Sales Module
Manage customers, raise quotations and invoices, take payments, and issue credit notes — all multi-currency, all automatically posted to the ledger.
What's in the Module
Customers
A customer record holds:
- Contact details, delivery address, TIN / VAT
- Credit limit (the system warns when an invoice would breach it)
- Default price list — used for invoices and POS sales
- Default payment terms
Quotations
A quotation is a quote sent to a customer. It does not affect stock or the ledger until it becomes an invoice.
Lifecycle
- Draft — add the customer, line items, and tax codes
- Submit for approval (manager or sales lead approves)
- Mark as sent once it has gone to the customer
- Convert to invoice when the customer agrees — one click, no re-typing
Generate a PDF with the company letterhead for emailing or printing.
Invoices
An invoice is the bill to a customer. Invoices can be created from scratch or from an approved quotation. Once approved, they post stock and accounting entries.
Lifecycle
- Draft — pick customer, currency, line items, tax codes
- Approve — stock leaves the warehouse and the ledger posts: DR Receivables / CR Revenue + Tax, plus DR COGS / CR Inventory
- Record payments directly from the invoice; balance updates live
- PDF for the customer with company letterhead and bank details
- Multi-currency: Pick any currency; the system records both the foreign and base amount using the rate effective on the invoice date.
- Tax codes: Per line; the system calculates tax automatically. Tax codes on an existing invoice can be edited if needed.
- Payment recording: Use the inline "Record Payment" action on the invoice — no need to leave the screen.
Bulk Payment
When a customer pays many invoices at once with one lump sum:
- Open Sales → Invoices → Bulk Payment
- Select the outstanding invoices to be paid (across customers if needed)
- Enter the total payment, allocate the amount to each invoice
- Submit — bulk payments require admin approval before they post
Once approved, payments are applied and invoice balances update accordingly.
Credit Notes
Issue a credit note against an invoice for returns, billing errors, write-offs, or post-sale discounts.
- Pick the customer and the invoice the credit applies to
- Choose which lines / quantities / amount to credit
- Post the credit note — it reduces the customer balance and reverses the stock / COGS where applicable
- PDF for the customer
Credit Note Rebates
Apply the value of a credit note as a rebate — either paid back to the customer as cash, or knocked off a future invoice. Rebates post to the ledger and appear under "rebates" on the customer's statement.
Customer Statements
The Customer Ledger report (under Reports → Ledgers) shows every transaction for a customer — invoices, payments, credit notes, rebates — with a running balance. Export to PDF or Excel and send it to the customer.
Best Practices
- Use quotations first: They make conversion to an invoice a one-click step and create a record of the agreed terms.
- Tie customers to price lists: Wholesale customers should be on the wholesale list — prices then never have to be remembered.
- Allocate payments: Always allocate a receipt to one or more specific invoices so the ledger stays clean.
- Use credit notes, not edits: A posted invoice cannot be edited. Issue a credit note instead — it preserves the audit trail.