SALES

For SALES is a feature designed to streamline the invoice management process for businesses that accept online payments. It offers a convenient and efficient way to Create, Send, and Track Customer Invoices.

1. Quote

Quote are typically used in business transactions to avoid misunderstandings and ensure both parties agree on the scope of work and payment terms before moving forward. Present Quote have 2 main point of Convert to Invoice and New Quote.

1.1. New Qoute

This describes the initial step in creating a New Qoute record within BillFlow. Present New Quote have 2 type of Commercial Quote and Tax Quote.

1 Select Quote Type:

- Commercial Quote: Choose this option if it is a standard business quote.

- Tax Quote: Select this option if it involves taxes that need to be factored in or shown separately.

2 Displays detailed Quote information including Customer, Quote Number, Currency and Salesperson etc.

3 Item Details Quote:

- Displays item detailed including item Name, Description, Quantity, Price, Discount and Tax.

- Add More Items: Click the Add button to include more line items as necessary.

- Attachments: If there are any relevant files to include (e.g., contracts, specifications, or product images), upload them under the Attachments section.

4 Save: You can save the quote the creation using the buttons at the bottom right. save have 2 option save and draft and save and approve.

1.2. Convert to Invoice

Converting a quote to an invoice, you streamline the bill process, reduce manual entry, and ensure consistency between the original offer and the final request for payment. User can Convert to Invoice just click on Convert to Invoice.

2. Invoice

An invoice is a formal document issued by a seller to request payment for goods or services provided. It includes key information such as the total amount due, payment terms, and details about the products or services delivered. Have 2 common methods for creating invoices in BillFlow: Create New Invoice and import into the system via Excel file.

2.1. Invoice List

The invoice List displays a summary of all invoice, including the following information:

1 Invoice No: The Number of invoice.

2 Customer Code: The unique identifier assigned to each customer.

3 Customer Name: The name of the customer associated with the account.

4 Issuing Date: The specific date when an invoice is generated and issued to a customer.

5 Due Date: The specified date by which the invoice's payment is expected to be received.

6 Total Amount: The Total Amount represents the sum of all items and services listed on an invoice.

7 Paid Amount: The Paid Amount represents the total sum of money that has been received as payment towards an invoice.

8 Currency: Currency refers to the type of money used in an invoice.

9 Payment Status: The Payment Status indicates the current state of an invoice's payment.

2.2. New Invoice

The process create New Invoice in BillFlow involves choosing the type of invoice. There are currently 2 main options available: Commercial invoice and Tax invoice.

3. Customer

The Customer section displays Customer Information, including Customer Code, Name, and Phone Number etc. Have 2 common methods for creating customer in BillFlow: New Customer and import into the system via Excel file.

3.1. New Customer

This describes the initial step in creating a new customer record within BillFlow. User can click on button New Customer.

3.2. Customer Detail

Customer Detail provide in-depth information about a specific customer linked to their invoices, allowing for easy reference. To view a customer's details, simply click on their Code.

1 Displays detailed customer information including Name, Address, Code, and other relevant data, etc.

2 Provides an overview of invoices associated with the customer, including Invoice Number, Invoice Date, and Total Amount, etc.

3 Activity Log is a record history of changes made to customer and invoice information. Users can export transaction data to an Excel file by clicking the Export button.

4. Import Invoice

Import Function: Allows users to upload customer and invoice data in bulk via Excel file to the For Sale Invoices section. To initiate the import process, download the provided Excel template from the portal. Populate the template with customer and invoice information according to the specified format.

4.1. View Detail

The View Detail function displays specific information about an individual invoice that has been imported.

4.2. Mapping Field

Column Customization: Users can map their Excel data to system fields by configuring column settings.

1 Start Row: Specify the initial row containing data in the Excel file.

2 Column Order: Define the sequence of columns in the Excel file.

3 Default Column Name: View the system's predefined column name.

4 Custom Column Name: Modify the system column name (e.g., change "refid" to "Ref ID").

5 Data Type: Select the appropriate data type for the column (Text, Number, Date, etc.).

6 Default Value: Set a default value for the column (e.g., "Inv-001" for the first row).

7 Date Format: Specify the date format as dd/mm/yyyy.

8 Required Field: Indicate whether the column is mandatory.

9 Column Visibility: Choose whether to display or hide the column.

10 Column Reordering: Users can easily rearrange the order of columns by clicking and dragging them to the desired position.

4.3. Import

To Import Customer and Invoice data, follow these steps:

1 Download Template: Click the "Template File" button to download a
pre-formatted Excel template.

2 Prepare Data: Enter customer and invoice information into the
downloaded template, ensuring data accuracy and consistency.

3 Upload File: Click the "Browse File" button to select the completed
Excel file.

4 Import: Submit the file for processing.

:::highlight yellow 💡
Note: The maximum file size for Excel uploads is 10 MB.
:::

5. Salesperson

A Salesperson in BillFlow is an individual responsible for generating sales by identifying customer needs, presenting product or service solutions, and facilitating transactions.

5.1. New Salesperson

This describes the initial step in creating a New Salesperson record within BillFlow. User can click on button New Salesperson.