A simple step by step guide to Odoo Sales Management App
The Odoo Sales Management module is one of the star applications that Odoo provides. With Sales Management in Odoo, you can control your entire Sales department in a single screen. Firstly, you can customize it according to your project requirements. It also allows you to filter Sales Orders for different criteria due to being interlinked with your emails. Invoices can be sent directly from the system which helps you follow up easily and you can maintain the traceability of your customer giving rest to the hectic paperwork.
Converting Opportunity into Quotation from CRM pipeline
You can directly send an RFQ(Request for Quotation) to the client from your pipeline itself. For that you just have to open an opportunity from CRM pipeline.Once you open it you will see many options on the top left corner such as New Quotation, Mark Won, Mark Lost.
Odoo Sales Flow
Creation of Quotation
Now when you trigger New Quotation it will take you to the customer quotation form where you can complete filling your quotation. It starts with the Customer field which is will be pre-filled since it was attached to an opportunity.
Odoo Quotation Template
Then you have the Quotation template with which you can send a complete quotation in no time. To enable the Quotation template, you will have to go to Menu Items and under the Configuration tab go to Settings which will take you to the Setting page. Then drill down to Quotations & Orders in Sales section under that tick on the Quotation template and save it.
To create your own quotation template go to the menu items and under the Configuration tab, trigger the Quotation Template. After triggering that, you will be redirected to the Quotation Template list view where you can create your own template by triggering the Create button. A Quotation template form will be displayed, where you can define a number of days that template is valid and then add items under Lines section as per your requirement. In the Optional Products, you have an option to suggest related items to the customers by triggering Add a line. In the Confirmation section you can select the various options like Online signature where you can sign the quotation online and confirm order automatically; Online Payment where customer can make an online payment and confirm order automatically; Confirmation Mail where you can select the medium as per your preference and the email template will be sent on confirmation. If you leave that section blank nothing will be sent. Once you finish the above steps you can save it and your Quotation template is now created.
Coming back to your RFQ, you can select the specific Quotation template as per your preference which will automatically fill in the products in the Orderline which you have specified in that template. If you want to categorize your Orderline by section you can do that by triggering Add a Section option. If you want to add a note after every or specific product in Orderline you can do that by triggering Add a note.
Odoo Terms & Conditions
You can also add your own standard terms and conditions in your Sale Orders. In order to do that, you have to drill up to the Sales menu items and under the Configuration tab go to Settings which will take you to the Setting page. Then drill down to Quotations & Orders section, under that tick on the Default Terms & Conditions and just below it you will see the text box where you can fill the terms and conditions and save it. Now, whenever you create the RFQ, the terms and conditions which you added will be reflected in your Orderline.
Discount Feature in Odoo Sales
You can also enable the Discount feature in your Quotations. For that, go to the Menu items and under the Configuration tab, go to Settings which will redirect you to the Settings page and drill down to Pricing section, tick Discounts and Save it to allow manual discounts on your order lines.
Also, you can add products manually in the Orderline as per your requirement by triggering Add a product option below the Orderline. Then you have Configure a product option where you can configure the product on the fly, Validity field where you can define how long is that Quotation valid, Payment terms where due dates for the payment of invoices is defined and Delivery Method where you can invoice the shipping based on its medium such as Post, DHL, etc.
Pricing Schemes in Odoo Sales
Odoo Sales Module provides various pricing scheme which you can apply on your Sale Orders, such as Basic pricing, Pricelist. If you are working on a quotation and want to provide a specific price to a particular customer, you can on the fly change the unit price from Orderline in that quotation but it won’t change the original sale price of the product that you have defined during the product creation.
Odoo Sales Module also accepts negative figures as the unit price because there maybe a possibility in the business case that you want to provide a discount on the grand total of all the products in the Orderline. In order to do that, you can simply add a new item in the Orderline and assign a negative unit price. Since it is a negative value it will be deducted from the total amount. For similar cases, Odoo Sales Management Module allows you to enter the negative figure.
You also have the option to use Odoo Pricelist in Odoo Sales by which you can easily manage the product pricing according to the company needs more easily and efficiently.
One instance of pricelist is Multiple Pricing which is the least complicated pricing feature and comes in handy mostly for Volume Pricing which means you can sell the products at different quantities and depending upon the quantity, you get a different price which you can apply seasonally or to a single customer.
To enable this feature, you have to again go to configuration settings in Sales and under the pricing section tick on Multiple Sales price per product.
For better understanding, let’s consider a business case where you have a hardware company that sells a single desktop keyboard for $ 200. The pricing is such that if the client purchases more than 5 quantities they will get it in $150 and if they purchase more than 10 quantity they will get it in $100.
Now to implement this pricelist you have to go to Products setting and select the product which in our case is a keyboard. Once you open it, you can see under General Information, the sales price which is $200.
Now if you switch to Sales tab, you can see the whole Pricing section where you can do multiple pricelist for the product, you can even apply it seasonally by defining the start date and end date.
The above pricing scheme indicates that if the customer is purchasing a minimum 5 Keyboards they will get it in the original sales price i.e $200, if they purchase more than 5 Keyboards they will get it in $150 and if they are purchasing more than 10 Keyboards they will get it at the discountable price of $100.
Now when you create a new Sale Order in the Odoo Sales management App, select the pricelist which in this case is the default Odoo pricelist named public pricelist. Now, when you add the keyboard and It’s in the Orderline it will reflect the pricelist which was defined.
You can also add the pricelist for your specific customer. Let’s consider if your customer is a retailer and you sell them the Keyboard on the retail price of $70. For configuring this type of pricelist, go back to product configuration and open the product which in this case is the keyboard. Once you open it you can see under General Information the sales price is still $200., To define a specific price for a specific customer like a retailer, you need to switch to the sales tab. Under the pricing section, select add an item, create a new pricelist for example Reseller Pricing and set the price to $70 and Save it.
Now you go to Contacts and select the contact of your Retailer. Let’s take the example of Kit Distributor which is a retailer. Now once you open that contact, you will see Sales & Purchases Tab. If you go there you will see Sale Pricelist field which contains the default public pricelist, To apply the pricelist we created for a retailer in the above example, change it to the Reseller Pricelist and save it.
Now when you create a new Sale Order in Odoo Sales Module, select the customer which is in our case is Kit Distributor, change it’s pricelist to the Reseller Pricelist. Now, when you add the product keyboard in the Orderline it will reflect the retail price($70) which was defined. So here we assigned a different unit price for the specific product to the specific customer and that unit price is only applicable to that customer. For other customers, they will have to pay the original sales price.
Prices Computed from Formulas:
Another way to set up your pricelist in Odoo Sales Management module is by computing from formulas which have the most flexibility. Unlike the previous pricelist, it can be applied based on the product, its category, the variant linked to it and many more. To enable this feature you have to go to configuration settings in sales and under the pricing section tick on Multiple Sales price per product and select Prices Computed from Formulas.
Now under the product category, select pricelist which will redirect you to the pages which shows all the pricelist that are configured. When you can create a new pricelist, you will be redirected to the pricelist form view wherein under the Pricelist Items section you can add a pricelist by triggering add a line. Which will open a wizard where you can specify how you want your pricelist to reflect, you can apply on Global i.e. all the Products, Product Category i.e.the product with a specific category, Product i.e some specific product, Product Variant product based on some variant.
Now under price computation, you can compute a price by Fixed Price, Percentage(how much percent discount you want to give to the user) and Formula (where you can define a formula which you want to implement that also allows you to round off your price.)
Once all the details are filled in and saved you can reflect it in your Sale Order when you create one. You just have to change the pricelist section in Sale Order with the pricelist you just created and it will automatically be reflected on the Orderline product price.
Sending Quotation by Email
Once you’re done filling the quotations with the proper details and pricelists you can send it to your customer by triggering send by email button. An automatic email will be prepared based on your predefined template with content and pdf attachment on the email., You can also add your own content if required and can view the attached pdf. The email can be sent by clicking on the SEND button.
If you want to preview the quotation before sending it to the customer you can do it by triggering the print action on the top of the quotation, which will provide you a printable PDF version of your quotation.
Modifying Quotation Layout:
If you want to change the layout of your quotation it can be done again from the Menu items. Under the Configuration tab, go to Settings →General Settings where you will find the Business Document section; where you have the option Change Document Template which will open many predefined layout where you can choose according to your preference.
Once the customer has accepted the quotation you can go ahead and trigger the confirm button and covert the RFQ into the Sale Order.
Odoo Sales Management module is fully integrated with Inventory. so when you confirm the order in Odoo Sales, a smart tab of Delivery will be upgraded in the form view. Now if you click on that Delivery tab, it will redirect you to Inventory. Where all the details are already populated based on your Sale Order. At the top right corner, all the stages are defined and the stage which your outgoing order is currently in will be highlighted.
To Confirm your outgoing order all you have to do is click on the green Validate button on the top left of the screen. Once you validate and apply it, your outgoing order will be upgraded to the Done stage.
Once the order is delivered, you can return to Sale order and create the invoice by triggering create invoice button. There are multiple options available to create invoice such as invoiceable lines, invoiceable lines(deduct down payments), Down payment (percentage), Down payment (fixed amount). Select the invoice option you prefer and trigger the create and view invoices button which will take you to the invoice page. The invoice page has different stages such as DRAFT, OPEN and PAID.
By default, the Invoice would be in the draft stage. To move it to the Open stage you will have to Validate the invoice by clicking on the Validate button. To move it to the Paid stage, you will have to first trigger the register payment button which will open the register payment wizard where all the details will be pre-populated and all you need to do is define the payment method Ultimately click on the validate button which will move the invoice from the Open stage to the Paid stage which means your order has been delivered and the payment is received.
Tracking the History:
All the interaction done for this quotation can be tracked in chatter. Messages sent to or received from the customer can be tracked below the quotation. All the communication history will be preserved and available when quotation gets converted to the sales order.
You can manually create an RFQ in Odoo Sales Management module if you do not want to create the same from the Odoo CRM pipeline. This can be done by triggering the Odoo Sales Management App wherein you will be redirected to the list view of Quotation page. Here you have the option to create button on the top left corner. If you trigger that it will again take you to the customer quotation form where you can fill in the details and carry on with the process as discussed earlier.
You can easily add a new customer and new product in Odoo Sales Management module. Just click on the Customer drop-down menu and click on Create and edit option which will open a new wizard where you can record the customer information such as the website, address, contact number and many more.
You can manually add the products in the Orderline by triggering add a new product under Order Line., To configure the product on the fly click on Configure a product in the dropdown list of Product field.
With Odoo Sales Management module, closing opportunities has become effortless and it also permits you to select predefined quotation for product line offers. You will find the information about the product in the quotation itself which helps you adapt the offer to fit the client needs.
If you find an upselling opportunity with Odoo Sales module you can reorganize the offer by adding more products. When the offer is ready, the customer can sign the deal online. You can have access or scrutinize your past interaction and transaction with your clients at any moment.
With Odoo Sales report you can have insights into your sales activity, revenue by salesperson, revenue by product category. You can categorize your product by month or weeks, once you are done with your reports and finalized the format you can add it to your dashboards in just a few clicks.
Odoo sales Management module is integrated with the major shipping services like DHL, FedEx, Ups and much more
With Odoo Sales module you can increase your sale’s efficiency with an interactive dashboard, amazing quotation and many more smart features
Odoo Sales flow gives you a very smooth interface where you can also add references and quotes which may help you close opportunities easily.
There are several instances when the default Odoo Sales Management app or module does not fulfill the requirements of a company. In such situations, an experienced Odoo implementation partner like Bista Solutions can customize the modules as per your business requirement.