Order to cash flow

Open ERP's Application Based Interface
Order to Cash flow

Nom du fichier – à compléter Management Presentation *

Scenario:

A company Saino Pvt. Ltd. Is established in 2006.
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The core business of the company is to supply ballpens to its
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various retailes.

Mr.Shilin Bhagat , the chief manager of Saino Pvt. Ltd wants to
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implement OpenERP to make day-to-day activities easy.

Mr.Shilin comes with following requirements :
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1.Initially company has 100 ballpens in the stock.
2.He want to use OpenERP CRM for his sales department.

3.The full business flow from lead to delivery and invoicing must

be satisfied by the proposed system.

Exercise:
•From the list of products find the product “Basic PC”.

•Solution

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Go to the menu Sales -> Products -> Products
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Type “Basic PC” in the “Name” search field.
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Click on the “Search” button.
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You find the record for the product “Basic PC”

Nom du fichier – à compléter Management Presentation

Exercise:
•Create a new product named “Ballpen” in your database .

•ANSWER

•Go to the menu Sales -> Products -> Products
•Click on the “Create” button in product form.
•In the Name field type “Ballpen”.
•In the 'Cost Price' field put value 50 and in 'Sale Price' field
put value 75.
•Click on “Save” button.


Now, As a wholeseller you may have already
some stock ready with you.


Exercise:

Initialize the stock of Ballpen with 100 quantity.
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Solution :

•Click on the “Update” button on the product form.
•In the “Change Product Quantity” form enter value 100 in the
“Quantity” field and “Physical Location/Your Company/Stock”
in the “Location” field.
•Click on “Apply” button.


CRM to Sales Flow


LEAD OPPORTUNITY QUOTATION SALES ORDER

DELIVERY INVOICING

The above diagram shows the complete
business process from lead to delivery and
invoicing.


What is a Lead , Opprtunity and Customer ?

•Leadis an initial and unqualified contact with a person or
company. (example: incoming email, business card received, ...)

•Opportunity when the need of the customer is qualified and a
salesman has to follow the oppotunity (next action, schedule
meeting, planned revenues...)

•Customer: when someone wants to buy, it become a real
customer in your address book, you can do sale order,
invoices... to customers


What is a Sales Order ?

The sales order , sometimes abbreviated as SO, is an order
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issued by a business to a customer.

•A sales order may be for products and/or services.

•InOpenERP , sales order is in “Done” state if the product is
both “delivered” and “invoiced”.


What is a Delivery and Invoice ?

•.Delivery means the voluntary transfer of physical possession or
control of goods.

•An invoice is essentially a detailed bill left by vendors and
outside suppliers for goods or services rendered to a company.

•A typical invoice might list the quantity of each
item,prices,billable hours,service description and a contact
address for payment.


You meet lots of people in an exhibition. You
record their business card as leads in
OpenERP.


LEAD OPPORTUNITY QUOTATION SALES ORDER

DELIVERY INVOICING


Exercise
•Create a new lead with the following information :
Subject: Inquiry about ball-pen
Partner Name: Saino Pvt. Ltd.
Contact Detail: Mr. Shilin Bhagat, Gandhinagar
Email: sbhagat@gmail.com

Solution
Go to the menu Sales -> Lead
Click on the “Create” button.
Fill relevant information to record the lead
Click on the “Save” button . Your lead is created.


After a call, the lead has been qualified → a
salesman have to follow the opportunity


Exercise:
•Convert the previous created lead into an opportunity .

•ANSWER

•Click on “Convert to Opportunity” button.
•In the “Create a Partner” form click on “Create Opportunity”
button.
•Opportunity form will open.
•Click on the “Save” button.


Salesman have the hope that this opprtunity
can 90% give some revenue to the comapany.


Exercise:
•Save
the opprtunity with 90% probability and some revenue
amount also fill the next action (meeting) with customer.

•Solution

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Enter 1000 in the “Expected Revenue” and 90% in the
“Probability(%) field.
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In the “Next Action” field enter “Arrange Meeting with a
customer”.
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Click on “Save” button.


The salesman have to manage his funnel of
opportunities. ( expected revenue,
qualifications, ...)


•Kanban View

•Thisis a view that enables user to perform the comman task via
drag and drop feature.

•For example a CRM user could drag and drop a business
opportunity and schedule a follow up, or convert to a quotation
and so on.

•This view is used to see the opportunities in different pipelines.

•Here user can change the opportunity from one pipeline to
other by just drag and drop.


Exercise:
•.Move the opportunity for “Saino Pvt. Ltd. “ from New stage to
Qualification stage in the Kanban view.

•Solution

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Go to the menu Sales - > Opportunites.
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Drag the opportuniy with “Saino Pvt. Ltd” from New and drop
it in “Qualification” stage.


The salesman have to arrange a meeting with
the customer to finalize the deal


Exercise:
•Schedule a meeting with the customer from the Kanban
view .

•ANSWER

•Single Click on the relevant opportunity.
•Click on “Schedule Meeting” icon
•Double click on the specific date when you want to schedule a
meeting.
•Click on the "Save" button to save the meeting.


Mr.Shilin is very satisfied with the product in
a meeting and now he asks for a quotation for
the product..


Exercise:
•Create a new quotation for the product to send to a customer.

•ANSWER

•Go to the menu Sales -> Opportunities.
•Select the opportunity by clicking on it in the kanban:
•Click on the edit icon
•Click on “Convert to Quote” button.
•Window for “Make Quotation” will appear.
•Click on “Create” button here.
•You will get the Quotation form.


To print the valid quotation now we have to
select the customer product in the
quotation ..


Exercise:
•Create a quotation for product Ballpen for 10 quantities.

•ANSWER

•In the Sales Quotation window click on the “Create” button
besides Sales Order Lines field.
•Here , in Sales Order Lines form select the product called
“ballpen” and change the quantity to 10.
•Click on “Save and Close” button.
•Finally , save the quotation by clicking on “Save” button.


Now sales person is ready with the quotation
,so he can print the quotation and send it to
Mr.Shilin and waiting for the positive reply.


Exercise:
•Print the quotation that can be sent to customer.

•ANSWER

•Click on the "Print Quotation" button to see the quotation in .pdf
format.
•Click on "Open With" to see the quotation or Click on "Save
File" , if you want to save it into your machine.


Mr.Shalin is very happy with a quotation and
happily for us he gives us order for 10 pieces of
ballpen.So now we have to make a sales order
from the quotation.


Exercise:

•Confirm the sales quotation to sales order for Saino Pvt Ltd.

•ANSWER

• Click on the "Confirm Order " button to confirm it.


Now, company's warehouse manager will deliver
the product to Mr.Shilin.


LEAD OPPRTUNITY QUOTATION SALES ORDER

DELIVERY INVOICING


Exercise:
•Deliverthe product safely to the customer for the confirmed
sales order.

•ANSWER

•Go to the menu Warehouse -> Delivery Orders.
•Click on the related delivery order.
•Click on the “Process” button.
•Finally , create on the “Validate” button.


Once the Sales Oreder is confirmed , Sales
manger generates the invoice for the confirmed
order..


Exercise:
•Create the invoice for this sales order.

•ANSWER

•Click on the button “Create Final Invoice”.
•Click on the “Save” button.


Invoice is created , the compay's account
manager will now take care of validation of the
invoice and record the payment.


Exercise:
•Account manager validates the created invoice.

•ANSWER

• In the Customer Invoices form click on the “Validate” button.
• Click on the “Save”.


Invoice is validated and after some days
Mr.Shilin sends a cheque for the required
amount.The Account manager will record the
payment in OpenERP.


Exercise:
•Receive the payment from the customer for generated invoice .

•ANSWER

• In the Customer Invoices form click on the “Validate” button.
• Click on the “Payment” button .
• In the Payment Method field select “Bank Journal”.
•Click on “Validate” button


Order to cash flow

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