Sales Management

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INTRODUCTION

Pivotino sales application for a sales professional that simplifies and optimizes the sales planning and managing the sales process. The sales module simplifies the sales process by providing visibility into the sales cycle, helping companies plan and manage effective selling activities.  On one click salesperson can easily convert the opportunity to sales quotations and confirm an order.

Managing Sales Quotations

Sales Quotations are documents sent to the customers to offer an estimated cost for a particular set of goods or services. The sales quotation can be seen as the first step in the sales process as it is engaging the client's interest in your offering.  In order for a Sales Quotation to be created, the opportunity must first be created as a Sale Opportunity and added to the list of Business Partners in Sales.

  • To access the quotation list, go to Home > Sales module >  Orders > Quotation  

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Sales Quotations Menu

Create Your Sales Quotation : 

  • To create your new quotation, click on Sales > Order > Quotation and click on Create.

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                                 Create: Sales Quotations

Add Customer & Product : 

  • The first elements to add in the quotation are the customer and the products which you want to sell or customer requested. You can choose a customer from the customer drop-down list and under order lines, you can click on Add a Product and select your product from the Product drop-down list. Also, you can manually change the Ordered Quantity and Product price which is pop up from the product.

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                  ADD: Customer and Product

  • If there is no customer or product created in Pivotino, you can directly create from the quotation as below mentioned :

    • Add New Customer: Click on the Customer drop-down menu and click on Create and Edit, System will open the new wizard to create customers. In this wizard fill the customer details, such as customer name, address, website, phone number, tax id, and contact person details.

    • Add New Product: Click on Add a Product > Click on product drop-down menu and click on Create and Edit, the system will open the new wizard for product creation. In this wizard fill the product details, such as product name, Internal reference, barcode, product price, customer taxes, and unit of measurement.

Taxes and charges:

  • In the sales quotation, the system automatically applied the default tax from the product when you add the product in the product line. Pivotino allows us to change the default tax in the order line. To change the tax, go to order line > click on tax column > drop-down list system shows all the tax which is configured as a sales.

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                          Tax and Charges 

Discount:

  • You can add a discount to the order line. This discount will be applied to the value which is calculated based on no. of qty x unit price. The discount is only applied as a percentage

Terms and Condition:

  • In Sales transactions, there might be certain Terms and Conditions bases on which services to the customer. You can apply the Terms and Conditions to quotation and they will appear when printing the document.

Other Info :

  • Salesperson: Login user automatically associated as a salesperson in the sales quotation. Also, the system allows us to choose a salesperson from the drop-down list.

  • Source Document: A opportunity can be linked if quotation converted from the opportunity.

  • Opportunity: System automatically creates opportunity and linked to this quotation when you created a quotation manually and confirmed.

  • Campaign: A sales campaign can be associated with the quotation. This field helps you to track your sales which is generated by a different campaign.

  • Medium: This field helps you to track your sales which is generated via which medium. Like banner ad, direct, email marketing, linked in, etc.

  • Source: This field helps you to track your sales which is generated by which source. Ex. Search Engine, Newsletter

Preview and Send Quotation :

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                                                                                                                                              Preview and Send Quotation

  • Preview Your Quotation:  If you want to see what your quotation looks like before sending it, click on the Print button. It will give you a printable PDF version with all your quotation details.

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                                                                                                                                                       Preview Quotation

  • Sent Your Quotation: Click on Send by email to automatically send an email to your customer with the quotation as an attachment. You can adjust the email body before sending it and even save it as a template if you wish to reuse it.

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Sent Quotation

Confirm the Quotation:

  • Once the Sales Quotation was confirmed by the customer, the sales quotation converted to the confirm order. Confirm Order is an official agreement between the company and sold to party concerning the delivery of products or services.  Confirm order includes defining total cost, item amount, tax amount, and estimated delivery dates.

  • To confirm the Quotation, go to sales > Quotation > click on your quotation > click on the confirm button.

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 Confirm Quotation

How to Cancel Quotation and Remove Sales Order line :


Quotations in Multi Currencies :

  • In the sales process, sending a quotation is needed. In these days of global commerce, those quotes some times may be in multi-currencies because client prefers dealing in their local currencies.

  • Pivotino allows you to do business in multi-currency. In a sales quotations, you can choose the currencies from the Currency field drop-down list. You can see the only active currencies in the Currency drop-down list.

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 Quotations in Multi Currencies

Manage Your Product 

Each of the products or services that your company makes and sells should have a product master. The Product master is a file or record that is listed within your system. The product enables you to manage all your product across a chain of the story by allowing you to create, edit, activate, and deactivate.

Pivotino allows to eliminates of unnecessary data entry by importing and exporting product details in CSV format. Also, you can maintain a comprehensive record of all product details such as product name, product type, product category, sales price, tax, and UOM.

Create a New Product :

  • Create a product through the Sales menu.

  • To create your first product, click on Sales > Products > Products. From this menu, you will get all the products which you already created before.

  • Click on Create button to create a new product. When you create a new product you have to set below mentioned following information.

    • Product Name: This is the actual name of your product or services.

    • Product Type: It will be used to managed products in stock management.

    • Product Category: Allow to select a product category from the drop-down list. It will help to categorize the product in stock management.

    • Internal Reference: The Internal Reference field is useful to enter an alternative product code or the number for the product.

    • Sales Price: This field is used to set the price at which the product is sold to customers.

    • Customer Tax: Allow to set default tax in the product which is used when selling the product.

    • Cost: This field is used to set the price at which the product is purchase from the supplier.

    • Unit of Measure: Allow to set default UOM in a product which is used for all stock operation

    • Internal Notes: The internal note field is used to enter a description of the product.

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 Product: Form View

Archive & Unarchive  Product

  • You may discontinue carrying a product or service. To remove them from your active product list, it’s easy in Pivotino. Rather than delete them and lose historical order data, you can archive the product so they won’t show up in your active product list but still be available in Pivotino in case you’d like to bring them back.

    • To archive products, go to the product list.

    • Select your product and click on the product.

    • Go to action button > click on archive.

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 Archive Product

    • A warning pop-up will show up.  Click the orange button “OK” if you want to proceed.

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 Confirmation Message Before Archive Product

    • Your products have been moved from the Active Product List. Note that they are still available in the Archived section. Click on Filters  -> Archived, to view all archived products.

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Archive Product List

    • To Unarchive a product,  follow the same process as above. You will be able to Unarchive the product by click on action > Unarchive.

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Unarchive Product

Manage UOM

  • Units of Measure :

    • A UOM is a unit that is using for measuring the Item. By Default, some standard UOM is already created in Pivotino. Users can add more UOM depending on your business use cases.

    • In the Sales application, go to Product > UOM > Unit of Measure. There, click on Create Button to create a new UOM.

    • The UOM Name itself only the name of the UOM. The actual conversion rates are stored in a Ration field. If you add new UOM and plan to use it in transactions where it will be converted to other UOMs, it is advised that you add it to this list.

      • Unit of Measure: This is a label of UOM which displays under product, sales quotation, etc.

      • Category: Allow to select the UOM category from the drop-down list. The conversion of the Unit of Measure only occurs if they belong to the same UOM category. 

      • Type: Allow to select type from the drop-down list. You can choose, created UOM is only reference uom or bigger or smaller than reference UOM.

      • Bigger Ration: If you choose bigger or small than reference uom type, pivotino allowed to enter how much bigger and smaller this unit is compared to reference UOM.

      • Active: Only active uom can select into the product, sales quotation, etc. If UOM is no longer using, the business owner can uncheck the active field to disable the unit of measure without deleting it.

      • Rounding Precision: This field is used to show computed quantity in how many decimals. The computed quantity will be a multiple of this value.  

    • As an example, we will create a Box of 12 Units that we will use for the product.

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 Unit of Measure

  • Categories of Units of Measure :

    • All units of measure in the same category are convertible from one unit to another.

    • The category is very important for unit conversion.

    • Uom Categories is a mandatory value when you create a new UOM.

    • The Box of 12 unit is 12 times bigger than the reference unit of measure for the category which is “Units” here.

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 Categories of Unit of Measure

Manage Your Sales Target 

Pivotino allows you to manage the sales target along with your salesperson. Based on target allocated and actual sales booked by salesperson, business owner get the actual vs target sales and variance for the salesperson.

  • Set Sales Target :

    • Only Business Owner can Set the Sales Target for your Salesperson and your Company. The amount will be reflected on the Dashboard Chart - Actual vs Target.

    • Business Owner can spread the target across the month.

    • To create a new monthly sales target, you can see the option under Sales module > Sales Target, click Create to create a target for the new month. (You are allowed to edit existing Sales Target for the only current month).

      • Month: Allow to select the month from the drop-down for which you have to set a sales target for a salesperson.

      • Year:  Enter the year for Sales Target. By default, the system shows the current year.

      • Company: System show default company of logged User.

      • Target Amount: Sum of Targeted amount of all salespeople for the selected months.

      • Actual Amount: Sum of Actual sales amount which is done by all salespeople on a particular month.

      • Salesperson: Allow to select a salesperson from the drop-down.

      • Target: Enter the sales target amount for the selected salesperson.

      • Actual: Actual sales auto computed field. It automatically computes the actual sales of selected salesperson for a particular month. 

      • Variance: This field auto computed field. It shows the variance of target sales & actual sales.

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 Set Your Sales Target

Manage Your Currencies & Price List

Active new currencies :

  • In Pivotino, the currency list stores the currency name, currency rate, the currency is active or not, currency unit, currency subunit, and currency symbol.

  • Most of all currency is available in Pivotino but only your base currency is activated remaining all deactivate.

  • Once you active the new currency, the system automatically creates the price list for this currency.

  • To active new currency, go to the Sales Module > Currencies > You will see the list of currency > choose your currency > slide the button in order to activate or deactivate your currency.

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Active New Currencies

  • Change the Currency Rate :

    • Pivotino allows manually to configure the currency rate for the active currency. You can also configure the exchange rate for the older date. The new rate will only be applied for all records that are created from this moment. All old records will still be using the old rate of the currency.

    • To change the currency rate, go to Sales Module > Currencies > You can see the list of currency > choose your currency > Open the currency > click on edit it. Make sure currency is active

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Change the Currency Rate

    • Click on   Rate  smart button to edit the rate and show all the old rate history.

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View the Currency Rate

    • Click  on  Create  to add the rate. Fill the date and rate. Click on Save when you are done.

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Add New Currency Rate

Manage Taxes

Pivotino is very flexible and user friendly to support many different taxes. Only Business Owners have access right to create new taxes and in a few clicks, they can easily create new tax as company requirements.

  • Defining New Taxes:

    • In order to create new taxes, use the menu Sales > Tax in sales application. From this menu, you will get all the taxes that you already created before.

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List view of Taxes

    • Click on Create button to create a new tax. When you create a new tax you have to set below mentioned following information.

      • Tax Name: This is the label of tax which displays under product, sales quotation, etc.

      • Tax Scope:  Sales is the default value of tax scope.

      • Tax Computation: Percentage of the price is a default value. Users cannot change this value. This is the tax amount is a % of the price.

      • Amount: Define percentage ( amount ) of tax.

      • Active: Only active tax s can be added in a new document. If tax is no longer use, business owners can set active to false to hide tax without removing it.

      • Included in Price: Set included in Price to true, If a tax is included in the price, it means that the price set on the product form includes this tax. As an example, let's say you have a product with a sales tax of 10%. The sale price on the product form is $100.

        • If the tax is not included in the price, you will get:

          • Price without tax: $100

          • Taxes: $10

          • Total to pay: $110

        • If the tax included in the price

          • Price without tax: 90.91

          • Taxes: $9.09

          • Total to pay: $100

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Create New Taxes

  • Set Your Default Taxes On the Product:

    • In Product, General information tab > Customer taxes, the user can choose the tax which is applicable to this field from the tax drop-down list.

    • This tax will automatically be applied to new transactions that have the selected in the product.

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Default Tax On the Product