calculate shipping costs and manage deliveries directly through the system.

DHL Express Connector enables shipping cost calculation and order delivery using DHL Express services.

FedEx Connector integrates FedEx services for automated shipping cost calculation and shipment handling.

USPS Connector connects with USPS to manage shipping rates and deliveries.

bpost Connector allows shipping integration with bpost for cost calculation and delivery management.

Easypost Connector provides access to multiple carriers through a single platform to compute shipping costs and manage shipments.

Sendcloud Connector integrates Sendcloud to simplify shipping label creation and carrier selection.

Shiprocket Connector enables shipping management and cost calculation through Shiprocket services.

Starshipit Connector integrates Starshipit to automate shipping processes and manage delivery options efficiently.

6.1.6 Invoicing & Connectors

Invoicing Policy defines the rules used to generate invoices from sales orders.

Quantities to invoice from sales orders determines how the system calculates invoice quantities based on order lines.

Invoice what is ordered means invoicing is done based on the full ordered quantity, regardless of delivery status.

Invoice what is delivered means invoicing is done only for the quantities that have been delivered.

Commissions are used to manage sales targets and commission structures for sales teams and salespersons.

Connectors are used to integrate the system with external platforms to exchange and synchronize data.

Amazon Sync allows importing orders from Amazon into the system and keeping delivery information synchronized, ensuring that sales and fulfillment data remain up to date across both platforms.