Sales Module

Opening the Sales App

1. Click the Apps menu at the top left
2. Find and click the Sales app in the list
3. The Quotations list opens by default

Create Your First Quotation

1. Click the New button
2. Start typing the customer's name in the Customer field, or add a new customer with Create and Edit
3. Add products with Add a line in the Order Lines tab
4. Select a product in the Product column and enter the Quantity
5. Click the Save button at the top of the page

View Options

Use the view icons at the top right:

• List: every quotation in a table
• Kanban: cards by status
• Pivot: a summarised analysis table
• Graph: visual sales charts

Filtering and Search

From the Filters drop-down in the search bar:

• Draft Quotations: quotations not yet sent
• Quotation Sent: sent to the customer, awaiting an answer
• Sales Orders: confirmed orders
• To Invoice: orders that need invoicing

Margin calculation:
─────────────────────────────────────────
Sales price:     1,000 TL
Cost:              600 TL
─────────────────────────────────────────
Margin:            400 TL
Margin %:           40%

After discount (15%):
Sales price:       850 TL
Cost:              600 TL
─────────────────────────────────────────
Margin:            250 TL
Margin %:           29%

Preparing a Detailed Quotation

1. Go to the Sales › Orders › Quotations menu
2. Click the New button
3. Select the Customer (search or create a new one)
4. Pricelist: select it if the customer has a dedicated price list
5. Expiration: set the last date the quotation is valid
6. Payment Terms: choose 30 days, 60 days, etc.

Adding Product Lines

1. Click the Order Lines tab
2. Click the Add a line button
3. Search by typing the product name in the Product column
4. Enter the Quantity
5. The Unit Price fills in automatically; edit it if needed
6. Enter a discount percentage in the Disc. % column (optional)
7. Repeat for more products

Using a Template

1. Find the Quotation Template field on the new quotation form
2. Choose a template from the drop-down list
3. All the template's products are added automatically
4. Adjust quantities and prices if needed

Creating a Template

1. Go to the Sales › Configuration › Quotation Templates menu
2. Click the New button
3. Enter the Template Name (e.g. "Corporate IT Package")
4. Add the default products in the Lines tab
5. Set the Validity and the Confirmation Mail
6. Save

Turning on Margin Visibility

1. Go to the Sales › Configuration › Settings menu
2. Find the Pricing section
3. Tick Show margins on sales lines
4. Click the Save button
5. Every quotation line now shows the Margin and Margin % columns

Creating a Price List

1. Go to the Sales › Products › Pricelists menu
2. Click the New button
3. Enter the Pricelist Name (e.g. "Dealer Prices")
4. Choose the Currency (TRY, USD, EUR, etc.)

Adding a Price Rule

1. Switch to the Price Rules tab
2. Click the Add a line button
3. Apply On field, choose the target:
   • All Products: general rule
   • Product Category: a specific category
   • Product: a single product
   • Product Variant: a specific variant
4. Computation type, choose:
   • Fixed Price: a specific price
   • Discount %: a percentage off the list price
   • Formula: a calculation on the cost or another list
5. Define a quantity discount with Min. Quantity
6. Save

Assigning a Price List to a Customer

1. Go to the Sales › Orders › Customers menu
2. Open the customer
3. Click the Sales & Purchase tab
4. Select the list in the Pricelist field
5. Save
6. This price list is applied automatically to quotations for this customer

Quantity Discount Example

For 10% off 10+ units and 20% off 50+ units:

1. First rule in the price list via Add a line: Min. Quantity=10, Discount=10%
2. Second rule: Min. Quantity=50, Discount=20%
3. The system applies the best-matching rule automatically

Sending a Quotation by E-mail

1. Open the quotation (draft or saved)
2. Click the Send by E-mail button at the top
3. The e-mail composer opens:
   • To: the customer's e-mail fills in automatically
   • Subject: generated with the quotation number
   • Message: from the template; you can edit it
4. The quotation is attached as a PDF automatically
5. Click the Send button
6. The quotation status becomes Quotation Sent

Downloading as PDF

1. Open the quotation
2. Click the Print button at the top
3. Choose Quotation / Order in the drop-down
4. The PDF file is downloaded
5. For a pro-forma invoice use the Pro-Forma Invoice option

Sharing the Portal Link

1. After sending the quotation, click the Customer Preview button at the top
2. The customer portal opens
3. Copy the URL from the browser
4. Share it via WhatsApp, SMS or another channel

Turning on Online Signature and Payment

1. Go to the Sales › Configuration › Settings menu
2. Find the Quotations & Orders section
3. Tick Online Signature
4. Tick Online Payment
5. Save
6. For payment providers go to Accounting › Configuration › Payment Providers
7. Enable methods such as Stripe, PayPal or bank transfer

Turning a Quotation into an Order

1. Open the sent quotation
2. Click the Confirm button at the top
3. The quotation number (S00001) becomes the order number (SO0001)
4. The status becomes Sales Order
5. A delivery order is created automatically for stockable products

Cancelling an Order

1. Open the order
2. Click the Cancel button at the top
3. In the confirmation dialog click Yes, Cancel
4. The status becomes Cancelled
5. Use the Set to Draft button to reactivate it

Creating Approval Rules

1. Go to the Sales › Configuration › Settings menu
2. Enable Order Approval in the Quotations & Orders section
3. Save
4. For approval rules go to the Settings › Technical › Approval Rules menu
5. Create a rule for Sales Order (e.g. manager approval for amounts > 50,000 TL)

Turning on the Credit Limit Check

1. Go to the Sales › Configuration › Settings menu
2. Tick Sales Credit Limit
3. Save
4. A Credit Limit field appears in the Accounting tab of customer cards
5. When the limit is exceeded the order is blocked automatically

Viewing the Delivery Status

1. Open the sales order
2. Click the Delivery smart button at the top right
3. The delivery order(s) are listed
4. Status: Waiting, Ready, Done

Completing the Delivery (Warehouse Staff)

1. Go to the Inventory › Operations › Transfers menu
2. Open the delivery order (it starts with OUT/)
3. Enter the delivered quantities in the Done column
4. Click the Validate button
5. The stock is reduced automatically

Making a Partial Delivery

1. Open the delivery order
2. Enter in the Done column only the quantity you can deliver
3. Click Validate
4. The system asks: "What should happen to the remaining quantity?"
5. Choose Create Backorder - a new delivery order is created for the rest
6. Or remove the remaining quantity with Cancel

Changing the Delivery Address

1. Open the sales order (before confirming)
2. Click the Other Info tab
3. Choose another address in the Delivery Address field
4. If the customer has several addresses you can pick one from the list
5. Use Create and Edit for a new address

Creating an Invoice from an Order

1. Open the sales order
2. Click the Create Invoice button at the top
3. Choose the invoicing type:
   • Regular Invoice: invoice the whole order
   • Down payment (percentage): the given percentage
   • Down payment (fixed amount): the given amount
4. Click Create and View Invoice
5. The invoice opens as a draft

Confirming the Invoice

1. Review the draft invoice
2. Make any corrections needed
3. Click the Confirm button
4. An invoice number is assigned and the accounting entry is created
5. The status becomes Posted

Sending the Invoice to the Customer

1. Open the confirmed invoice
2. Click the Send & Print button
3. Tick the Send by E-mail option
4. The e-mail template loads automatically
5. Click Send

Taking a Down Payment (Staged Invoicing)

1. Open the confirmed order
2. Click Create Invoice
3. Choose Down payment (percentage), e.g. 30%
4. Create and View Invoice
5. The down-payment invoice is created; confirm and send it
6. After delivery, invoice the rest with Create Invoice again
7. The down payment is deducted automatically on the final invoice

Setting the Invoicing Policy

1. Go to the Sales › Configuration › Settings menu
2. Find the Invoicing section
3. Invoicing Policy choose:
   • Ordered quantities: can be invoiced as soon as it is confirmed
   • Delivered quantities: only what has been delivered is invoiced
4. Save

Registering a Payment on an Invoice

1. Go to the Accounting › Customers › Invoices menu
2. Open the invoice to be paid
3. Click the Register Payment button
4. Amount: enter the payment amount
5. Date: choose the payment date
6. Journal: choose the bank/cash account
7. Payment Method: bank transfer, cash, cheque, etc.
8. Click Create Payment

Viewing Overdue Invoices

1. Go to the Accounting › Customers › Invoices menu
2. Open Filters in the search bar
3. Choose the Overdue filter
4. Every overdue invoice is listed
5. For aging use Accounting › Reporting › Aging

Payment Reminder E-mail

1. Go to the Accounting › Customers › Payment Follow-up menu
2. Select the customers to remind (checkbox)
3. Choose Send Reminder from the Action menu
4. The e-mail template opens; edit it if needed
5. Send

Automatic Reminder Rules

1. Go to the Accounting › Configuration › Follow-up Levels menu
2. Click New
3. Days After: how many days after the due date (e.g. 7)
4. E-mail Template: the template to use
5. Automatic: if ticked, it is sent automatically by a scheduled job
6. Create several levels (7 days, 30 days, 60 days)

Creating a New Product

1. Go to the Sales › Products › Products menu
2. Click the New button
3. Enter the Product Name
4. Tick Can be Sold
5. Product Type choose:
   • Storable Product: stock is tracked
   • Consumable: stock is not tracked
   • Service: not physical
6. Enter the Sales Price
7. Enter the Cost (for the margin)
8. Save

Creating Product Variants

1. Go to the Attributes & Variants tab on the product card
2. Click Add a line
3. Attribute: choose e.g. "Colour" (create it if it does not exist)
4. Values: choose values such as "Red, Blue, Black"
5. Add a new line for another attribute (e.g. Size)
6. Save
7. The variants are created automatically (e.g. Red-S, Red-M, Blue-S, ...)

Product Categories

1. Go to the Sales › Configuration › Product Categories menu
2. Click New
3. Enter the Category Name (e.g. "Electronics")
4. Parent Category: choose the parent for the hierarchy
5. Save
6. You can select this category on product cards

Sales Analysis Report

1. Go to the Sales › Reporting › Sales menu
2. The pivot table view opens by default
3. Switch to the graph view at the top right
4. Choose the date range with Filters
5. Group by salesperson, product or customer with Group By

Customising the Pivot Table

1. Use the field list on the left of the pivot view
2. Drag into Rows: Product, Customer, Salesperson
3. Drag into Columns: Month, Quarter
4. Values: choose Amount, Quantity, Margin
5. Save the view with Favorites

Exporting the Report

1. Open the report view you want
2. Click the settings icon at the top right
3. Choose Export to Excel or Insert in Spreadsheet
4. The Excel file is downloaded or added to a PORTWARE spreadsheet

Adding to a Dashboard

1. Click Favorites in the report view
2. Choose Add to Dashboard
3. Choose the target dashboard or create a new one
4. Set the chart type and size
5. Add

Keyboard Shortcuts

Moving around reports quickly:

• Ctrl + Shift + F: open/close filters
• Ctrl + G: the group-by menu
• Alt + ↓: the next record