> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Sales Management
> How to manage bulk and B2B toy sales at the Bizaxl Toy Store - from creating quotations for schools and organisations to raising sales orders, dispatching goods, and invoicing customers.
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.
***
## Who Uses This Feature
| Role | What They Do |
| ------------------- | ----------------------------------------------------------------------------------- |
| **Sales Executive** | Creates quotations, confirms sales orders, coordinates delivery with the stock team |
| **Billing Staff** | Creates Sales Invoices, collects payment references |
| **Store Manager** | Reviews open orders, monitors the sales pipeline, approves discounts |
| **Accounts Team** | Processes payments against invoices, monitors receivables |
***
## 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.
***
## 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**.
### Field Guide: Customer
| Field | Description |
| ------------------ | ---------------------------------------------------------- |
| **Customer Name** | Full name of the individual or organisation |
| **Customer Type** | Individual or Company |
| **Customer Group** | Category (e.g., Retail Customer, School, Corporate) |
| **Territory** | Geographic region for sales analysis |
| **GSTIN** | The customer's GST registration number (for B2B invoicing) |
| **Address** | Billing address (used on invoices and e-Waybills) |
| **Payment Terms** | Credit period agreed with this customer |
| **Credit Limit** | Maximum outstanding amount allowed |
| **Mobile Number** | Primary contact number |
***
## 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.
### Field Guide: Quotation
| Field | Description |
| ------------------------ | ---------------------------------------- |
| **Series** | Auto-generated quotation number |
| **Customer** | Who you are quoting |
| **Valid Till** | The date until which this price is valid |
| **Item Code** | The toy(s) being quoted |
| **Qty** | Quantity proposed |
| **Rate** | Selling price per unit |
| **Discount** | Any discount applied to this line |
| **Amount** | Net value after discount |
| **GST** | Tax computed from item's tax template |
| **Grand Total** | Final quoted amount including GST |
| **Terms and Conditions** | Payment and delivery terms |
***
## 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.
***
## 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.
***
## 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.
### Field Guide: Sales Invoice
| Field | Description |
| -------------------- | --------------------------------------------------------- |
| **Customer** | Who is being billed |
| **Posting Date** | The invoice date |
| **Due Date** | Payment deadline (based on payment terms) |
| **Item Code** | Toys sold |
| **Quantity** | Units billed |
| **Rate** | Selling price per unit |
| **Discount** | Any discount applied |
| **GST** | Tax computed automatically |
| **Grand Total** | Total payable by the customer |
| **Payment Terms** | Credit period |
| **e-Invoice Status** | Whether an IRN has been generated (for eligible invoices) |
***
## Workflow Journey
```
Customer Enquiry → Quotation → Customer Confirms → Sales Order
→ Delivery Note (stock deducted) → Sales Invoice → Customer Pays
→ Payment Entry → Reconcile → Invoice Settled
```
***
## Reports and Monitoring
| Report / Card | What It Shows | Where to Find It |
| --------------------------- | ------------------------------------------------------ | -------------------------------------------- |
| **Today Sales** | Today's total from POS and invoices | Sales Workspace, Home Workspace |
| **Yesterday Sales** | Yesterday's comparable total | Sales Workspace |
| **This Month Sales** | Month-to-date sales total | Sales Workspace |
| **Sales Analytics** | Breakdown by item, customer, period | Sales Workspace |
| **Sales Order Analysis** | All open orders - what is pending delivery and billing | Sales Workspace |
| **Sales Funnel** | Visual pipeline from quotation to order | Sales Workspace |
| **Item-wise Sales History** | How much of each toy has been sold and to whom | Sales Workspace |
| **Quotation Trends** | How many quotes are being sent and how many convert | Sales Workspace |
| **Sales Order Trends** | Order volume over time | Sales Workspace |
| **Accounts Receivable** | What each customer owes and for how long | Receivables Workspace |
| **Customer Ledger Summary** | Balance and transaction history per customer | Receivables and Financial Reports Workspaces |
***
## 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.
***
## 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
***
## 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.
***
## 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.
***
## Related Features
* [Point of Sale](/retail/toy-store/point-of-sale)
* [Accounting](/retail/toy-store/accounting)
* [GST Compliance](/retail/toy-store/gst-compliance)
* [Reports and Analytics Overview](/retail/toy-store/reports-overview)