Sales

• Invoicing
• Troubleshooting
• Cancel an issued invoice
• Create an issued invoice for merch order
• Sales orders
• Update price on sale order item
• Replace product on Merch order
• Demo order management
• Attach serial on sale order
• Sales order items
• Sales forecasts
• Overview
• Create new sales forecast
• Historical sales view
• Quotes
• Quote items
• Issued invoices
• Calculation of origin
• Issued invoice items
• Delivery notes
• Shipping lists
• Packing lists
• Incomes
• Compensations
• Received Invoices
• Creating Invoices received

Invoicing

Troubleshooting

Voucher bank transaction not found on issued invoice

• Go to sales order for this invoice and find bank transaction
• Rename voucher to something meaningful (e.g. Voucher payment - Jure Jager)
• Find this transaction on invoice by new name

Cancel an issued invoice

If invoice has already been issued and sent to customer, you need to issue a new credit note. You should not modify already sent invoices!

1. Open the problematic issued invoice and remove all of its items.
2. Update the shipping and financing costs to zero.
3. Change status of the issued invoice to canceled.
4. Change invoice's delivery note status to canceled.
5. Delete shipping list:
   
6. Delete packing list (flow is the same as for deleting shipping list)
7. Go to the Packing work order and open it's material flow.
8. Find all of the write-off documents: 
   

   

9. Open each write-off and cancel it (this will remove write-off transactions from database):
   

   

10. Material is now back on packing work order. Do with it what is necessary.

Create an issued invoice for merch order

10. After the invoice was sent, update the status of order to  "shipped".

Sales orders

Update price on sale order item

This action requires the "Update order sale items" permission.

Prices on sales orders can be updated directly on items. If price lists are set up, prices can be automatically added from there.

Prices can be only set on child item. Price is then propagated to parent items.

You can set item price to 0. This should only be done for included items. These will then be marked as "bundled".

There is also additional button if you have price lists setup

To change the price of a sale order item, go to "Order items" section and press the "+" button on the item you want to change. Click the "+" to open a section under the item, that lists all parts of the order item (sub-items, associated serials, licenses...).

Here, changing the price of the item will update the actual price of the item, and of the order as a whole.

Replace product on Merch order

Step by step guide to change product on "merch" order:

Please note: you will need Order processing, Human Resources and Head of logistics people to complete this process.

Go to the order's details page and change the order's status to NEW.

Go to the order's packing work order and change its status to NEW as well.

Move the packing work order item to another packing work order. Leave everything empty.

Find the new packing work order and go to its material flow. Find the goods writeoff and click on it. Scroll down and cancel the goods writeoff: 

Now the material can be unreserved from this packing work order.

After the material has been unreserved form the packing work order, the packing work order must be canceled.

With the packing work order canceled, go to work order's issued invoice and delete correct item on it.

The correct item also has to be deleted on the merch order.

After that, add a new item to merch order. Go to Order processing and add the new item to existing packing: 

Then virtually and physically reserve item.

The item has to be written off. This is currently handled by the Web department. Send an mail to web@dewesoft.com)

Change the status of order's invoice to NEW and update it:

Then, change the status of the packing work order to CLOSED.

Lastly, change the status of the merch order to SHIPPED.

After the process if finished, the HR department must update the user's coupon value to reflect the changes on order.

Demo order management

Example: DO-00027-2026

Summary

• Create fixed asset equipment product(s) for every product on Demo order (if they don't exist yet).
• Create a purchase order for the Demo order.
• Receive all products from Demo order to stock as the fixed asset equipment products, created earlier.
• Create a sale order of type Demo or Rental with all received products. 
• Create a packing work order for your new sale order, and create a shipping list.

1. Add fixed asset equipment product(s)

If they don't exist already existing, create product(s) of type fixed asset equipment for the product(s) in the Demo order.

Product type should be "Fixed assets Equipment".

2. Create a purchase order for the Demo order

Once all fixed assets products are created, a purchase order must be created, in order to receive Demo products to stock.

Products can be "received to stock" with rebooking of existing products to fixed asset equipment products, but creating a purchase order and receiving products with goods receipts is a safer way, stock-wise.

Create a new purchase order, input Demo order's document number as purchase order reference number and add fixed asset equipment products as order items.

3. Receive Demo order products to stock as fixed asset equipment products

Create a goods receipt for all purchase order items (product from the Demo order).

Click "Create new goods receipt", fill out the "New goods receipt for Order" form for all purchase order items and book the receipt to stock.

#Q What to do about counted quantity when product tracked by serials?

4. Create a demo/rental sale order

Create a new order with document type "Rental Order" or "Demo Order" and add the demo products as sale order items.

Demo and Rental orders require information in the "Rental and consignment information" section.

5. Create a packing order and shipping list for Demo sale order

To create a packing work order, click "Create packing for selected order items" in the "Documents" section.

Make sure that products are "in stock" and click on the item to enter product serials and and then click "Create" to make a new packing work order.

After the packing work order is completed, click the "+ Documents" button and add a shipping list for the packing work order.

Attach serial on sale order

This action requires the "view sales order" and "update sales order" permissions.

To attach a serial on order, find the serial's number and check its product and warehouse location.

Open the order, where the serials should be attached and navigate to the "order items" section.

Click the "+" button to open order items sub-items (the serials should be attached to these).

Serial should have the same product as the product of the order item. Exception to this rule are items with product type Service (e.g. SCL.0000004.000), where the serial should be any product on list of eligible products for that service. 

The serial must also be on your warehouse location to appear in the dropdown.

Click the "Link existing instrument serial number" button to open a dropdown, where the serial can be selected. Once the serial is attached, click the "Close" button to hide the dropdown.

Sales order items

Sales forecasts

Overview

Sales forecasts are used in Sales to forecast a company profitability..

Create new sales forecast

This action requires the "Create sales forecast" permission.

To create a new sales forecast, click the "+" button above the table. This will open a modal window, where the sales forecast timespan can be set.

Forecasts are automatically created for the ERP's root partner.

Once the timespan is selected, the page will redirect you to the sales forecast edit page, where can adjust the forecast categories where needed.

Once the forecast is finished, you can submit it for review, after which you will receive some feedback if required. 

Historical sales view

Quotes

Quote items

Issued invoices

Calculation of origin

Keywords: Kalkulacija porekla

Components

• Selling price
  • Price of item on order sale (sales order): The price with the included discount is taken per one piece.
• Material costs
  • Concrete serial numbers and the material used on order items are taken - the country of origin of the material and the purchase price per lot are looked at. The latter originates from receiving.
• Type of product sold
  • The type of product (product or reselling), that is being sold determines, what to perform in process.
• Company country
  • The country, where the company, using the ERP, is located.
• Margin
• • Selling price - material costs.

Process

If product type is reselling, it is always set 100% from the country of origin, which is set on receipt.

If it is not reselling, but instead a product, we calculate as follows: 

• 1. We add up the value of the installed material by country. 
     
  2. We  add up material across the EU and outside the E. 
     
  3. If the margin + material from the company's country is greater than the largest other country, the company's country (Slovenia) is taken.
  4. If not, the country with the largest amount is taken.
  5. If the total non-EU added-up amount is greater than 50% of the sales price (adjusted according to the EU-South Korea agreement), there is no preferential origin.

Issued invoice items

Delivery notes

Shipping lists

Packing lists

Incomes

Compensations

Received Invoices

Creating Invoices received

This guide explains how to correctly fill out each field in the “Add Received Invoices” form.

Prerequisite requirements

 Partner company must issue the invoice. The invoice and the leader accounts must already be created in the ERP.

Received Invoice Information

Type
Select the invoice type (e.g., Purchase Invoice, Expense Invoice). This field is required.

Document Type
Choose the type of document (e.g. Invoice, Credit Note,...). This field is required.

Partner
Select the supplier or partner company issuing the invoice. Selected partner must already exist in ERP under the "Partners" section. This field is required.

Partner Document No.
Internal reference or invoice number  from supplier (if different). This field is required.

Reference No.
Internal reference number for the invoice, used by your organization. This field is required.

Purpose
State the purpose of the payment (e.g., “Office Supplies”, “Consulting Fees”,...). This field is required.

Status
Choose the current document status (e.g., New, Paid,...).

Dates

Enter the appropriate dates using the calendar picker.

Invoice Date
Date printed on the supplier’s invoice.

Date Received
Date your organization received the invoice.

Service Date
Date when goods or services were provided.

Booking Date
Date when the invoice is entered in your accounting records.

VAT Date
Date used for VAT/tax reporting purposes.

Payment Date
Planned date for payment to the supplier.

Paid At
Actual date when payment was completed.

Options

These switches and dropdowns define additional attributes of the invoice.

Paid By
Select, who is paying the invoice (department, cost center or account).

Proforma
Toggle ON, if the document is a proforma invoice.

Advance Payment
Toggle ON, if this is a prepayment invoice.

Credit Note
Toggle ON, if the invoice is a credit note (reduces balance).

Forecast
Toggle ON, if this invoice is part of a forecast, not an actual invoice record.

Credit Card
Toggle ON, if payment was made via credit card.

Exported to Bank
Toggle ON, if when this invoice has already been exported to a banking software.

Goods Documents Connected
Toggle ON, if invoice is connected to a delivery note or goods receipt.

Approval Status
Select invoice's current approval stage (Pending, Approved, Rejected,...).

Adding Items

Each row represents one invoice line item. You can add multiple items per invoice. New line items can be added with the "Add New" button.

Ledger Account
Select the account where this cost will be booked. This field is required.

Product Posting Group
Choose the related product or service posting group.

Cost Centers
Assign the cost to a department, project or cost center.

Description
Describe the goods or services (e.g., “Printer Paper A4 500 sheets”). This field is required.

Amount – Net
Enter the net value (before tax). This field is required.Tax Rate (%)

Tax Rate (%)
Enter applicable TAX/VAT percentage. This field is required.

Quantity
Enter how many units were invoiced. This field is required.

Unit
Select the unit of measure (e.g., Piece, Hour, kg). This field is required.

Tax
Automatically calculated based on Amount – Net + Tax Rate values.

Amount – Gross
Enter the gross value (before tax). This field is required.

Reverse Charge VAT
Toggle this, if reverse charge rules apply for this invoice.

To book to specific campaign, the cost center must be set to that campaign.