How to Create Sales Orders in ERPNext ?

To create a Sales Order in ERPNext follow the steps as shown below

The Sales Order will have tabs as shown below. Lets have a look a each tab in detail.


The Basic Info tab in Sales Order will capture the customer details and the Expected Delivery Date if the Order Type is Sales. % Delivered and % Billed will be updated once Delivery Note and Sales Invoice are made against this Sales Order.

The Items tab will capture the list of items and their rates, quantity and amount. The Ref Rate will be fetched from the item master based on the Price List selected.

You can change the same in the Rate column and the Discount percentage will get calculated  on the Ref Rate automatically.

Mention the quantity of items to be sold as well as the warehouse from where they it will be delivered under Reserved Warehouse column.

The Taxes tab will capture the total tax amount. If you have not created a tax template, enter taxes directly. You can select Type based on the following requirements :

1. Actual - when you know the actual amount of tax or other charge to be added to the net total, mention the amount in the Rate column.
2. On Net Total - will be selected when a tax percentage has to be calculated on the net total.
3. On Previous Row Amount - will be selected if a tax percentage needs to be calculated over the previous row tax amount . In this case mention the Row Id.
4. On Previous Row Total - will be selected when a tax percentage needs to be calculated over the total of net total and the previous row tax amount. In this case also mention the Row Id

Select the relevant tax account head applicable. The account head should be created under Chart of Accounts. The tax rate will be mentioned in the account head and will get fetched under the Rate column on selecting the same. 

Creating a tax template will save your time. To see how to create a tax template click on the link http://erpnext.blogspot.com/2011/02/how-to-create-template-for-taxes-and.html

The Terms tab will have the terms and conditions and other additional information which you would want to appear on the Sales Order print format. You can even create a template pull its details. To create a template click on the link http://erpnext.blogspot.com/2011/02/how-to-create-templates-for-terms-and.html

The More Info tab will capture additional information about the customer and print format.

The Sales Team will capture the details of the Sales Partner and Sales Persons involved in the sales process and their commission and allocated percentage. The sales team is captured even in the Customer master and can be fetched from there once the customer is selected in the Sales Order.

Now save and submit the Sales Order. 

Submitting the Sales Order will reserve the quantity is reserved warehouse. Also you can email and print the Sales Order. 

Delivery Note can now be made against the Sales Order once the items are delivered. Create a Sales Invoice against this Sales Order to book your income.

For more details, please visit www.erpnext.com

Getting Started with ERPNext Account

ERPNext is a web based system which can help you manage your complete business in a smarter way to help you grow your business.

It has following modules which are completed integrated

1. Selling (including CRM)
2. Buying
3. Stocks
4. Accounting
5. Support
6. Projects
7. HR
8. Production

Follow the below links to get started with your ERPNext account

1. Sign-up  for a FREE ERPNext trial account
2. How to Add New Users and Assign Roles in Your ERPNext Account?
3. How to upload letterhead?
4. How to manage customers and contacts?
5. How to manage suppliers and contacts?
6. How to create warehouse?
7. How to create items?
8. How to import masters using csv file?
9. How to upload price list?
10. How to upload opening stock?
11. How to manage chart of accounts?
12. How to create opening accounting entries?
13. How to create templates for terms and conditions?
14. How to create templates for taxes and other charges for sales transactions?
15. How to create templates for taxes and other charges for purchase transactions?
16. How to create/add/edit naming series for transactions?

You can contact our support team at:

1. Live Chat Support
2. Skype: iwebnotes
3. Phone: +91 22 65265364 / 22 65100278
4. Email: support@erpnext.com

We are eager to hear from you and help you grow your business by providing a good quality affordable software.

Cheers
Team EPRNext

How to Import Masters into ERPNext?

You can import all your masters like items, customers, suppliers, pricelist, warehouse using csv files in ERPNext.

Few standard to be followed when importing data:

•   Template downloaded from ERPNext account should be followed
•   Spreadsheet should be saved in .cvs format
•   Header and column name in template cannot be edited (first 4 rows)
•   Link field (like item group and warehouse) should be already present in system.

Below you can see how to import a item master.

Go to: Setup --> Import Data

Download the template of the master you want to import. For item master select "Item"

Checking download with data will pull existing data of selected record in excel template. This can be helpful for user to understand as what value to enter in which column.

You will get a list of templates of item master and all child masters inside the item. You need to select the "Item" link to download the template for the item master.

Download and open the template in a spreadsheet as shown below. Add the details in the template. Do not change the row or column positions of the headers. You can enter each item in a new row. You need to fill in all the mandatory fields.


For item master you need to first create the required
1. UOM: Unit of Measurement (Eg: Nos. Kgs. Litres etc.)

2. Item Groups: You can create multiple item groups to categorise your items. There is a "Default" group already created in the system To start with you can upload using a default group and change it later as and when required.

To manage item groups refer to http://erpnext.blogspot.com/2011/02/how-to-create-item-group.html

Save this file as ".csv". In the import data page click on "Browse", select the saved ".csv" file and click on Import.

  

On importing you can see a log of the imported items on the right hand side as shown below. If there is any error it will be mentioned with the specific row and column number where the error exist.  

 

In similar manner you can upload customer, supplier and other masters

For more information visit http://www.erpnext.com

How to create Purchase Orders in ERPNext ?

To create a Purchase Order follow steps as shown below:

The Purchase Order will have the following tabs. Lets have a look at each tab in detail.

The Basic Info tab will capture the supplier information and also the % of items received and billed against this Purchase Order. You can link this Purchase Order to a Project by selecting one in Project Name.

The Items tab will capture the list of items along with their purchase rates and quantity.

UOM will be the unit of measurement in which the item is being purchased. 

By default it will be the UOM in which the stock of item is maintained and will be fetched from the item master. 

But if the purchase UOM is different from the one in which the item is stocked, change the unit of measurement in UOM column and mention the Conversion Factor which will convert the purchase UOM quantity into stock UOM quantity.

The Taxes tab will capture other charges related to purchase i.e. taxes and landed costs. You can directly enter other charges like Freight and VAT in the table as shown below.

You can select Category based on the following requirements:

1. For Total - when you want to add the landed costs to the net total.
2. For Valuation - when you want the landed costs only to be considered for stock valuation and not include in the net total.
3. For Both - when you want to consider landed costs for stock valuation as well as add to the net total.

You can select Type based on the following requirements:

1. Actual - when you know the actual amount of tax or other charge to be added to the net total, mention the amount in the Rate column.
2. On Net Total - will be selected when a tax percentage has to be calculated on the net total.
3. On Previous Row Amount - will be selected if a tax percentage needs to be calculated over the previous row tax amount . In this case mention the Row Id.
4. On Previous Row Total - will be selected when a tax percentage needs to be calculated over the total of net total and the previous row tax amount. In this case also mention the Row Id

Select the relevant tax account head applicable. The account head should be created under Chart of Accounts. The tax rate will be mentioned in the account head and will get fetched under the Rate column on selecting the same.

It would be more convenient to create a template and pull its details as this would save time. To create a template click on the link http://erpnext.blogspot.com/2011/02/how-to-create-template-for-purchase.html

The Terms tab will have the terms and conditions and other additional information which you would want to appear on the Purchase Order print format. You can even create a template pull its details.

Save and submit the Purchase Order.

After submitting, you can email and print the Purchase Order. You can make a Purchase Receipt against this Purchase Order once the items are received or create a Purchase Invoice to book your expense.

For more details, please visit www.erpnext.com

How to Upload Opening Stock in ERPNext?

You can upload the opening stock quantity and valuation using a CSV file.

For this you will first need your item master and warehouse master ready in the system.

To upload the opening stock
Go to Stock -->Stock Reconciliation --> New Stock Reconciliation

Create the CSV file as shown below

Attachment option will be available only after saving the stock reco. once.

On saving it will generate a number and a "Submit" button will appear. You can still edit the uploaded file. Once you submit the transaction the effect on stock quantity and valuation will take place.

You can check the "Stock Level " report in the Reports section of stock module to confirm the same.

For more information, please check https://erpnext.com

How to Create Templates for Terms and Conditions in ERPNext?

You can create multiple templates for terms and conditions and select them in the transactions. These will appear at the bottom of the print format of the transactions.

To create terms and conditions template go to Selling >> Terms

Click on the New Term button

 

Add a Title for Terms and Conditions and type in the details in the editor as shown below. You can format the text using various options and even add tables. You can also provide a space for the authorized signatory. Click on the Save button to save the template. Everything you add in the terms will appear in the print format.

In any transaction you can select the terms by going to the "Terms" section as shown below. Click on the "Search" icon and select the required template.

Now click on the "Get Terms Button"

You can also edit these terms after selecting. Thew changes made will be applied only to the current transaction. This will not affect the template created.

Similarly you can create multiple templates, select in a transaction and print them.

For more details visit http://www.erpnext.com

How to create quotations in ERPNext ?

To create a Quotation in ERPNext follow the steps as shown below

The Basic Info tab will capture the Lead or Customer details to whom the quotation is to be sent for approval. Also you can mention the Enquiry No and fetch its details in the Quotation.

The Items tab will have a list of items and their rates to be proposed to the lead or customer. The Ref Rate will get fetched from the item master based on the Price List selected.

You can  make changes in the Rate column. The discount figure will get calculated automatically on the Ref Rate. Mention the quantity of items. The total amount will get calculated based on the Rate and Quantity mentioned.

The Taxes tab will capture the total tax amount. If you have not created a tax template, enter taxes directly. You can select Type based on the following requirements :

1. Actual - when you know the actual amount of tax or other charge to be added to the net total, mention the amount in the Rate column.
2. On Net Total - will be selected when a tax percentage has to be calculated on the net total.
3. On Previous Row Amount - will be selected if a tax percentage needs to be calculated over the previous row tax amount . In this case mention the Row Id.
4. On Previous Row Total - will be selected when a tax percentage needs to be calculated over the total of net total and the previous row tax amount. In this case also mention the Row Id

Select the relevant tax account head applicable. The account head should be created under Chart of Accounts. The tax rate will be mentioned in the account head and will get fetched under the Rate column on selecting the same. 

Creating a tax template will save your time. To see how to create a tax template click on the link http://erpnext.blogspot.com/2011/02/how-to-create-template-for-taxes-and.html

The Terms tab will have the terms and conditions and other additional information which you would want to appear on the Quotation print format. You can even create a template pull its details.

The More Info tab will capture additional information about the quotation.

The Communication History tab will have information related to the sales person who has to follow up the lead or customer on some date to discuss anything. This information will appear on the sales person's home page as a calendar event on the follow up date. The table tab will record follow up history with the lead. The name of the sales person and the type of follow up will also be captured. You can later run a report on this table to see which sales person has followed up whom.

Save and submit the Quotation. Now you can email the quotation to the lead or customer.

After submitting the quotation, you can create a sales order once the order is confirmed.

For free trial, please visit www.erpnext.com