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Sales Business Process

1. The CRM
Odoo Open Source CRM (Customer Relationship Management) system is a powerful browser-based
sales software designed to increase organisational efficiency.The benefit of utilising Odoo CRM is not
only the ease of use and ability to highly customise it, it’s that the sales, marketing, management and
accounting departments, can all collaboratively use it as it's integrated with everything you need.

The above image is in the kanban view. It allows us to the opportunities in different stages.
The flow goes from left to right in terms of qualification, negotiation and won opportunity.

1.1 Generate a new lead


Lead generation is the process by which a company acquires leads and collects relevant datas about
potential customers in order to enable a relationship and to turn them into customers.

For example, a website visitor who fills in your contact form to know more about your products and
services becomes a lead for your company. Typically, a Customer Relationship Management tool such
as Odoo CRM is used to centralize, track and manage leads.

1.2 Convert lead into opportunity


Opportunity is the next step of lead, we can convert a lead to opportunity by pressing “Convert to
opportunity” button from the lead form (see the above image). Convert to opportunity button will
give us a wizard like below. Here we can change the customer, merge duplicate leads, change the
sales person, sales team etc.

We can see the lead is converted from the opportunity. Now we can view the record
is listed in the opportunity pipeline. We can drag it to the next stage based on the
development of the lead like E-mails, calls, demo, etc.

1.3 Schedule Next Activities


Odoo CRM integration enables organizations to schedule next activities such as meetings and
phone calls to stay on track. For example ,the Sales Manager had a call this morning with the
potential customer then he can enter these details in the ‘schedule activity’.
1.4 Won opportunity
In case the quotations have been accepted then the won opportunity is assigned to the opportunity.
The opportunity is converted into the customer.

2. Sales Management
Sales Management helps to automate the entire order to cash flows by optimizing processes and
deliver on time. The process of taking, approving, scheduling, tracking, fulfilling and being paid for
orders is the regular and day to day activities of the business.

Odoo sales management provides you with complete information related to the sales department.
You can easily check the information on the invoicing, deliveries, follow up, trace-ability, and so on.
Sales management in Odoo is tightly integrated with CRM and Inventory. The Sales process involves
the following features :

 Manage Customers
 Quotations/Proforma invoices to customers
 Convert the quote to Sales when a customer confirms the quotation
 Generate invoice to customer

2.1 Configure products


The products tab allows us to view the different types of products we have and also provide us with
information such as the sales price, the buying price, units available and sold and the product type
whether it is consumable or not.

2.1.1 Set taxes


For the different types of products, we can apply different tax. For example, the tax for milk can
be changed to 5%.

2.2 Quotation
A quotation is used to let a potential customer know the cost of goods or services before they decide
to purchase them. When a seller sends a quotation, it commits them to a certain price. This is why
quotations are mostly used when costs are relatively stable and the services/goods to be provided can
be accurately estimated (labor, cost of raw materials, etc.).

On Odoo Sales, the basic sales flow will be to create a quotation, send it to your customer, wait for
confirmation, confirm the sales order and create an invoice.

2.2.1 Set a deadline


When sending quotations, it is important to set a deadline to encourage your customers to act.
Indeed, this will stimulate them because they will be afraid of missing a good deal and it will also
allow you to protect yourself in case you have to fulfill an order at a price that is no longer profitable
for you.

With Odoo Sales, it is possible to instantly add an Expiration Date from the quotation or the sales
order.

2.2.2 Deliver and invoice to different addresses


With Odoo Sales, you can configure different addresses for delivery and invoicing. For some
customers, it will be very practical to define specific billing and shipping addresses. Indeed, not
everyone will have the same delivery location as the invoicing location.
The different scenarios are as shown below :
1. Add address from a quotation
When a quotation is created, we must add a customer. This customer can be a company or a person
with specific shipping address already defined in the system or it can be a new customer.
In this case, we go the ‘Create and Edit’ to add the new customer’s details.

When the customer’s information is saved into the system, the next time we want to contact the
same client, the system will automatically populate the text fields such as Company address, phone,
mobile and email.

2. Add address from a contact form


In the customers’ tab, we can create or modify every customer we want t o add, delete or modify
invoice and delivery address instantly before creating a quotation.

After we need to give this quotation to the customer. We can either generate a PDF or send it by
email to the customer.

PDF:
Email :

Once the quotation is confirmed, we can click on ‘Confirm’ and the style will change from ‘Quotation
sent’ to ‘Sales Order’.
2.3 Invoicing
An invoice is a commercial document that itemizes and records a transaction between a buyer and a
seller. If goods or services were purchased on credit, the invoice usually specifies the terms of the
deal and provides information on the available methods of payment. Types of invoices may include a
receipt, a bill of sale, debit note, or sales invoice.

2.3.1 Invoice based on delivered quantities


The Invoice what is delivered rule will invoice customers once the delivery is done. This rule concerns
businesses that sell materials, liquids or food in large quantities. In these cases, the quantity might
diverge a little bit and it is, therefore, preferable to invoice the quantity actually delivered.

Once the quotation is confirmed and that the status went from Quotation sent to Sales order, you are
able to see your delivered and invoiced quantities directly from your sales order.

Finally, to create an invoice, you will have different possibilities: regular invoice or down payment
(percentage or fixed amount).

2.3.1.1 Request a down payment


A down payment is a partial payment made by the buyer when a sales contract is concluded. This
implies both parties’ full commitment (seller and buyer) to honor the contract. With a down
payment, the buyers show their will to acquire the product and agree to pay the rest later, while
the sellers are obliged to provide the goods by accepting it.
Sometimes a down payment is required for expensive orders or projects. That way, you can
protect yourself and make sure that your customer is reliable.
To create an invoice, Odoo Sales offers you 3 options:

 Regular invoice
 Down payment (percentage)
 Down payment (fixed amount)

In terms of down payment, it can either be a fixed amount or a percentage of the total amount.
The first time you request a down payment, you can set a percentage or a fixed amount of your
choice, and select the right income account and taxes. These settings will be reused for future
down payments.

For this example, we will use a 50% amount down payment with a product using ordered
quantities as invoicing policy.

You will have the possibility to see the order as a customer with the Customer preview button or to
reach easily the previous draft invoice with the Invoice button. In any case, the down payment will be
mentioned on both (sales order and draft invoice).
To complete the flow, when the customer wants to pay the rest of his sales order, you must create
another invoice. Once again, you will have the choice to make another down payment or to deduct all
the down payments and so, paying the rest of the invoice as a regular invoice.

2.3.2 Send a pro-forma invoice


A pro-forma invoice is an abridged or estimated invoice in advance of a delivery of goods. It notes the
kind and quantity of goods, their value, and other important information such as weight and
transportation charges. Pro-forma invoices are commonly used as preliminary invoices with a
quotation, or for customs purposes in importation. They differ from a normal invoice in not being a
demand or request for payment.
2.4 Payment
Payment is the transfer of one form of goods, services, or financial assets in exchange for another
form of goods, services, or financial assets in acceptable proportions that have been previously
agreed upon by all parties involved. Payment can be made in the form of funds, assets or services.

2.4.1 Enable online Payment


In general, online payments are considered as a fast and secure alternative to traditional payment
methods. It is generally cheaper, easier and faster than other payment methods. It is particularly
useful and efficient for international transactions. With Odoo Sales, you can use online payments to
get automatic orders confirmation. Online payments are made instantly, so it’s very convenient and
saves lots of time in a basic sales process.

2.4.2 Register a payment


After opening quotations from their received email, your customers will have different possibilities to
make their online payments. For example:
Sales Business Decision Making Using Dashboard
A sales dashboard is a great tool to stay on top of your relevant sales KPIs and monitor them in one
central place. It helps you to reach your planned sales goals through detailed analyses of your sales
performance, sales cycle length and sales funnel.

Decision making using Dashboard

A sales dashboard is a great tool to stay on top of your relevant sales KPIs and monitor them in one
central place. It helps you to reach your planned sales goals through detailed analyses of your sales
performance, sales cycle length and sales funnel.
It provide a quick overview of data related to the different stages such as opportunity, qualified,
proposition and won during the last month.
It also provides access to compare current data with previous time range to quickly summarize sales

performance so executives can get the important facts about their business at a glance.

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