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The Sales Management module handles the complete sales process from quotations and orders to delivery and customer payment collection.

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Overview

Manage B2B and B2C sales operations with support for sales orders, shipment processing, sales returns, and customer credit management.
Sales documents support multi-account payments, partial deliveries, credit terms, and detailed receivables tracking.

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Module Components

Sales Order

Create sales orders that reserve inventory and track order fulfillment

Sales Delivery

Process shipments to customers with payment collection

Sales Return

Handle customer returns and process refunds

Customer Accounts

Manage customer credit, receivables, and payment history

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Sales Order Process

1

Create Sales Order

Navigate to Bills > Sales Order and click New.Sales orders represent customer commitments without immediately affecting inventory or requiring payment.
2

Select Customer

Choose or create a customer record. Search by:
  • Customer name
  • Customer code
  • Contact information
The system displays customer credit status and outstanding receivables.
3

Add Order Items

Add products using:
  • Barcode scanning
  • Product name search
  • Mnemonic code lookup
  • Specification/model filtering
For each product:
  • Enter quantity ordered
  • Set unit price (defaults from price list)
  • Calculate line totals
  • Add item-specific remarks
4

Configure Terms

Set order parameters:
  • Delivery date
  • Settlement account for deposit
  • Discount percentage
  • Other fees (shipping, handling)
  • Deposit amount
  • Sales representative
  • Order remarks
5

Save and Audit

Save the order, then submit for audit. Approved orders can be:
  • Converted to delivery documents
  • Converted to purchase orders (order-on-demand)
  • Partially fulfilled over multiple shipments

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Sales Order Status

StatusDescriptionActions Available
UnapprovedDraft orderEdit, Delete, Audit
Under ReviewApproval pendingView only
ApprovedOrder confirmedConvert to Delivery
Partial DeliverySome items shippedContinue shipping
CompletedAll items deliveredView history

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Sales Delivery (Outbound Shipment)

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Delivery Process

1

Create Delivery

Access Bills > Sales Delivery or convert from an approved sales order.Deliveries reduce inventory and record customer payments or receivables.
2

Select Customer and Warehouse

  • Choose customer
  • Select shipping warehouse (limited to your authorized warehouses)
  • Link to sales order if applicable
3

Add Delivery Items

For each product:
  • Verify product details
  • Enter shipped quantity
  • Confirm sales price
  • Calculate tax if applicable
  • Record serial/batch numbers if required
The system validates available inventory before allowing delivery.
4

Calculate Invoice Total

System calculates:
  • Subtotal (before tax)
  • Tax amount
  • Grand total (including tax)
  • Discount amount
  • Other fees
  • Deposit applied
  • Amount receivable
5

Collect Payment

Record payment collection:
  • Select receiving account(s)
  • Enter payment received
  • Record outstanding receivable (debt)
  • Support multi-account collection
The system tracks:
  • Current payment
  • Current receivable
  • Customer’s total outstanding balance
6

Assign Sales Rep

Assign sales representative(s) to the delivery for:
  • Commission calculation
  • Performance tracking
  • Customer relationship management
7

Audit and Ship

Audit the delivery to:
  • Deduct inventory from warehouse
  • Record payment in accounts
  • Update customer receivables
  • Update sales order fulfillment status

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Partial Deliveries

Sales orders can be fulfilled through multiple shipments:
  • Create multiple delivery documents linked to one order
  • Each delivery ships a portion of the ordered quantity
  • Order status shows Partial Delivery
  • When all items shipped, status becomes Completed

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Payment and Receivables Tracking

Delivery documents handle complex payment scenarios: 
Grand Total (including tax): $15,000
Discount: -$500
Other Fees: +$200
Deposit Applied: -$2,000
─────────────────────────────
Amount Receivable: $12,700

Payment Received: $7,000
Current Receivable: $5,700
Previous Outstanding: $3,000
─────────────────────────────
Total Customer Debt: $8,700
Receivable indicators:
  • Green amount: Payment collected (linked payment document exists)
  • Red amount: Not yet collected (full receivable outstanding)

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Sales Returns

Process customer returns for refunds or exchanges:
  1. Create Return: Use Convert to Sales Return from original delivery
  2. Select Return Items: Choose products and quantities being returned
  3. Enter Return Reason: Document the reason (defect, wrong item, etc.)
  4. Process Refund: Issue refund or apply credit to customer account
  5. Audit: Returns inventory and updates accounts
Returned deliveries display [退] indicator on the original document.

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Order-on-Demand (以销定购)

Connect sales orders directly to purchase orders for JIT fulfillment:
1

Receive Customer Order

Create and audit a sales order for items you don’t currently stock.
2

Convert to Purchase Order

Select the sales order and click Convert to Purchase Order - Order on Demand.The system creates a linked purchase order.
3

Fulfill Purchase

Receive goods from supplier through normal purchase receipt process.
4

Deliver to Customer

Convert the sales order to delivery once inventory is available.
This approach:
  • Minimizes inventory holding costs
  • Reduces obsolescence risk
  • Enables made-to-order business models
  • Maintains traceability from customer to supplier

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Customer Credit Management

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Credit Terms

For each customer, configure:
  • Credit limit
  • Payment terms (Net 30, Net 60, etc.)
  • Discount terms (2/10 Net 30)
  • Required deposit percentage

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Outstanding Receivables

Monitor customer debt:
  • View total receivables per customer
  • Track aging (current, 30 days, 60 days, 90+ days)
  • Filter deliveries by debt status
  • Link to collection documents

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Collection Management

Options for collecting payment:
  1. Payment at Delivery: Collect when auditing the delivery document
  2. Separate Payment: Create payment collection documents later
  3. Partial Payments: Allow customers to pay in installments
  4. Apply Discounts: Offer early payment discounts

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Search and Filtering

Basic Search:
  • Document number
  • Product information
  • Date range
Advanced Filters:
  • Customer
  • Warehouse
  • Operator
  • Linked order number
  • Settlement account
  • Debt status (has receivables / fully paid)
  • Document status
  • Sales representative
  • Remarks

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Force Close Orders

For orders in Partial Delivery that won’t be fully fulfilled:
  1. Select partial orders
  2. Click Force Close
  3. Confirm closure
  4. Status changes to Completed
Use when:
  • Customer cancels remaining items
  • Items discontinued
  • Partial fulfillment accepted by customer

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Batch Operations

Batch Delete

Remove multiple unapproved documents

Batch Audit

Approve multiple orders or deliveries

Batch Reverse Audit

Unapprove multiple documents

Convert to Return

Create return documents from deliveries

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Multi-Account Payments

Deliveries support receiving payment across multiple accounts: Example:
  • Bank Transfer: $8,000
  • Credit Card: $3,000
  • Cash: $500
  • Outstanding: $1,200

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Sales Representative Management

Track sales performance:
  • Assign multiple reps to one order
  • Filter orders/deliveries by sales rep
  • Generate commission reports
  • Analyze rep performance

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Assigning Sales Reps

In the delivery document:
  1. Select Sales Representative field
  2. Choose one or more reps
  3. System links delivery to rep performance records

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Column Customization

Show/hide columns in list views:
  • Customer name
  • Document number
  • Linked orders
  • Product information
  • Dates and operators
  • Quantities
  • Financial details (prices, discounts, deposits, receivables)
  • Sales representatives
  • Status
Click Restore Default to reset layout.

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Document Indicators

Document numbers display helpful flags:
  • [订]: Converted from sales order
  • [退]: Has associated return

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Integration Points

Inventory Management

Sales deliveries automatically reduce stock levels and update inventory valuation.

Financial Management

Payments and receivables flow to accounts receivable tracking and customer statements.

Purchase Orders

Order-on-demand links sales orders to procurement for JIT fulfillment.

Reporting

Sales data feeds:
  • Sales analysis reports
  • Customer purchase history
  • Sales rep performance
  • Profit margin analysis
  • Customer account statements

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Best Practices

Use Sales Orders

Create orders for all B2B transactions to track commitments and manage fulfillment.

Set Credit Limits

Establish and monitor customer credit limits to minimize bad debt risk.

Assign Sales Reps

Always assign sales representatives for accurate commission calculation and CRM.

Prompt Collection

Follow up on outstanding receivables promptly using aging reports.

Link Documents

Maintain document linkages (order → delivery → return) for complete traceability.

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Permissions

Control sales functions by user role:
  • View: See sales documents
  • Add/Edit: Create and modify documents
  • Delete: Remove unapproved documents
  • Audit: Approve/unapprove transactions
  • Export: Download data
  • Warehouse Access: Control shipping warehouse visibility
  • Price Access: View and modify sales prices
  • Discount Authority: Apply discounts within limits

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