Entering data for a new repair Repair workflow

329 These two chapters are about selling and purchasing products and services. 330 331 CHAPTER TWENTYTWO DRIVING YOUR SALES This chapter describes OpenERP’s sales management, following the complete sales order process from quotation to customer order, including the management of deliveries and invoicing. It does not look at customer relations and pre-sales, which are handled by the CRM Customer Relationship Management modules described in an earlier part of the book. It also describes the management of carriers, margin control and reporting, price management and the handling of various types of sales discount campaigns. For this chapter you should start with a fresh database that includes demonstration data, with sale and its dependencies installed and no particular chart of accounts configured.

22.1 Sales Quotations

In OpenERP, a quotation and an order are handled by the same underlying object, but in different states. You can consider an order to be a quotation that has evolved because it has been confirmed by the customer. Or, conversely, that a quotation is an order that has not yet been validated or cancelled. All of the orders and quotations in the system can be reached using the menu Sales → Sales → Sales Orders. To enter details of a new quotation, you can use the menu Sales → Sales → Sales Orders and then select New. OpenERP then opens a new window so that you can enter data into a new blank quotation form. Figure 22.1: Data entry for a new quotation Some information is automatically specified by the system: • an internal reference for the quotation or order, 332 • the sale point that the order will be delivered from, • the order date, • the pricelist for the current sales order. You can modify any of that information before validating the quotation. The customer reference is shown in the header of the order. This optional field is for the customer’s own reference – if the customer does not supply one then just leave it empty. You then enter all the data about the order in the Sales Order tab. Start by entering the customer name, selecting the correct customer from the list of customers in the system. You can create a new customer on the fly at this stage if necessary – press F1 in the empty Customer field to do that. Once the customer name has been selected, different fields of the order are completed automatically, based on the configuration of the partner form for that customer: • Ordering Contact : person handling the order at the customer end. By default, OpenERP proposes the Ordering Contact at the selected partner. • Shipping Address : address used on the delivery order. By default, OpenERP proposes the shipping address from the partner form. If nothing is defined in that slot, it uses the default address instead. • Invoice Address : address used to send the invoice to the customer. By default, OpenERP proposes the address labelled Invoice from the partner form. If nothing is defined there, it uses the default address instead. • Pricelist : will determine both the currency of the quotation and the price that will be used for each product. • Payment Term : available in the Other Information tab, it shows the payment method that the customer will follow, for example 30 Days End of Month. You can modify any of these fields on the order as you go. You can also set an analytic account for your order. This account will be used during invoicing to generate accounting entries corresponding to the invoice automatically. This is extremely useful for assigning revenues to the project or case specified by this order. Tip: Analytic Accounts If you are managing by task, the analytic account to be selected is the one that corresponds to the project for the order. The sale carried out by the order can be allocated to the project so that profitability calculations can be made. Once the information has been entered, you can enter data for the order lines. To do that, create a new order line as shown in the figure Entering a new sales order line :