Odoo 13 Community book

Sales

Sales are the process of selling and buying Goods or Services between two or more parties. In every type of business, small, medium, or large, the sales department has a pivotal role in leading the business into a success. Sales play a key role in creating a positive bond between the customer and the business

Creating revenue through sales is the ultimate goal of any business. It is the department that brings money to the organization. with the Odoo sales module, the in and out activities of sales starting from creating quotations to delivering invoices can be done without any difficulties. Odoo helps to manage all the sales activities in the correct flow.

Products

A product is anything that can be supplied to the market to satisfy the need of a customer. We can classify the product as tangible and intangible products. A tangible product is a physical object that can be felt through touch and buildings, items of clothing, vehicles are examples of tangible products. The other one, an Intangible product is not a physically touchable object and it can only perceive indirectly. Services, insurance policies are examples of intangible products. In the retailing market, products are identified as commodities and in the manufacturing field, products are obtained as raw materials and then developed and sold as final finished goods.

Enterprise Resource Planning, ERP is the software used to manage and integrate the day-to-day business activities in a well-organized, planned, and systematic way. It will help to increase productivity, provide better analysis, forecasting tools, and also help to manage everything efficiently. The initial stage of any ERP programming is considered as product generation. Here all the data regarding a product is assigned for better management.

Odoo the best solution for business management gives a better chance for product management. Odoo possesses a striking module for Product management. The well-planned product management system helps to fulfill the needs and desires of both managers and customers. The product details like - name of products, the image, price, manufacturing details, stock details, special offers, etc. are the eminent features that can be identified easily.

Below is the overview of SALES MODULE

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As you open the sales module you can see the buttons orders, invoice, products, reporting, and configuration. When you select the products button, you can see the product window, and using this window you can create products.

Create New Products

For creating new products, what you need to do is to go to sales -> product -> create

Once you click on the create button, you will be channelized to a new window with product details. There you can give all the details like product name, product type, product category, internal reference, sales price, customer taxes, cost, internal notes, etc.

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The product creation form is given below

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Product name: Name of a specific product that will be exhibited on all other screens. You can enter the product name exactly what you want.

Can be sold and can be purchased: If the product is for selling, you can choose the can be sold option. When the product is for purchasing, you can select the can be purchased. you can give a picture of the product also.

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Product Type: In the Odoo platform, there are three product types.

1. Storable product

2. Service product

3. Consumable product

Storable product: Storable product is the product used in stock management and its replenishment is more or less automated as defined by the rules established in the system. Storable products are kept in an inventory. In storable products, you can easily manage your minimum stock level by defining reordering rules for stock in your system. So there is no chance for it to be out of stock. If you do not set the Reordering rule, Odoo ERP will show a warning message in quotation about the details of out of stock.

Odoo ERP will prevent processing delivery orders that don’t have balance in the stock and it can be processed only by force availability button in the delivery order.

Consumable products; A consumable product is a tangible product that can be handled like a storable product with the exclusion that the stock management is not taken into account by the system. Instead, it can be directly received by the customer from the distributor. Odoo presumes that the product always has sufficient stock.

Services product; It is the services that provide the company to customers. It is a non-material product. Consulting service is an example of service products.in ODOO, services are also considered as products.

Product category; By enabling the product category feature, the user can sort out the products under a specific category.

Internal reference; For displaying product information, Odoo normally utilizes the product name field and the product description. In the case of every company, there will be a company’s own coding system for their products. For applying an alternative coding or numbering system internal reference field is applicable. The internal reference field is used to enter the product code which is used as an alternative code for the product.

Barcode: In Odoo the user can add or update product quantity or other details by scanning product barcodes. This can be possible at the time of product selling and product receiving. This unique feature will bring down not only human errors but also human efforts. The barcoding is very helpful especially when handling a large number of products.

Sales price: Sales price is the selling price of a particular product.

Customer tax; Customer tax is the flexible default taxes used when selling a product. Odoo possesses a tax engine and it can support different types of taxes including GST, CST, SST. The user can mention the tax details here.at the time of sale order, this tax will come as default for the product.

Along with customer tax Odoo provides different types of taxes like value-added tax (VAT), federal taxes, eco-taxes, withholding taxes, retention, vendor tax. In almost all countries, the list of taxes you created will automatically be pre-loaded with the main taxes of the country.

Apart from these options, there are some other options under the Sales Tab of product and Purchase Tab of product.

Under the Sales tab, you can find the INVOICING POLICY that can be manually changed.

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Different business policies needed different types of invoices. Odoo provides different options for invoicing. It will give more flexibility to your business.

1. Ordered quantities

2. Delivered quantities.

Ordered quantities mean the invoice quantities ordered by the customers. By activating this option, what is the ordered rule is used as the default mode.

Delivered quantity means invoice quantities delivered to the customer. This rule is also applicable to the business that sells materials in large quantities.

Sales description; Sales description is the information about the product that you need to inform your customers like the Details of the product, prizes, Offers, etc. Odoo allows copying this description

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Product Variants

Product variants are a convenient strategy used to manage products having different variations. It is very helpful for the user for offering variations of the same product to customers. For example, if a company is selling a T-Shirt. it has a several of varieties in the color and size of the t-shirt.

B&C T-shirt

When we take the case of size itself it has five varieties. which is

Small

Medium

Large

Extra large

Double XL

And in the case of color, it is available in different colors like

Blue

White

Black

Red

Orange

In this model, we can consider sizes and colors are attributed. B&C T-shirt is known as the product template and B&C T-Shirt, small, blue are variations.

For enabling the product variant feature, first, you need to activate the product variant option in settings. sales -> configuration ->settings and activate the Variants option under Product catalog.

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Just in case if you click on the attributes button, a new window like below will be visible.

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There we can see various attributes and descriptions. we have an option to create new attributes by clicking the create button. Also can import the attributes.

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This window can give the details for creating new attributes.

Attribute name: Here you can provide the details of the attribute like color, size, brand, etc.

Display type: In the display type has three options Radio, Select, Colour. These options will help the user to show the three different ways to display the attribute in the product configurator.

Radio: If enabling radio mode, the display will like the radio button.

Select: To display as the select button.

Color: To display as color.

Variants Creation Mode

instantly: When the attribute and its value is added to a product, all the possible combinations of variants are created instantly.

Dynamically: Variants are created by the corresponding attributes and values are added to the sale order.

Never: Variants are never created for the attributes.

Note: The variants creation mode cannot be changed once the attribute is used on at least one product.

Customers

In this menu of the sales module in the Odoo platform, one can keep the details of each customer and also can create new customers. The details of customers are listed in an organized way.

For displaying the customer page go to Sales module -> Orders -> Customers

Then the customer's window will be visible like below.

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For creating new customers click on the create button. You will be navigated to a new page like below.

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In Odoo the customers can be defined into two types.

  • 1. Individual
  • 1. Company

In this customer creation form, you can provide all the details of customers like company name or Individual name, Company address, Phone, and mobile number, Email id, Website link, photograph, etc.

Under Contacts & addresses tab

When you click on the add button, a new window named ‘Create contacts ‘ will appear.

It can be made use for adding new contact addresses. for example, if a customer needs the delivery with a new address he can give the details in this window.

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Here you have the option to create a contact form by selecting the options like Address type - invoice address, delivery address, other address, private address, or contact. Invoice and delivery addresses are used in sales orders. Private addresses are only visible by authorized users. You can also add the details like Contact Name, Address, Notes, Email id, phone number, mobile number. The details will be added to the customer creation page.

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Under Sales and Purchase Tab

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Salesperson: The internal user in charge of this contact.

Payment terms (sales): These payment terms will be used instead of the default ones for sales orders and customer invoices.

Fiscal position: The fiscal position determines the taxes or account used for this contact.

Payment terms (purchase): These payment terms will be used instead of the default one for purchase orders and vendor bills.

Under Invoicing Tab

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Bank: The bank details where the customer has an account.

Account number: The customer’s registered account number.

Internal Note Tab: Internal note is an additional feature for giving additional information or comments privately to a customer.

Sales Quotations

Sales quotations are the document that lets the customer have a clear view of the costs for the products and the services. It is the first step of a business transaction. Sales quotations will help to gain a good impression upon a business. As a service provider, it is very important to understand the needs of the customers and give correct and appropriate details.

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Create New Quotation

For creating a new quotation, go to the Sales -> Quotation -> Create button. When you click on the create button, a new window for creating a new quotation will appear like below

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Here in this form or window, you can add the details of the customer and product.

Under the customer menu, you can give the details of a new customer or can select the existing customer.

Also can enter the Quotation Templates, Payment terms, Expiration, Order lines, Optional products, and other pieces of information.

When you click on the customer menu, you will access a dropdown window. Using this window, you can get the customer details and also can create new customers.

You can select the item which you want to sell by clicking on adding a product menu under order lines. The product name, description, quantity, unit price, taxes everything can be added.

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Also, you can add the quotation templates, price list, payment terms, shipping, coupon and promotions, terms, and conditions.

Let us discuss one by one:

Quotation Templates

Quotation templates are the predefined document where the user can include the product details and the service details. These templates help users to save more time and effort. In Odoo the user can create the quotation templates if the same products are ordered frequently.

For enabling the feature quotation templates what you want to do is to activate the quotation templates option in settings.

Go to sales -> configuration -> settings and activate quotation template.

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There is another option available in settings named Quotation Builder. By using this feature you can make more polished quotation templates effortlessly. This option will automatically install the Odoo website application.

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Create your first templates

You can see the templates menu under sales -> configuration ->quotation templates.

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You have an option for creating new quotation templates or can edit the existing ones.

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Once named the quotation template, you will be able to select the product, product quantity along expiration time for the quotation.

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Using Quotation Deadlines

It is an inevitable process to set a deadline along with the quotation. This movement will lead your customers to take immediate sales action. The importance of setting a deadline or due date when sending a quotation is inescapable because it will help to make the customers aware of the sales deal.

Set a deadline or due date

You can include a deadline for each quotation or sale order.

Use deadline in templates

You are also able to set a default deadline for each quotation template. when you use the template in a quotation, the associated deadline will be automatically applied.

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The customers can view the quotation expiration details as shown below.

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Edit or Design quotation template

Odoo provides you the possibility to add details of your company, product, services by editing the templates. You can design your templates in your way. That means you can easily design your template or can easily edit your template with the help of the quotation builder.

For designing your quotation templates, first, you need to activate the option “quotation builder” from settings.

Sales -> configuration -> settings ->quotation builder.

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After enabling the feature Quotation Builder, it is needed to go to the Quotation template menu under configuration and select the quotation template.

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When you click on the Design Template button, you will leap into a new window like below

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If you click on the EDIT button on the top right corner of the window, you will be guided to the next window Quotation Builder.

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Here on this page, you can see the template header, product one, product two, etc. You can edit or can design the content of your template using different building blocks provided by Odoo by a simple drag and drop operation.

This advanced feature, Quotation Builder, helps you to minimize your valuable time and effort and also will professionally organize your quotations.

Use a quotation template

If you are creating a quotation, you can make use of these created quotation templates

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The confirmation process can be done within the templates through a digital signature or an online payment.

Pricelists

Pricelists mean the list of prices offered by a firm for its products and services. It is the most preeminent part of any business. The price list may vary with different occasions and market trends.

Odoo possesses a powerful pricelist feature that suits all business types. There is no doubt that Odoo is the best choice or solution for your price list management. By using these pricelists, Odoo allows you to set multiple prices per product for various customers. Odoo makes a way to assign the same product with different rates in different price lists. Moreover, it allocates discount policies for various customers. Let us check how to create the price lists in Odoo.

To manage price lists in Odoo, go to sales -> configuration ->settings and activate the feature pricelists under the pricing section. By using this pricelist you can set multiple prices per product and can set automated discounts.

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In Odoo two types of Sales Price Lists are available.

1. Multiple prices per product

2. Advanced price rules

Pricelists under multiple prices per product

After enabling and saving the price list option from settings, you can see the option to be directed to the price list menu under the pricing section.

For creating a new price list, click on the pricelist arrow or go to sales -> products -> price lists. then you will be navigated to the window like below.

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Click the create button for creating a new price list.

A new price list creation form will appear. Below you can see the model

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Give the details like price list name, product details, product variants, minimum quantity, product price, start date, an end date for the price list. All these details you can add under the Price Rules Tab. you can add many products likewise.

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Under the configuration tab, you have other options like

Country Groups: A country group is the option to specify the price list of a product to a country group in particular. By selecting the country group option, the user can restrict the use of a specific price list in the selected country group.

Discount policy:

1. Discount included in the price

2. Show public prices and discounts to the customer.

Advanced price rules (discounts, formulas)

Advanced price rules based on the formulas allow the users to set price change rules. Price changes can be relative to the public price, product cost price, product list, catalog price, or to another price list. The changes are calculated via discounts or surcharges making it suit with the minimum and maximum margin set by the user.

For enabling the option Advanced price rule, go to the settings menu of the sales module and activate the second option Advanced price rules. Then save the changes.

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For creating a new price list, go to Sales -> Products -> Pricelist

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All the created price lists and their discount policies are listed here. You can create new price lists by clicking the create button. when you click on the create button, you will obtain a creation form like below

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Here in this form, the user can fill up the name for the price list. In the Price Rules, you can see the titles like Applicable on, Add a line, Minimum quantity, Price, Start Date, and End date.

The user can create price list items by clicking the option Add a line. The image of the window to create price list items is given below.

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APPLY ON: Odoo provides different options for applying pricing rules. They are

• All products: This option is for applying the price list for all products

• Product category: This option is possible to apply pricelist on selected product category like vegetables, electronics, etc.

• Product: For applying a price list on a specific product.

• Product variant: For applying a price list on the specific product variants.

• Minimum quantity: It is the required minimum quantity to apply price list rules.

• Start date: Starting date for applying pricelist.

• End date: Ending date for applying pricelist.

Price Computation

Price computation is the feature available for calculating the price in different methods

• Fixed price: This method is used to apply a fixed price for a product or group of products

• Percentage (discount): This option is used to determine a percentage discount on the sales price of products, product variants, or product category. for example, if you are planning to give a discount on a product for two days. you can apply a percentage discount option.

• Formula: Here the price of the product is calculated using the formulas.

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Under the configuration tab, have the options where the user can allocate County Groups and can mention the discount policy and the website details.

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Optional Products

Odoo provides its users with a dominant feature “optional products' ' which is the profitable marketing strategy for selling related products to the customers. The aim of this strategy is not only to gain profits but also to offer useful and connected products to customers. For example, if a customer buys a laptop, the optional products could be offered like headphones, mouse, Bluetooth device, etc.

Adding optional products to quotation

In Odoo sales, you can add optional products directly to quotations.

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Under this optional product tab, one can add the details of the optional product.

or

If the customer receives the offer through email, he can add the offered products to their order by using associated carts.

Discounts

Offering discounts on sales is the finest way to catch a wide range of customers and attract their attention. one of the fittest strategies that favor sales is enchanting the marketization of offers and discounts on the products.

Odoo provides the management of discounts on each order line of sales.

For enabling the feature Discount in the quotation, go to Sales -> Configuration -> Settings

You can see the feature Discount under Pricing

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Tick the checkbox and save the changes. now you will be able to use this unique feature.

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Coupons and Promotions

Odoo offers the best marketing tools Coupon and Promotions to attract more customers to your business. These are the most important sales strategies to make your business more popular and profitable. It also supports the end-user to create promotions for their products as per their necessities. These are the relevant marketing techniques for galvanizing hesitant customers with attractive promotional offers for turning them into your regular customers.

Promotions

For accessing this promotions program, what you want to do is to enable the option in settings. for that

Go to Sales -> Configuration ->settings. and activate the option Coupons and Promotions under the pricing section and save these changes.

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Now you can see the two submenus under the products

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Let us have a look at how promotion programs work

Go to sales -> product -> promotion programs.

Now you will get a window like below

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Here in this window, you can access all your created promotion programs.

If you want to create a new promotion program, click on the create button.

Then the creation form will open like below,

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Let us discuss the options and features,

• Program Name: it is the name assigned for the promotion program

• Conditions; the platform allows to set some conditions based on customers or products.

• Based on customers: this program will only be executed to the selected customers. Even so, by default, all the customers are recorded as suitable for the promotion program. you have the option for selecting them.

• Based on products: you can set certain conditions based on products and can give promotion programs under these criteria. can give rewards for the purchase of these selected products. here also all products are chosen by default.

• Quantity: This is the minimum quantity of products that should be purchased for getting rewards

• Minimum purchase: This is the minimum purchase amount for receiving rewards. you can define whether the minimum purchase amount is a tax included or tax excluded amount.

• Promo Code Usage; using this option, one can decide how will conduct the promotion program. either automatically or using code.

• Automatically applied: if you select this option automatically applied, the promotion program will be automatically applied. That means the reward is applied automatically when the rules and conditions are acceptable.

• use code: in this option, a valid code is a must for applying rewards.

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• Rewards :

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Applicability: The rewards can be applied in two ways.

1. Apply on Current Order

2. Apply on Next Order: generate a coupon for the next order.

Reward:

1. Discount: The reward is the discount.

Apply discount in two ways:

Percentage: the discount will be provided as a percentage.

Fixed amount: fixed amount discount will be provided.

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Discount Apply On: discount can be applied based on the following options

On Order: In this option, the discount could be given for the complete order.

On Cheapest Product; The discount could be given for the cheapest product.

On Specific Product: Discount could be given for selected products.

Max Discount Amount: maximum amount of discount that can be provided

2. Free Product:

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• Validity: Here in this option, the user can define the Validity information of the promotion program.

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Coupons

To configure Coupon programs, Go to Sales -> Product -> Coupon program.

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For creating a new Coupon program, click on the create button.

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Generally, coupons are used to generate limited discounts. It is a one-time use code that will generate a discount for the customers.

Shipping Costs

The shipping method means any type of transport or carrier of orders from the manufacturer to the customer. Odoo provides its users with various shipping methods and arranges tasks like transportation mode, conveyance of cost setting, shipment tracking, etc. In a very perfect and smooth manner and that helps to serve out your doorsteps.

For activating this feature, first, you need to enable the option in settings.

Go to Sales -> Configuration ->settings -> shipping cost under the SHIPPING. Save your changes.

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Click on the shipping methods. The new window opens like below.

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Here you can see the delivery method, provider, company .you can set the delivery methods in different ways like whether it is a free delivery charge, normal delivery, etc.

You can assign whether it is postal, roadway delivery, etc.

You can select either fixed-price or based on rules for the provider. If you select the option Based on rules, the point of shipping cost will be based on rules. That means you can set expenses for shipping dynamically. In the case of a fixed price, the shipping cost will be a fixed amount.

For creating new shipping methods, click on the create button. Now you will get a creation form like below

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This is the form to create a shipping method.

Here in this form, you can mention the name of the shipping method.

Give a tick mark if you want to keep active.

Then come to the next field provider that can be set on the based on your company policies. Either fixed-price or based on rules. If the price is fixed, tick the fixed price option and if the price varies according to rules, you can tick the based on rules option.

Another option is the Margin on Rate and the percentage will be added to the shipping price.

Free if the ordered amount is above, this is an option available for giving an offer on shipping to the customer. The user can set an amount in the given box. If the ordered total amount is above or equal to this value, the customer benefits from free shipping.

Delivery Product, user can mention the product in which he wants to apply this shipping method.

Company Name: user can provide the company name.

There is an option named Fixed Price available under the pricing tab of this window. It is the fixed price of shipping.

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Under the tab of Destination availability, you can provide the details of the shipping destination. you can mention the countries, states, zip codes to which this shipping method is applied. so the information about the shipping destination is very clear.

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Sending Sales Quotation And Sales Orders

After finishing all the above fields_ Customer, Products, Quotation Template, Price list, Payment terms, optional products, Shipping, Coupon, and promotions, the next step is to send a quotation to the customer.

Save the quotation by selecting the save button. the next step is to send the quotation to the customer.

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Odoo provides its users the facility to take the print of the created quotation for that click on the print button.

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When you click on the print button, Odoo will generate a pdf for you. The image of the pdf is given below.

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And also can send the quotation by email.

Sending Quotations By Email

Using the Odoo sales module, the quotation could be sent via Email and facilitate continuous contact and effective discussions through email on the quotation.

For sending the quotation by email, click on the SEND BY EMAIL BUTTON.

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When you click on the send by email button, an automated email will be prepared based on the predefined layout. Here all your content and attachments will be arranged perfectly. You can review the content and also can include more contents. After finishing all these steps you can send it by clicking on the send button.

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Once you send the quotation, the customer will receive the quotation. You can view the pdf below

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Once the email is sent to the customer, the status changes from QUOTATION to QUOTATION SEND.

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You have the opportunity to see the website view of the quotation by clicking the option Customer Preview button.

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Below is the website view of the quotation

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The customer can view his quotation from the website and quickly can confirm the quotation through digital signing. The sign & pay buttons can be used for confirming quotations.

Feedback buttons can be used for resolving or clearing the drawbacks in the quotation by the customer.

If the customer is not satisfied with the quotation, he/she can reject the quotation by clicking on the option Reject.

Confirming The Sale Order

Upon clicking the Confirm button, the status changes from Quotation Send to Sale Order.

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Online Signature

Online signature and online payment are fast and secure payment methods. It is an online payment that makes international transactions possible. Both the customer and the seller can save valuable time and the effectiveness is so high.

Using the options Online Signature and Online Payment can confirm the quotation instantly. The quotation process gets confirmed after the digital signature or digital pay of the customer is approved.

For enabling the Online payment option, go to Sales > Configuration >Settings. And activate the Online payment and online signature feature.

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When the quotation is acceptable for the customer, he can sign it instantly. If the customer signs the quotation, the quotation can be considered as confirmed. Then the delivery process gets started.

By enabling the online payment feature, it will provide direct access to the payment Acquirers page.

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This is the list view of the Payment Acquirers.

Below is the kanban view,

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Registering the payment

From the send quotation email, the customer can make payment online.

Invoices

Invoices are the document that sends to a customer to designate the number of products and services that have been offered by a vendor. The vendor can send the invoice to the customer after confirming the sale order. The invoice includes all the information on sale transactions like product details, quantities, prices, payment terms, etc.

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When clicking on the Create invoice button, you can visible a new window like below

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Here in this window, you can see the different options. Odoo provides three options under Create invoice.

  • Regular invoice
  • Down payment (percentage)
  • Down payment (fixed amount)

The down payment is one of the dominant features that allows the buyer to pay a percentage of the amount while ordering with the agreement that the rest amount will pay later.

The next option is the Down payment amount. It is the percentage of the amount to be paid in the initial stage of ordering.

Income account: The income account is the account used for deposits.

Customer Taxes: It is the taxes used for deposits.

After giving the above details, you have the option to click the button Create and View Invoices.

Upon clicking the button, you will be navigated to a new window like below.

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This is a Draft Invoice, so you can make necessary changes in this invoice by clicking the EDIT button.

If you click on the Preview button, you will see the website view of the invoice.

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This is the website view of the invoice.

After finishing all the corrections and changes, you can confirm the invoice by clicking the POST button.

When you click on the POST button, you will be navigated to the new page like below.

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Now you can click on the Send & Print button available in the left top corner of this page, for receiving the default Email template like below.

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This is the default email template.

  • Print: This is the option Print, for getting an opportunity to preview as pdf.
  • Send by post: This option allows you to send the document by snail mail, a conventional posting delivery service.
  • Email
  • Recipients
  • Subjects

By clicking the Send & print button, you will be navigated to the new window like below.

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You can configure your document layout here.

One can make the modifications in the document layout by adding a background to the invoice or adding boxes. company logos can be provided or can change the colors and font of the letters. Can also add a company tagline and footer in the invoice. You can select different paper formats.

At last select the save button.

The next step is Registering payment.

When you click on the Registering payment button, you will get a form like below.

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Here you can select the journal. The payable amount, date, memo are there in this window.

After providing the required details, click on the validate button.

Upon clicking the validate button, you will be navigated to a new window for showing the invoice as PAID.

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Automatic Invoice

Odoo Sales Module provides an opportunity for its users to generate invoices automatically after confirming the sale order.

For enabling this option, go to Sales > Configuration > Settings and activate the Automatic Invoicing under the Invoicing tab.

odoo-sales-invoice

Refund

The Add Credit Note button is used for the process of refund.

odoo-sales-invoice

When you click on the Add Credit Note button, you will get a new window like below.

odoo-sales-invoice

This credit note is created in the draft and can be edited before being issued.

You can choose the Credit Method whether it is

Partial Refund

Full Refund

Full refund and new draft invoice.

Reason: in this option, you can give the reason for the refund.

Refund date

Use a specific journal.

Setting Different Addresses to Delivery and Invoice

Sometimes there may be situations like the delivery address will not be the same as the invoice address. For example, if a customer gives an order using his official address and he or she wants to deliver the product to his address. To meet these situations, Odoo provides an eminent feature like setting different addresses to delivery and invoice.

For activating this feature, go to sales > configuration > settings. and activate the Customer addresses feature.

odoo-sales-invoice
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