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While walk-in customers are served at the POS counter, the toy store also handles larger orders from schools, event organisers, and corporate gifting clients. These orders follow a structured path: a price quote, a confirmed order, a delivery, and a final invoice. This section covers that entire journey, along with customer account management and the reports that help you track your sales pipeline.
Sales management flow showing customer enquiry, quotation, sales order, delivery, and invoice

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Who Uses This Feature

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Before You Start

  • Customer records must be created before you can raise a Quotation or Sales Invoice.
  • Items must be in the catalogue with selling prices.
  • For B2B customers with a GSTIN, their address and GSTIN must be correctly entered in the customer record.

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Managing Customers

Every school, organisation, or repeat individual buyer should have a Customer record. This enables proper billing, credit tracking, and receivables monitoring.
  1. Go to Sales Workspace and click Customer.
  2. Click New.
  3. Fill in the customer’s name, type (Individual or Company), and contact details.
  4. Add the billing address and GSTIN (for GST-registered business customers).
  5. Set the Payment Terms if this customer has agreed credit (e.g., Net 30).
  6. Click Save.
Customer form showing name, type, address, GSTIN, and payment terms

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Field Guide: Customer

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Creating a Quotation

A Quotation is a price proposal sent to a customer before they confirm their order.
  1. Go to Sales Workspace and click Quotation.
  2. Click New.
  3. Select the Customer (or “Lead” if they are not yet a customer).
  4. Add the items and quantities the customer is interested in.
  5. The system fills in selling prices from the active price list. Adjust rates if needed.
  6. Apply any discounts if applicable.
  7. Review the GST calculation - it computes automatically.
  8. Click Save, then Submit.
  9. Print or email the Quotation to the customer.
Quotation form showing customer, items, rates, discount, and GST total

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Field Guide: Quotation

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Converting a Quotation to a Sales Order

When the customer confirms they want to proceed:
  1. Open the Quotation.
  2. Click Create and select Sales Order.
  3. Review and adjust the quantities if the customer’s final requirement differs from the quote.
  4. Set the Delivery Date - when the customer wants the goods.
  5. Click Submit.
The Sales Order is now live. The Sales Orders to Deliver and Sales Orders to Bill number cards (visible from the Sales Workspace) reflect this order.
Sales Order form showing customer, items, delivery date, and order status

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Creating a Delivery Note

When you are ready to dispatch the order, create a Delivery Note to officially reduce stock and record the delivery.
  1. Open the Sales Order.
  2. Click Create and select Delivery Note.
  3. Verify items and quantities.
  4. Set the Warehouse to Main Store - M (the stock is dispatched from the shelf).
  5. For orders above the e-Waybill threshold, fill in transport details (vehicle, driver, distance).
  6. Click Submit.
Stock is now deducted from the Main Store. The goods are formally in transit to the customer.
Delivery Note form showing items, warehouse, and transport details

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Creating a Sales Invoice

After delivery, bill the customer.
  1. Open the Sales Order or Delivery Note.
  2. Click Create and select Sales Invoice.
  3. Verify items, quantities, and amounts.
  4. Add any additional charges (e.g., delivery fee) if applicable.
  5. Review the GST breakdown.
  6. Click Submit.
The Sales Invoice creates a receivable entry in the accounting system. The customer now owes this amount.
Sales Invoice form showing customer, items, GST, and amount due

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Field Guide: Sales Invoice

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Workflow Journey

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Reports and Monitoring

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Dashboard: Top Customers Chart

The Top Customers chart (available in the Selling dashboard) shows which customers generate the most revenue. For a toy store, this helps identify your best school or corporate accounts so you can offer them priority service or special pricing.

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Automatic Actions

When a Sales Order is submitted:
  • Inventory is reserved (not yet deducted)
  • The Sales Orders to Deliver and Sales Orders to Bill number cards update
When a Delivery Note is submitted:
  • Stock is deducted from the Main Store - M warehouse
  • The Stock Ledger records the movement
  • For eligible transactions, you can generate an e-Waybill from this record
When a Sales Invoice is submitted:
  • A receivable entry is created in the General Ledger
  • GST output tax entries are created
  • The customer balance updates

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Best Practices

  • Always create a Quotation before confirming an order with a school or organisation. This creates a paper trail and protects you if the customer disputes pricing later.
  • Set a “Valid Till” date on every Quotation. Toy prices change with seasons and supplier costs. A quotation without an expiry date could legally bind you to a price that is no longer profitable.
  • Enter the customer’s GSTIN before raising a Sales Invoice. If GSTIN is missing, the invoice cannot be classified correctly for GST purposes, which can cause problems during return filing.
  • Do not dispatch goods without a Delivery Note. Without a Delivery Note, there is no stock deduction record and no audit trail for the delivery. If a customer disputes non-delivery, you have no documentation.
  • Track “Sales Orders to Bill” every week. Delivered but unbilled orders mean revenue is waiting to be collected. A long list here represents delayed cash flow.
  • For large orders, request an advance or a purchase order from the customer. Schools and organisations may take 30-60 days to pay. Getting a signed purchase order from them before you ship protects you.

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Troubleshooting

The Quotation is not converting to a Sales Order. Check that the Quotation has been submitted (not just saved). Only submitted quotations can be converted. The Sales Invoice is showing the wrong price. The price is pulled from the Quotation or Sales Order. If the rate was wrong there, correct it on the invoice before submission. After submission, you will need to cancel and recreate. Stock is not being deducted when I submit the Sales Invoice. For B2B sales, stock should be deducted at the Delivery Note stage, not the invoice stage. If you skipped the Delivery Note, create one and submit it first. The customer’s GSTIN is not saving. The GSTIN must be exactly 15 characters and follow the correct format. Verify with the customer’s GST certificate. The system validates the format automatically.