Sales · Getting started · 6 min read

Getting started with Sales

What to set up, and in what order, before you raise the first quotation.

Before you begin

You need administrator rights for the company. Saving the Sales settings and the Sales masters needs the sales.configure permission. Creating records elsewhere needs the rights named in each step.

Steps

1. Check the product and customer masters. Open Sales > Products and make sure every product you sell has a sales price, a VAT rate (UAE standard rate is 5%) and "sale enabled" switched on. Stocked products also need a cost if you want margins. Open Sales > Customers and check that each customer has payment terms, a tax registration number (TRN) for business customers, and a credit limit and price list where they apply. Both screens are the shared master screens.
2. Set up price lists if you use them. Price lists live under Administration > Masters > Price lists. Assign the list to the customer on the customer record.
3. Set up warehouses and a default warehouse in Inventory. Every confirmed sale raises a draft delivery order from the company's default warehouse (or the warehouse chosen on the order). Without warehouses, the order is delivered with the Deliver button instead.
4. Open Sales settings. Go to Sales > Configuration > Settings. The page has four cards:
   • Invoicing: Invoicing policy (default: Invoice what is delivered).
   • Quotations and orders: Quotation validity (days) (default 30; 0 means no end date), Customer PO number (Optional or Required to confirm), Repeated customer PO (Allow, Warn or Block).
   • Delivery: Shipping policy, Under-delivery tolerance %, Over-delivery tolerance %, Reserve stock, and the drop-shipment evidence tick.
   • Prices, margin and credit: Margin control, Minimum margin %, Largest discount without approval %, and the two tick boxes Check credit again before dispatch and Check credit again before invoicing. Choose the values, then press Save. See Configure Sales settings for what each one does.
5. Create quotation templates (optional). Under Sales > Configuration > Quotation templates, add the standard lines, optional products, validity and terms you reuse. See Quotation templates and reasons.
6. Check the return and cancellation reasons. Under Sales > Configuration > Return and cancellation reasons a standard set already exists (7 return reasons and 4 cancellation reasons). Add your own if you need them.
7. Add commission plans (optional). Under Sales > Configuration > Commission plans. See Commissions.
8. Decide the field modes. In Administration > Applications > Sales > Fields, set Branch, Customer PO number, Delivery date, Sales team and Incoterm place to Hidden, Optional or Required.
9. Give people their roles. At minimum:

Give price approval to someone other than the people who prepare quotations. The system refuses to let a person approve their own request.

1. Create the first quotation. Follow Create a quotation.

What happens next

The settings take effect on the next quotation or action; quotations already saved keep their dates. Every change to the settings is recorded in the audit trail with the old and new values.

Good to know

• Default numbering is automatic. A quotation takes its number (for example SO-0001) when you first save it, and keeps it after you confirm.
• Customers, products and price lists are shared with other modules. Change them in their own masters, not inside Sales.
• If the credit limit of a customer matters, set it before the first order. The credit check runs when you confirm. See Confirm an order and handle credit holds.