Sales Module Configuration

Sales Module Configuration

The Sales Module Configuration in EquiBillBook allows you to customize and control various aspects of your sales operations. This comprehensive guide will help you understand and configure all the essential sales settings to optimize your billing and sales processes.

Accessing Sales Settings

To configure your sales module settings:

1. Navigate to Settings → Sales Settings → Sale Settings
2. You'll see various configuration sections for different aspects of sales operations
3. Make your changes and click "Update" or "Save" to apply the settings

Core Sales Module Features

EquiBillBook's Sales Module includes several configurable features:

• Sales Quotation: Enable or disable quotation functionality
• Sales Order: Enable or disable order management
• Sales Proforma: Enable or disable proforma invoice creation
• Delivery Challan: Enable or disable delivery challan functionality
• POS (Point of Sale): Enable or disable POS operations
• Recurring Sales: Enable or disable recurring invoice generation
• Sales Returns: Enable or disable sales return functionality

Module Activation Settings

You can enable or disable specific sales features based on your business needs:

Enabling Sales Quotations

If you need to send quotations to customers before creating invoices:

• Enable the "Enable Sales Quotation" option
• This allows you to create quotations that can later be converted to orders or invoices
• Useful for businesses that need customer approval before invoicing

Enabling Sales Orders

For businesses that need order management:

• Enable the "Enable Sales Order" option
• Create orders that can be converted to invoices upon delivery
• Track order status and fulfillment

Enabling POS

For retail businesses with point-of-sale operations:

• Enable the "Enable POS" option
• Access the POS interface for quick sales transactions
• Configure POS-specific settings separately

Pricing and Discount Configuration

Configure how pricing and discounts work in your sales:

• Sale Price is Minimum Selling Price: Enforce minimum selling price to prevent selling below cost
• Default Sale Discount: Set a default discount percentage or fixed amount
• Discount Type: Choose between Percentage or Fixed amount discounts
• Enable Special Discount: Allow special discounts beyond standard discount rules
• Enable Free Quantity: Allow free quantity offers (Buy X Get Y free)

Stock Management Settings

Control how stock is managed during sales:

• Allow Over Selling: Allow sales even when stock is insufficient
• Stock Tracking: Enable automatic stock deduction on sales
• Stock Alerts: Configure low stock notifications

Payment Configuration

Configure payment-related settings:

• Default Payment Term: Set the default payment terms for new invoices
• Payment Term Required: Make payment terms mandatory when creating invoices
• Allow Online Payment: Enable online payment gateway integration
• Payment Methods: Configure accepted payment methods

Tax Configuration

Set up tax settings for sales:

• Default Sale Tax: Set the default tax rate for sales
• Tax Calculation: Configure how taxes are calculated (item-level, invoice-level)
• Tax Exemptions: Configure tax-exempt customers or items
• GST/VAT Settings: Configure GST, VAT, or other tax types

Notification Settings

Configure how customers are notified about sales transactions:

• Enable SMS: Send SMS notifications for invoices, quotations, etc.
• Enable Email: Send email notifications with invoices attached
• Enable WhatsApp: Send WhatsApp notifications for sales documents
• Notification Templates: Customize notification messages

Print Settings

Configure automatic printing options:

• Auto Print Invoice (Quotation): Automatically print when converting quotation to invoice
• Auto Print Invoice (Order): Automatically print when converting order to invoice
• Auto Print Invoice (Delivery Challan): Automatically print when converting challan to invoice
• Auto Print Invoice (Proforma): Automatically print when converting proforma to invoice
• Auto Print Invoice (Bill): Automatically print when creating sales invoice
• Auto Print Invoice (Sales Return): Automatically print when creating sales return

Invoice Configuration

Configure invoice-specific settings:

• Invoice Type: Choose the default invoice format
• Invoice Numbering: Configure invoice numbering rules and prefixes
• Round-off Settings: Enable or disable invoice amount rounding
• Round-off Account: Select the account for round-off differences
• Enable Notes: Allow adding notes to invoices
• Enable Terms: Allow adding terms and conditions to invoices

Commission Settings

If you use sales agents or commission-based sales:

• Sales Commission Agent: Enable commission tracking for sales agents
• Commission Calculation Type: Choose how commissions are calculated
• Commission Agent Required: Make commission agent selection mandatory

Customer Group Settings

Configure customer grouping features:

• Enable Customer Group: Allow grouping customers for bulk operations
• Group-specific Pricing: Set different prices for different customer groups
• Group Discounts: Apply discounts based on customer groups

Account Configuration

Link sales transactions to accounting accounts:

• Discount Account: Select the account for recording discounts
• Round-off Account: Select the account for round-off differences
• Special Discount Account: Select the account for special discounts

Best Practices for Sales Module Configuration

• Start with essentials: Enable only the features you currently need
• Review regularly: Periodically review settings as your business grows
• Test changes: Test configuration changes in a test environment if possible
• Document settings: Keep a record of your configuration choices
• Train your team: Ensure all users understand the configured settings
• Align with business processes: Configure settings to match your actual business workflows

Common Configuration Scenarios

Retail Business

• Enable POS
• Enable stock tracking
• Disable quotations and orders (if not needed)
• Enable round-off
• Configure automatic printing

Wholesale Business

• Enable quotations and orders
• Enable customer groups
• Configure payment terms
• Enable delivery challan
• Set up commission agents (if applicable)

Service Business

• Disable stock tracking
• Enable recurring sales (for subscription services)
• Configure payment terms
• Enable online payment
• Set up email notifications

Saving Your Configuration

After making all necessary changes:

1. Review all settings carefully
2. Click the "Update" or "Save" button
3. Wait for the confirmation message
4. Test the changes by creating a test invoice or quotation

Troubleshooting

Settings not saving?

• Check that you have proper permissions to modify sales settings
• Ensure all required fields are filled
• Check for validation errors
• Try refreshing the page and saving again

Changes not reflecting in invoices?

• Settings typically apply to new invoices only
• Existing invoices retain their original settings
• Clear browser cache if needed
• Log out and log back in

What's Next?

After configuring the sales module, you should:

1. Configure invoice numbering rules
2. Set up payment terms
3. Configure sales discount settings
4. Set up sales tax settings
5. Test creating a sample invoice to verify all settings

Proper sales module configuration is essential for efficient sales operations. Take time to configure settings that match your business needs and workflows.