The Commercial module is the heart of your sales operations. It helps you manage customers, create quotations, process orders, generate invoices, and track payments throughout the entire sales cycle.
1. Customer Management
Manage your customer database with comprehensive profiles including contacts, classifications, and business details.
Customer Fields
Basic Information
- Account Name - Business or individual name
- Account Type - Customer or Prospect
- Email - Primary contact email
- Image - Company logo or photo
Classification
- Customer Type - Category classification
- Trade Type - Business sector
- Sales Area - Geographic region
- Pricing Type - Price list assignment
Sales Settings
- Sales Person - Assigned representative
- Payment Terms - Credit terms
- Delivery Type - Shipping preference
- Visit Frequency - Service schedule
Collection
- Collection Schedule - Payment collection days
- Status Logs - Activity history
Managing Customer Contacts
Each customer can have multiple contacts. Contacts are used when creating quotations and orders.
| Field | Description |
|---|---|
| Name | Contact person's full name |
| Contact Type | Primary, Secondary, or Others |
| Email / Mobile / Phone | Communication details |
| Department | Department or division |
| Role | Decision maker, influencer, etc. |
| Influence | Level of buying influence |
| Support | Support level indicator |
How to Create a New Customer
- Navigate to Commercial → Customers from the sidebar
- Click the "New Customer" button in the top-right corner
- Fill in the account name and basic information
- Select the appropriate classifications (type, trade, area)
- Add at least one contact with name and contact details
- Configure payment terms and delivery preferences
- Click "Save" to create the customer
2. Quotations
Create professional quotations for your customers. Quotations can go through an approval workflow before being sent to customers.
Quotation Workflow
Quotations can also be Declined or Cancelled at any stage.
Quotation Details
Header Information
- Quotation Number - Auto-generated unique ID
- Quotation Date - Date created
- Valid Until - Expiration date
- Customer - Selected customer account
- Contact - Customer contact person
Pricing & Terms
- Pricing Type - Price list to use
- Currency - Transaction currency
- Include VAT - Tax inclusion toggle
- VAT Rate - Tax percentage
- Payment Term - Credit terms
- Delivery Type - Shipping method
How to Create a Quotation
- Navigate to Commercial → Quotations
- Click "New Quotation"
- Select the customer and contact
- Set the quotation date and validity period
- Choose pricing type, currency, and VAT settings
- Add products with quantities and unit prices
- Review the totals and add any remarks
- Save as Draft or submit for approval
PDF Export
Approved quotations can be exported as PDF documents for sending to customers. Click the PDF icon on the quotation view to download.
3. Sales Orders
Convert accepted quotations into sales orders or create orders directly. Orders track the fulfillment process from confirmation to delivery.
Order Workflow
Order Line Items
Each order must have at least one item. Items include:
Product
Select from catalog
Quantity
Number of units
Unit
Unit of measure
Unit Cost
Price per unit
Workflow Tracking
Orders track who performed each workflow action:
- Prepared By - User who created the order
- Endorsed By - User who endorsed the order
- Approved By - User who gave final approval
4. Invoices
Generate invoices from completed orders. Invoices are used for billing and payment tracking.
Invoice Features
- Auto-generation - Create invoices from approved orders
- Payment Tracking - Link payments to invoices
- Balance Calculation - Track outstanding amounts
- PDF Export - Generate printable invoices
5. Payment Tracking
Record and track customer payments against invoices.
Recording Payments
- Navigate to the invoice you want to apply payment to
- Click "Record Payment"
- Enter the payment amount
- Select payment method (Cash, Check, Bank Transfer, etc.)
- Add reference number if applicable
- Save the payment record
6. Commercial Settings
Configure the lookup values and settings used throughout the Commercial module.
Customer Type
Categories for classifying customers (e.g., Retail, Wholesale, Distributor)
Trade Type
Business sectors (e.g., Food & Beverage, Manufacturing)
Sales Area
Geographic regions for territory management
Pricing Type
Price lists for different customer segments
Payment Terms
Credit terms (e.g., COD, Net 30, Net 60)
Delivery Type
Shipping methods (e.g., Pickup, Delivery, Courier)
Visit Frequency
Customer visit schedules for sales reps
Collection Schedule
Payment collection days and patterns
Contact Roles
Roles for customer contacts (e.g., Owner, Purchasing, Finance)
Pro Tips
- Bulk Import: Use the customer import feature to add multiple customers from a spreadsheet.
- Saved Filters: Save frequently used search filters for quick access.
- Product Pricing: Set up different pricing types to automatically apply correct prices per customer.
- Status Logs: All workflow changes are logged for audit purposes.
Related Modules
The Commercial module works closely with other modules: