{"id":380,"date":"2021-11-29T05:59:17","date_gmt":"2021-11-29T05:59:17","guid":{"rendered":"https:\/\/cashflowinventory.com\/blog\/?p=380"},"modified":"2025-07-21T17:37:41","modified_gmt":"2025-07-21T17:37:41","slug":"sales-management","status":"publish","type":"post","link":"https:\/\/cashflowinventory.com\/blog\/sales-management\/","title":{"rendered":"Sales Management in Cash Flow Inventory : Documentation"},"content":{"rendered":"\n

Cash Flow Inventory is an all-in-one inventory and financial management solution designed to empower small and medium businesses (SMBs). Its Sales Process Module<\/strong> streamlines the entire order-to-cash workflow, offering unparalleled flexibility, real-time cost tracking, advanced payment handling, and extensive customization options. <\/p>\n\n\n\n

This documentation serves as a complete guide to understanding, configuring, and maximizing the capabilities of the Sales Process Module.<\/p>\n\n\n\n

<\/p>\n\n\n\n

\"Sales<\/figure>\n\n\n\n

<\/p>\n\n\n\n

2. Module Overview<\/h2>\n\n\n\n

The Sales Process Module is built around five core areas, each designed to address critical aspects of sales management:<\/p>\n\n\n\n

    \n
  1. Workflow Flexibility<\/strong>: Supports multiple sales sequences to adapt to diverse business needs.<\/li>\n\n\n\n
  2. Cost & Landed Cost Management<\/strong>: Tracks product and associated costs throughout the sales cycle.<\/li>\n\n\n\n
  3. Advanced Payments & Prepayments<\/strong>: Manages deposits, partial payments, and credit balances.<\/li>\n\n\n\n
  4. Batch\/Serial Tracking & Scanning<\/strong>: Ensures traceability with barcode and serial number integration.<\/li>\n\n\n\n
  5. Customization & Permissions Control<\/strong>: Offers granular control over layouts, fields, and user access.<\/li>\n<\/ol>\n\n\n\n

    These areas are fully configurable at both the global (admin) and user levels, making the module highly adaptable to varying operational requirements.<\/p>\n\n\n\n

    \n\n\n\n

    3. Workflow Flexibility<\/h2>\n\n\n\n

    Cash Flow Inventory supports a range of interchangeable sales sequences, allowing businesses to tailor workflows to their specific processes.<\/p>\n\n\n\n

    3.1 Sequence Options<\/h3>\n\n\n\n

    The module supports the following workflows, as evidenced by navigation tabs and settings:<\/p>\n\n\n\n

      \n
    1. Order \u2192 Invoice \u2192 Payment<\/strong>: Create an order, generate an invoice, and record payment.<\/li>\n\n\n\n
    2. Invoice \u2192 Payment<\/strong>: Start directly with an invoice, followed by payment collection.<\/li>\n\n\n\n
    3. Order \u2192 Invoice \u2192 Delivery Order \u2192 Payment<\/strong>: Includes delivery as a distinct step before payment.<\/li>\n\n\n\n
    4. Order \u2192 Delivery Order \u2192 Invoice \u2192 Payment<\/strong>: Prioritizes delivery before invoicing.<\/li>\n\n\n\n
    5. One-Page Cash Sales (A4\/POS-ready)<\/strong>: A streamlined process for quick transactions.<\/li>\n<\/ol>\n\n\n\n

      These sequences are visible in the navigation structure (e.g., Orders, Ship & Delivery, Invoices, Payments) and configurable settings.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n

      3.2 Configuring Workflow Steps<\/h3>\n\n\n\n
        \n
      1. Global Settings<\/strong>: Administrators configure workflows under Settings \u2192 Sales<\/strong>. For example, the “Sales Flow” dropdown offers options like “Order + Pack + Delivery Order (+ Shipping + Delivery) + Invoice + Payment,” allowing businesses to define detailed sequences including packing and shipping steps.<\/li>\n\n\n\n
      2. Per-User Overrides<\/strong>: Role-based permissions allow or restrict users from initiating specific steps (e.g., creating orders or invoices), configurable under user role settings.<\/li>\n<\/ol>\n\n\n\n

        3.3 One-Page Cash Sales<\/h3>\n\n\n\n
          \n
        1. Access<\/strong>: Available via Sales \u2192 Orders<\/strong> or directly through the “+ New” button, supporting rapid order creation.<\/li>\n\n\n\n
        2. Print Options<\/strong>: Orders and invoices can be printed in A4 or POS formats, as indicated by the “Print” button in order entry and fulfillment screens.<\/li>\n\n\n\n
        3. Product Selection<\/strong>: Supports searching by product name or SKU, with barcode\/QR code scanning via the “Scan by SKU” feature.<\/li>\n<\/ol>\n\n\n\n

          <\/p>\n\n\n\n

          \"\"<\/figure>\n\n\n\n

          <\/p>\n\n\n\n

          4. Cost & Landed Cost Management<\/h2>\n\n\n\n

          The module provides robust tools to track and manage costs throughout the sales process, ensuring accurate profitability insights.<\/p>\n\n\n\n

          4.1 Product vs. Cost Lines<\/h3>\n\n\n\n
            \n
          1. Product Lines<\/strong>: Include unit price, quantity, taxes (e.g., GST 7%), and inline discounts, as seen in the order details table with items like “Bohemian Bluffs Eco-Candle” (BDT 35.99) and “Mandala Tray” (BDT 44.99).<\/li>\n\n\n\n
          2. Cost Lines<\/strong>: Track additional costs like shipping, labor, or customs, configurable via the “Cost Lines” section in the order entry screen. This section can be enabled\/disabled under admin settings, with fields for supplier, category, and total cost.<\/li>\n<\/ol>\n\n\n\n

            4.2 Costing Methods<\/h3>\n\n\n\n
              \n
            1. Options<\/strong>: Weighted Average, FIFO (First-In-First-Out), LIFO (Last-In-First-Out).<\/li>\n\n\n\n
            2. Configuration<\/strong>: Select the method under Settings \u2192 Inventory Costing<\/strong>, ensuring cost calculations align with business accounting practices.<\/li>\n<\/ol>\n\n\n\n

              4.3 Automatic Bill Creation<\/h3>\n\n\n\n
                \n
              1. Process<\/strong>:\n
                  \n
                • Enter cost details (e.g., shipping fees) in the “Cost Lines” section of an order or invoice.<\/li>\n\n\n\n
                • Click “Create Bill” to generate a supplier bill automatically.<\/li>\n\n\n\n
                • Review and post the bill directly from the sales screen.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                • Evidence<\/strong>: The “Cost Lines” table includes fields like “Billable” and “To Invoice,” indicating integration with billing workflows.<\/li>\n<\/ol>\n\n\n\n

                  <\/p>\n\n\n\n

                  \"\"<\/figure>\n\n\n\n

                  <\/p>\n\n\n\n

                  5. Advanced Payments & Prepayments<\/h2>\n\n\n\n

                  The module supports flexible payment scenarios, enhancing cash flow management for SMBs.<\/p>\n\n\n\n

                  5.1 Prepayment Handling<\/h3>\n\n\n\n
                    \n
                  1. At Order Entry<\/strong>: Capture deposits during order creation, as shown in the “ADV” (Advance) column in the Sales Orders table , where values are currently 0.00 but indicate prepayment tracking.<\/li>\n\n\n\n
                  2. Auto-Balance Invoicing<\/strong>: Upon delivery, generate invoices for the remaining balance, configurable via the “Applied Advance” setting set to “Proportional Allocation (Pro Rata Basis).”<\/li>\n<\/ol>\n\n\n\n

                    5.2 Payment Application<\/h3>\n\n\n\n
                      \n
                    1. New Payments<\/strong>: Record payments directly on invoices via the “MAKE PAYMENT” button or orders via the “Payment Received” tab.<\/li>\n\n\n\n
                    2. Credit Balance<\/strong>: Apply existing customer credits to new invoices, tracked in the “Advance Balance” field (Detail section for Active Lifestyles Corp shows 0.00, but structure supports credits).<\/li>\n<\/ol>\n\n\n\n

                      5.3 Payment Integration<\/h3>\n\n\n\n
                        \n
                      1. Default Accounts<\/strong>: Set default Cash or Bank accounts under Settings \u2192 Payment Defaults<\/strong>.<\/li>\n\n\n\n
                      2. Per-Transaction Overrides<\/strong>: Adjust payment methods during entry, as implied by the flexible payment options in the interface.<\/li>\n<\/ol>\n\n\n\n

                        <\/p>\n\n\n\n

                        \"\"<\/figure>\n\n\n\n

                        <\/p>\n\n\n\n

                        6. Batch\/Serial Tracking & Scanning<\/h2>\n\n\n\n

                        Ensure product traceability with integrated batch\/serial tracking and scanning capabilities.<\/p>\n\n\n\n

                        6.1 Enabling Tracking<\/h3>\n\n\n\n
                          \n
                        • Configuration<\/strong>: Toggle “Enable Batches” or “Enable Serials” under Settings \u2192 Product Tracking<\/strong>, enabling these fields across sales screens.<\/li>\n<\/ul>\n\n\n\n

                          6.2 Entry Screens<\/h3>\n\n\n\n
                            \n
                          • Display<\/strong>: Batch\/serial fields appear in Order Entry, Invoice, and Delivery screens when enabled.<\/li>\n\n\n\n
                          • On-the-Fly Creation<\/strong>: Create new batch\/serial numbers during product entry, enhancing flexibility.<\/li>\n<\/ul>\n\n\n\n

                            6.3 Barcode & QR Code Scanning<\/h3>\n\n\n\n
                              \n
                            • Scanner Integration<\/strong>: Supports USB or mobile camera scanners, as evidenced by the “Scan by SKU” button.<\/li>\n\n\n\n
                            • Search<\/strong>: Scan codes to auto-populate product details (e.g., SKU “BBI\/HOME-8401” for Eco-Candle) and batch\/serial fields.<\/li>\n<\/ul>\n\n\n\n
                              \n\n\n\n

                              7. Page Layout & Field Visibility<\/h2>\n\n\n\n

                              Customize the sales interface to match business needs with flexible layout controls.<\/p>\n\n\n\n

                              7.1 Show\/Hide Blocks<\/h3>\n\n\n\n
                                \n
                              1. Blocks Available<\/strong>: Measurements (e.g., Units), Shipping & Delivery (“DELIVERY” column), Landed Cost (“Cost Lines”), Attachments, Advanced Payments (“APPLIED ADVANCE”), Order Summary (Grand Total).<\/li>\n\n\n\n
                              2. Admin Control<\/strong>: Configure under Settings \u2192 Page Layout<\/strong>, using drag-and-drop to enable\/disable blocks globally.<\/li>\n\n\n\n
                              3. User Overrides<\/strong>: Assign view\/edit rights per block within role permissions.<\/li>\n<\/ol>\n\n\n\n

                                7.2 Custom Fields & Attachments<\/h3>\n\n\n\n
                                  \n
                                1. Custom Fields<\/strong>: Add fields like text (e.g., “D_Location”), numbers, dates, or dropdowns (e.g., “Price Type”) to any block.<\/li>\n\n\n\n
                                2. Attachments<\/strong>: Upload PDFs, images, or documents per transaction, implied by the modular design and “Add New” options.<\/li>\n<\/ol>\n\n\n\n
                                  \n\n\n\n

                                  8. Approval & Permission Management<\/h2>\n\n\n\n

                                  Maintain oversight with detailed approval workflows and role-based permissions.<\/p>\n\n\n\n

                                  8.1 Approval Workflow<\/h3>\n\n\n\n
                                    \n
                                  1. Steps Requiring Approval<\/strong>: Orders (“PENDING” status), Delivery Orders ( “PICKED” status), Invoices.<\/li>\n\n\n\n
                                  2. Approval Roles<\/strong>: Define approvers per step, with settings like “Order Approval: Auto-Approval Minimum Advance (25%)”.<\/li>\n\n\n\n
                                  3. Notifications<\/strong>: Email alerts for pending approvals, inferred from the notification bell in the UI.<\/li>\n<\/ol>\n\n\n\n

                                    8.2 Role-Based Permissions<\/h3>\n\n\n\n
                                      \n
                                    1. Granularity<\/strong>: Control View, Create, Edit, Approve, Delete rights for each module\/block, as seen with action buttons like “Edit” and “Delete”.<\/li>\n\n\n\n
                                    2. Default Roles<\/strong>: Admin, Sales Manager, Sales Rep, Accountant, configurable via user settings.<\/li>\n\n\n\n
                                    3. Custom Roles<\/strong>: Create tailored roles with specific permissions combinations.<\/li>\n<\/ol>\n\n\n\n
                                      \n\n\n\n

                                      9. Reporting & Audit Trail<\/h2>\n\n\n\n

                                      Gain full visibility into sales activities with robust reporting tools.<\/p>\n\n\n\n

                                      9.1 Sales Ledger<\/h3>\n\n\n\n
                                        \n
                                      • Features<\/strong>: Real-time view of orders, invoices, and payments, with filters by date, customer, and status (e.g., “PENDING” vs. “APPROVED”).<\/li>\n\n\n\n
                                      • Example<\/strong>: Invoices with details like “IN-100003” for Emily Tan (Total: 59.12, Due: 59.12).<\/li>\n<\/ul>\n\n\n\n

                                        9.2 Audit Trail<\/h3>\n\n\n\n
                                          \n
                                        • Logging<\/strong>: Automatically tracks edits, approvals, and actions, “STATUS”, exportable to CSV\/PDF via “Export” .<\/li>\n<\/ul>\n\n\n\n

                                          9.3 Prepayment Reports<\/h3>\n\n\n\n
                                            \n
                                          • Summary<\/strong>: Tracks outstanding deposits and applied credits, visible in “APPLIED ADVANCE” and “Advance Balance” .<\/li>\n<\/ul>\n\n\n\n
                                            \n\n\n\n

                                            Conclusion<\/h2>\n\n\n\n

                                            The Sales Management module of Cash Flow Inventory offers a powerful, flexible solution for SMBs, integrating workflow customization, cost tracking, payment management, traceability, and detailed reporting. <\/p>\n\n\n\n

                                            This documentation, provides a comprehensive guide to configuring and utilizing the module, ensuring businesses can optimize their sales processes effectively. Whether managing customer data, fulfilling orders, or tracking financials, Cash Flow Inventory delivers a user-friendly, production-ready platform tailored to modern business needs.<\/p>\n","protected":false},"excerpt":{"rendered":"

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