Sales

Send Quotations

Use quotation templates


If you often sell the same products or services, you can save a lot of time by creating custom quotation templates. By using a template you can send a complete quotation in no time.

Configuration

For this feature to work, go to Sales ? Configuration ? Settings and activate Quotations Templates.

Create your first template

You will find the templates menu under Sales ? Configuration.

You can then create or edit an existing one. Once named, you will be able to select the product(s) and their quantity as well as the expiration time for the quotation.

On each template, you can also specify discounts if the option is activated in the Sales settings. The base price is set in the product configuration and can be alterated by customer pricelists.

Edit your template

You can edit the customer interface of the template that they see to accept or pay the quotation. This lets you describe your company, services and products. When you click on Edit Template you will be brought to the quotation editor.

This lets you edit the description content thanks to drag & drop of building blocks. To describe your products add a content block in the zone dedicated to each product.

Note

The description set for the products will be used in all quotations templates containing those products.

Use a quotation template

When creating a quotation, you can select a template.

Each product in that template will be added to your quotation.

Tip

You can select a template to be suggested by default in the Sales settings.

Confirm the quotation

Templates also ease the confirmation process for customers with a digital signature or online payment. You can select that in the template itself.

Every quotation will now have this setting added to it.

Of course you can still change it and make it specific for each quotation.


 

Increase your sales with suggested products


The use of suggested products is an attempt to offer related and useful products to your client. For instance, a client purchasing a cellphone could be shown accessories like a protective case, a screen cover, and headset.

Add suggested products to your quotation templates

Suggested products can be set on Quotation Templates.

Once on a template, you can see a Suggested Products tab where you can add related products or services.

You can also add or modify suggested products on the quotation.

Add suggested products to the quotation

When opening the quotation from the received email, the customer can add the suggested products to the order.

The product(s) will be instantly added to their quotation when clicking on any of the little carts.

Depending on your confirmation process, they can either digitally sign or pay to confirm the quotation.

Each move done by the customer to the quotation will be tracked in the sales order, letting the salesperson see it.


 

Invoicing Method

Services

How to invoice milestones of a project?


There are different kind of service sales: prepaid volume of hours/days (e.g. support contract), billing based on time and material (e.g. billing consulting hours) or a fixed price contract (e.g. a project).

In this section, we will have a look at how to invoice milestones of a project.

Milestone invoicing can be used for expensive or large scale projects, with each milestone representing a clear sequence of work that will incrementally build up to the completion of the contract. For example, a marketing agency hired for a new product launch could break down a project into the following milestones, each of them considered as one service with a fixed price on the sale order :

  • Milestone 1 : Marketing strategy audit - 5 000 euros
  • Milestone 2 : Brand Identity - 10 000 euros
  • Milestone 3 : Campaign launch & PR - 8 500 euros

In this case, an invoice will be sent to the customer each time a milestone will be successfully reached. That invoicing method is comfortable both for the company which is ensured to get a steady cash flow throughout the project lifetime and for the client who can monitor the project's progress and pay in several times.

Note

You can also use milestones to invoice percentages of the entire project. For example, for a million euros project, your company might require a 15% upfront payment, 30% at the midpoint and the balance at the contract conclusion. In that case, each payment will be considered as one milestone.

Configuration

Install the Sales application

In order to sell services and to send invoices, you need to install the Sales application, from the Apps icon.

Create products

In Flectra, each milestone of your project is considered as a product. From the Sales application, use the menu Sales ? Products, create a new product with the following setup:

  • Name: Strategy audit
  • Product Type: Service
  • Invoicing Policy: Manually set quantities on order, as you complete each milestone, you will manually update their quantity from the Delivered tab on your sale order

Note

Apply the same configuration for the others milestones.

Managing your project

Quotations and sale orders

Now that your milestones (or products) are created, you can create a quotation or a sale order with each line corresponding to one milestone. For each line, set the Ordered Quantity to 1 as each milestone is completed once. Once the quotation is confirmed and transformed into a sale order, you will be able to change the delivered quantities when the corresponding milestone has been achieved.

Invoice milestones

Let's assume that your first milestone (the strategy audit) has been successfully delivered and you want to invoice it to your customer. On the sale order, click on Edit and set the Delivered Quantity of the related product to 1.

Tip

As soon as the above modification has been saved, you will notice that the color of the line has changed to blue, meaning that the service can now be invoiced. In the same time, the invoice status of the SO has changed from Nothing To Invoice to To Invoice

Click on Create invoice and, in the new window that pops up, select Invoiceable lines and validate. It will create a new invoice (in draft status) with only the strategy audit product as invoiceable.

Note

In order to be able to invoice a product, you need to set up the Accounting application and to configure an accounting journal and a chart of account. Click on the following link to learn more: How to setup Flectra Accounting?

Back on your sale order, you will notice that the Invoiced column of your order line has been updated accordingly and that the Invoice Status is back to Nothing to Invoice.


 

How to re-invoice expenses to your customers?


It often happens that your employees have to spend their personal money while working on a project for your client. Let's take the example of an employee paying a parking spot for a meeting with your client. As a company, you would like to be able to invoice that expense to your client.

In this documentation we will see two use cases. The first, very basic, consists of invoicing a simple expense to your client like you would do for a product. The second, more advanced, will consist of invoicing expenses entered in your expense system by your employees directly to your customer.

Use case 1: Simple expense invoicing

Let's take the following example. You are working on a promotion campaign for one of your customers (Agrolait) and you have to print a lot of copies. Those copies are an expense for your company and you would like to invoice them.

Configuration

In order to sell services and to send invoices, you need to install the Sales application, from the Apps icon.

Create product to be expensed

You will need now to create a product called Copies.

From your Sales module, go to Sales ? Products and create a product as follows:

  • Product type: consumable
  • Invoicing policy: on delivered quantities (you will manually set the quantities to invoice on the sale order)

Create a sale order

Now that your product is correctly set up, you can create a sale order for that product (from the menu Sales ? Sales Orders) with the ordered quantities set to 0. Click on Confirm the Sale to create the sale order. You will be able then to manually change the delivered quantities on the sale order to reinvoice the copies to your customer.

Invoice expense to your client

At the end of the month, you have printed 1000 copies on behalf of your client and you want to re-invoice them. From the related sale order, click on Delivered Quantities, manually enter the correct amount of copies and click on Save. Your order line will turn blue, meaning that it is ready to be invoiced. Click on Create invoice.

Note

The total amount on your sale order will be of 0 as it is computed on the ordered quantities. It is your invoice which will compute the correct amount due by your customer.

The invoice generated is in draft, so you can always control the quantities and change the amount if needed. You will notice that the amount to be invoiced is based here on the delivered quantities.

Click on validate to issue the payment to your customer.

Use case 2: Invoice expenses via the expense module

To illustrate this case, let's imagine that your company sells some consultancy service to your customer Agrolait and both parties agreed that the distance covered by your consultant will be re-invoiced at cost.

Configuration

Here, you will need to install two more modules:

  • Expense Tracker
  • Accounting, where you will need to activate the analytic accounting from the settings

Create a product to be expensed

You will now need to create a product called Kilometers.

From your Sales module, go to Sales ? Products and create a product as follows:

  • Product can be expensed
  • Product type: Service
  • Invoicing policy: invoice based on time and material
  • Expense invoicing policy: At cost
  • Track service: manually set quantities on order

Create a sales order

Still from the Sales module, go to Sales ? Sales Orders and add your product Consultancy on the order line.

Tip

If your product doesn't exist yet, you can configure it on the fly from the SO. Just type the name on the product field and click on Create and edit to configure it.

Depending on your product configuration, an Analytic Account may have been generated automatically. If not, you can easily create one in order to link your expenses to the sale order. Do not forget to confirm the sale order.

Note

Refer to the documentation Analytic account use cases to learn more about that concept.

Create expense and link it to SO

Let's assume that your consultant covered 1.000km in October as part of his consultancy project. We will create a expense for it and link it to the related sales order thanks to the analytic account.

Go to the Expenses module and click on Create. Record your expense as follows:

  • Expense description: Kilometers October 2015
  • Product: Kilometers
  • Quantity: 1.000
  • Analytic account: SO0019 - Agrolait

Click on Submit to manager. As soon as the expense has been validated and posted to the journal entries, a new line corresponding to the expense will automatically be generated on the sale order.

Invoice expense to your client

You can now invoice the invoiceable lines to your customer.


 

How to invoice a support contract (prepaid hours)?


There are different kinds of service sales: prepaid volume of hours/days (e.g. support contract), billing based on time and material (e.g. billing consulting hours) and a fixed price contract (e.g. a project).

In this section, we will have a look at how to sell and keep track of a pre-paid support contract.

As an example, you may sell a pack of 50 Hours of support at $25,000. The price is fixed and charged initially. But you want to keep track of the support service you did for the customer.

Configuration

Install the Sales and Timesheet applications

In order to sell services, you need to install the Sales application, from the Apps icon. Install also the Timesheets application if you want to track support services you worked on every contract.

Create Products

By default, products are sold by number of units. In order to sell services per hour, you must allow using multiple unit of measures. From the Sales application, go to the menu Configuration ? Settings. From this screen, activate the multiple Unit of Measures option.

In order to sell a support contract, you must create a product for every support contract you sell. From the Sales application, use the menu Sales ? Products, create a new product with the following setup:

  • Name: Technical Support
  • Product Type: Service
  • Unit of Measure: Hours
  • Invoicing Policy: Ordered Quantities, since the service is prepaid, we will invoice the service based on what has been ordered, not based on delivered quantities.
  • Track Service: Timesheet on contracts. An analytic account will automatically be created for every order containing this service so that you can track hours in the related account.

Tip

There are different ways to track the service related to a sales order or product sold. With the above configuration, you can only sell one support contract per order. If your customer orders several service contracts on timesheet, you will have to split the quotation into several orders.

Note that you can sell in different unit of measure than hours, example: days, pack of 40h, etc. To do that, just create a new unit of measure in the Unit of Measure category and set a conversion ratio compared to Hours (example: 1 day = 8 hours).

Managing support contract

Quotations and Sales Orders

Once the product is created, you can create a quotation or a sales order with the related product. Once the quotation is confirmed and transformed into a sales order, your users will be able to record services related to this support contract using the timesheet application.

Control delivered support on the sales order

From the Sales application, use the menu Sales ? Sales Orders to control the progress of every order. On the sales order line related to the support contract, you should see the Delivered Quantities that are updated automatically, based on the number of hours in the timesheet.

Upselling and renewal

If the number of hours you performed on the support contract is bigger or equal to the number of hours the customer purchased, you are suggested to sell an extra contract to the customer since they used all their quota of service. Periodically (ideally once every two weeks), you should check the sales order that are in such a case. To do so, go to Sales ? Invoicing ? Orders to Upsell.

Tip

If you use Flectra CRM, a good practice is to create an opportunity for every sale order in upselling invoice status so that you easily track your upselling effort.

If you sell an extra support contract, you can either add a new line on the existing sales order (thus, you continue to timesheet on the same order) or create a new order (thus, people will timesheet their hours on the new contract). To unmark the sales order as Upselling, you can set the sales order as done and it will disappear from your upselling list.

Special Configuration

When creating the product form, you may set a different approach to track the service:

  • Create task and track hours: in this mode, a task is created for every sales order line. Then when you do the timesheet, you don't record hours on a sales order/contract, but you record hours on a task (that represents the contract). The advantage of this solution is that it allows to sell several service contracts within the same sales order.
  • Manually: you can use this mode if you don't record timesheets in Flectra. The number of hours you worked on a specific contract can be recorded manually on the sales order line directly, in the delivered quantity field.

 

Products & Prices

Manage your products

How to import products with categories and variants


Import templates are provided in the import tool of the most common data to import (contacts, products, bank statements, etc.). You can open them with any spreadsheets software (Microsoft Office, OpenOffice, Google Drive, etc.).

How to customize the file

  • Remove columns you don't need. We advise to not remove the ID one (see why here below).
  • Set a unique ID to every single record by dragging down the ID sequencing.
  • Don't change labels of columns you want to import. Otherwise Flectra won't recognize them anymore and you will have to map them on your own in the import screen.
  • To add new columns,Feel free to add new columns but the fields need to exist in Flectra. If Flectra fails in matching the column name with a field, you can make it manually when importing by browsing a list of available fields.

Why an “ID” column

The ID is an unique identifier for the line item. Feel free to use the one of your previous software to ease the transition to Flectra.

Setting an ID is not mandatory when importing but it helps in many cases:

  • Update imports: you can import the same file several times without creating duplicates;
  • Import relation fields (see here below).

How to import relation fields

An Flectra object is always related to many other objects (e.g. a product is linked to product categories, attributes, vendors, etc.). To import those relations you need to import the records of the related object first from their own list menu.

You can do it using either the name of the related record or its ID. The ID is expected when two records have the same name. In such a case add " / ID" at the end of the column title (e.g. for product attributes: Product Attributes / Attribute / ID).


 

Set taxes

How to set default taxes


Taxes applied in your country are installed automatically for most localizations.

Default taxes set in orders and invoices come from each product's Invoicing tab. Such taxes are used when you sell to companies that are in the same country/state than you.

To change the default taxes set for any new product created go to Invoicing/Accounting ? Configuration ? Settings.

Tip

If you work in a multi-companies environment, the sales and purchase taxes may have a different value according to the company you work for. You can login into two different companies and change this field for each company.


 

How to adapt taxes to my customer status or localization


Most often sales tax rates depend on your customer status or localization. To map taxes, Flectra brings the so-called Fiscal Positions.

Create tax mapping

A fiscal position is just a set of rules that maps default taxes (as defined on product form) into other taxes. In the screenshot below, foreign customers get a 0% tax instead of the default 15%, for both sales and purchases.

The main fiscal positions are automatically created according to your localization. But you may have to create fiscal positions for specific use cases. To define fiscal positions, go to Invoicing/Accounting ? Configuration ? Fiscal Positions.

Note

If you use Flectra Accounting, you can also map the Income/Expense accounts according to the fiscal position. For example, in some countries, revenues from sales are not posted in the same account than revenues from sales in foreign countries.

Adapt taxes to your customer status

If a customer falls into a specific taxation rule, you need to apply a tax-mapping. To do so, create a fiscal position and assign it to your customers.

Flectra will use this specific fiscal position for any order/invoice recorded for the customer.

Note

If you set the fiscal position in the sales order or invoice manually, it will only apply to this document and not to future orders/invoices of the same customer.

Adapt taxes to your customer address (destination-based)

Depending on your localization, sales taxes may be origin-based or destination-based. Most states or countries require you to collect taxes at the rate of the destination (i.e. your buyer’s address) while some others require to collect them at the rate effective at the point of origin (i.e. your office or warehouse).

If you are under the destination-based rule, create one fiscal position per tax-mapping to apply.

  • Check the box Detect Automatically.
  • Select a country group, country, state or city to trigger the tax-mapping.

This way if no fiscal position is set on the customer, Flectra will choose the fiscal position matching the shipping address on creating an order.

Note

For eCommerce orders, the tax of the visitor's cart will automatically update and apply the new tax after the visitor has logged in or filled in his shipping address.

Specific use cases

If, for some fiscal positions, you want to remove a tax, instead of replacing by another, just keep the Tax to Apply field empty.

If, for some fiscal positions, you want to replace a tax by two other taxes, just create two lines having the same Tax on Product.

Note

The fiscal positions are not applied on assets and deferred revenues.