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Purchase


Purchase



PURCHASE 

Purchase management can improve your purchase work process dependent upon stock levels/dimensions, sales orders, and forecasted producing orders. Much the same as sales, it is actually simple to oversee the purchase, utilizing Seedor platform. One can consistently produce quotations, convert them later to a sales order and create bills in all respects effectively. Sales and Purchase vouchers, Purchase , Purchase requisitions are some other supportive applications which can additionally upgrade the purchase management functionalities.



CREATING PRODUCTS

           Creating products in Seedor  is much essential for speedy and proficient buying. All you need to do is -go to Products submenu under Purchase, and click CREATE



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As soon as you click on the CREATE button, you will be navigated to a new window with a product info.There you can click on the EDIT button and make all the necessary changes to the product and its associated attributes.

                          The creation form will look like below image.



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You have the following fields under the product form-

Product name: It is the name which will be displayed on all other screens that refer to this specific product.

Can be Sold: To remove a product from showing up on ‘sales product’ list, uncheck the Can be Sold button. Generally, this is used while creating a raw material or a product for internal consumption.

Can be Expensed: Specify whether the product can be selected from an expense.

Can be Rented: If ticked the option, you allow renting of this product.

Under General information tab

Product Type: Product Type is the first option on the Information tab. There are three available product types:

Consumables: A product for which the user doesn't want to manage the inventory (no quantity on hand or forecasted) but that can be received from the supplier or delivered to the customer. Seedor assumes that the product always has enough stock

Stockable: The product which is managed with Inventory. This product is used in stock management and its replenishment is more or less automated by the rules defined in the system. In Stockable product, you can easily maintain your minimum stock level by defining reordering rule for stock in your system, so that your stock will not reach to out of stock. If you do not set Reordering rule, Seedor ERP will show-up warning messages in quotation, if there isn’t enough balance in the stock. Seedor ERP will prevent processing delivery orders that don’t have balances in the stock and it can be processed only by force availability button in the delivery order

Product Category: User can organize the products under a specific category

Internal Reference: For the most part, Seedor utilizes the Product Name field and the description when displaying product information. It is very common that a company may have a coding system for its products. The Internal Reference field is useful to enter an alternative product code or number for the product in that case.

Barcode: Especially, when the number of products is more, the probability of human error also increases. Now smartly and effortlessly add/update product quantity by scanning product barcodes while receiving or delivering products in Seedor .

Version: Defines the current version of the product.

Sales Price: The base sale price of the product, the product may be different if there are variants available.

Consumer Tax: Tax engine is very flexible and support many different type of taxes: value added taxes (VAT), eco-taxes, federal taxes, retention, withholding taxes, etc. For most countries, the chart of account you setup is automatically pre-configured with the main taxes of the country.

Tax Cloud Category: The Tax Cloud category in Our product  allows you to correctly calculate the sales tax for every address in the United States and keeps track of which products are exempt from sales tax and in which states each exemption applies. Tax Cloud calculates sales tax in real-time for every state, city, and special jurisdiction in the United States.

Cost: Cost used for stock valuation in standard price and as a first price to set in average/FIFO.

Unit of Measure: Default unit of measure used for all stock operations.

 Purchase Unit of Measure: Default unit of measure used for purchase orders. It must be in the same category as the default unit of measure.

 Under the Product variants tab, one can deal with the products having distinctive varieties, similar to measure, shading, and so on. It permits dealing with the product at the template level (for all varieties) and at the variant level (specific attributes).





 


Creating a Request for Quotation 

A Request for Quotation (RfQ) is used when you plan to purchase some products and you would like to receive a quote for those products. In Seedor,
the Request for Quotation is used to send your list of desired products to your supplier. Once your supplier has answered your request, you can choose to go ahead with the offer and purchase or to turn down the offer. In the Purchase module, open Purchase Requests for Quotation and click on Create.






 


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Select your supplier in the Vendor menu, or create it on-the-fly by clicking on Create and Edit. In the Order Date field, select the date to which you wish to proceed to the actual order.

In Products, click on Add an item. Select the product you wish to order in the Product menu. Specify the Quantity by inserting the number and selecting the unit of measure. In the Unit Price field, specify the price you would like to be offered (you can also leave the field blank if you don't know what the price should be), and add the expected delivery date in the Scheduled Date field. 


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Click on Save, then Print RFQ or Send RFQ by email

 After having clicked on Send, you will notice that the RFQ's status will switch from Draft to RFQ Sent. Once your supplier has replied with an offer,   update the RFQ by clicking on Edit to fit the quotation (prices, taxes, expected delivery lead time, payment terms, etc.), then click on Save to issue a Purchase Order. To proceed with the order, click on Confirm Order to send the order to the supplier. The RFQ's status will switch to Purchase Order.


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CREATING PURCHASE ORDER

To proceed with the order, click on Confirm Order to send the order to the supplier. The RFQ's status will switch to Purchase Order 




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     Click on Register Payment, insert the details of the payment, once payment is completed ,we can receive the product



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After Receiving the product ,We can Validate the quality of product. For that Click on validate button,validate it.



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CANCELLING PURCHASE ORDER

Because of false impressions, human blunders or change of plans, we may at times have to drop or cancel the purchase order sent to providers. Seedor enables you to do it. One can cancel the purchase via tapping the cancel button.



 



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                                                                      Seedor consequently cancels the outstanding shipments associated to this particular purchase order.
                                                                      Change occurs in the status bar from Purchase order to Cancelled.





Purchase order lines

Under this purchase order line, we have seen all already created purchase list




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VENDOR MANAGEMENT

The vendors described in the platform are listed out in the vendor menu accessible from the orders tab of the module. The vendor list available is described and the user can view the menu in the kanban format or the list view. In addition, the data available can be sorted out using the various filtering options available in the platform

In the instance of a new vendor creation to the platform the user can access the creation window by selecting the create option available.





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In the vendor creation window the user can provide the vendor name , mention it as the company or an individual, allocate the company address and the taxation details as per the region of operation. Describe the contact details of the company such as mobile, office number, email ID, website links and the tags allocated with the vendor for the in house operations. In the contacts and address menu the user and add the respective address and the location details of the vendor





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Reporting

Analyze the performance of my vendors



In the event that your organization normally purchases items from several providers, it is indeed helpful to get insights on your buys. There are a several reasons to follow and analyze your seller's performance: From Purchase reporting function, the end client can without much of a stretch see all the appropriate advancement and happenings in business operation.
Seedor reporting empowers you to get adaptable reports on merchant performances.




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Depending upon the information you need to feature, you may need to show your reports in an increasingly visual view.
It encourages you in changing your report in only a tick in 3 diagram perspectives: a Pie Chart, a Bar Chart and a Line Chart: These perspectives are available through the symbols featured on the screen capture underneath.







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Inventory




Inventory


 



                            Inventory  aspects of every company where all the final result operations are committed. The final results of a company are the product movement and storage which takes place in the inventory of a company. In addition, this is an area where all the strategy management operation booths advanced, complicated and simple should function together in a group to batting the expected result.
Seedor software recognizes the need of an effective, efficient and reliable inventory management system which paved the way for the development of Inventory model and its additional attributes.









INVENTORY DASHBOARD

In Inventory Dashboard, here we can see that How many of the delivery order sent, How many of the Internal transfers done and total reordering rules and assigned count .






 

PRODUCT CREATION

The products in our platform can be created in the product menu where the user can view all the products and their descriptions being defined in the platform. The products in the dashboard can be viewed both kanban and list view. In addition, at the instance of a search the user can sort out and filter the list of data by various filtering and grouping options available. To create a new product the user can access the create window by selecting the create option.





 

Here ,we can directly see that already purchased product from purchase module that is shown here.

      In the creation window the user can describe product details such as name of the product, product type, product category, internal reference, barcode, sales force, customer taxes, cost and the company under which the product is being sold. 

      In addition the products can be described as the ones which can be sold, purchased or expensed. There are toggle options in the window from which the user can access the on hand quantity menu, forecasting menu, product moves, reordering rules described, units sold, bill of materials if it's to be manufactured and many more aspects on the product.



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The product variants under the respective product can be described in the variants tab available in the product creation menu. The user can select and describe the product variant based on the various attributes of the product.



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Under the scales tab the user can define the invoicing policy of operation of the product and the reinvoicing invoice expenses associated with the product from the default options available. Additionally, the optional product can be described for the ecommerce websites and a custom made sales description can be provided.


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Point of sale or retail sale is an aspect which is inevitable in business. The product  can be enabled for the POS under the point of sale menu. The descriptions on the instances of point of sale such as product category weight with scale can be mentioned in the window.



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The purchase details on the product can be described in the purchase menu. The vendors can be described: multiple ones can be described under a product. In addition, the vendor bills, taxes involved and control policy can be described. Moreover, the product description can be provided based on the needs and the vendor details.



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The inventory operations on the product can be described in the inventory menu of the respective product. The routes of operation can be defined, the tracking factors based on the series and lot number operations can be defined. The logistic aspects such as weight, height, dimensions, manufacturing lead times, custom lead times and the responsible person for the logistics can be assigned




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The financial aspects of the product can be described under the accounting menu. The receivable and payable accounts can be configured for the products financial operations

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Product traceability


 If purchase order is creating, Lot and serial number options are enabled  and assign for each product. Here,we define the Best before date ,Alert date,End of life date.



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Tracking and traceability based on lot and serial numbers

The Seedor  platform allows the users to track the products on their movements, their usage in the company documents, the financial aspects regarding it and many more using the serial and lot numbers
available in the product description.



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In the product description window under the inventory menu the user now has the provision to set the expiration date . The option is enabled only if the tracking for the product is either made by the lot
or serial numbers. Enable the expiration date icon and the user can view all the expiration date parameters available such as expiration time, best before,
removal time and alert time all in dates after the purchase of the products.



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Inventory operations



The Seedor platform allows the users to conduct various inventory operations which would add up to the effective inventory management of the company which in turn would increase the productivity and remove the unwanted losses both in aspects of resources and profit within the company.



Transfer

The transfers in the inventory management is a model of internal operations which deals with the product movement aspects of the company within the company warehouses its inventory.
The inventory overview window will indicate the various operations of the company.


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The transfer window can be accessed by selecting the internal transfer icon available which will direct the user to the internal transfer of the company warehouse. If there are multiple warehouses operating under the company the user can view that based on the filtering and group by operations available. The status of each of the transfer operations can be viewed from here and the respective transfer operation can be conducted by selecting the ones available.



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Batch Transfer

The group of transferring options which are grouped together to undertake the operations in a single instance. The platform group transfer will enable the user in effective time management solutions and the processing time of the operations will be reduced. The user  can bring down or group the various individual transfers and trigger the validation options with respect to the company operations.

The batch transfer window can be viewed under the operations tab of the inventory module. On selecting the menu the user will be listed out with the batch transfer occurred and  menu of all batch transfer operations.

The status of the batch transfer operations can be viewed in the window and the user can create new batch transfers by accessing the create icon available. In the creation window the user can assign the responsible person, operation type, company and the scheduled date. In addition the user can add the transfers to the batch by selecting the add a line option available in the window.



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Inventory adjustments

The inventory operations of a company may not be always in the right track; the descriptions and rules set on operation may be effectively workable in the theoretical perspective but in the operation of a real time these rules and operational principles may need to be altered to have an efficient and productive methodology of operation at certain instances. The inventory adjustments in Seedor will allow the users they have the right amount of units being mentioned in the specific locations corresponding to the physical data present in the company warehouse.



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Here,you can define an inventory reference, a title for your inventory adjustment. Also you can decide whether to proceed with the inventory adjustment for all products or for some.

If there exists certain products in stock, It will add the lines corresponding to theoretical quantity in stock. You can also add new lines with your other products.




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It will highlight in red if there comes a difference between the theoretical quantity on hand and quantity that is manually entered. After entering every product, click VALIDATE INVENTORY.
Eventually, Quantities on hand of different products will be updated.




SCRAP MANAGEMENT

It is quite obvious to find scrap in your warehouse. Be it in the form of damaged, expired or any other. Scrap is often noticed while picking a product.
Seedor  helps you to manage these damaged goods to the scrap area.

Click SCRAP to remove the damaged goods from receipt.

Soon the products will be moved from stock to scrap location.


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Scrap from an internal transfer

 Go to Inventory > Dashboard > Internal Transfers.


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RUN SCHEDULER




The scheduler is the calculation engine which plans and prioritizes production and purchasing automatically according to the rules defined on products. By default, the scheduler is set to run once a day ( automatically creates a Scheduled Action for this).

Calculating Requirements / Scheduling

Scheduling only validates procurements that are confirmed but not yet started. These procurement reservations will themselves start production, tasks or purchases depending on the configuration of the requested product.

You take into account the priority of operations when starting reservations and procurements. Urgent requests, those with a date in the past, or requests with a date earlier than the others will be started first. In case there are no enough products in stock to satisfy all the requests, you can be sure that the most urgent requests will be produced first.

 

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IMPORT

IMPORT INVENTORY ADJUSTMENT



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REPORTING

     In Reporting, We collect all warehouse analysis, Inventory reports, Forcasted report,Stock moves,product moves Report.

Warehouse Analysis


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Inventory Report





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Forecasted Inventory

 




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Inventory Evaluation

 


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Stock Moves




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Product Moves









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Compute the inventory valuation and cost of goods sold using fifo costing method

The manual inventory valuation method suggest that the valuation of an inventory has to be manage manually in financial accounting.
The periodic journal entry has to be passed on regular internal so keep updated the valuation in balance sheet and cost of goods sold in profit and loss account.

On every regular internal an accounting entry has to be passed as below:

 

 


 

     Description

 

  Debit

 

  Credit



 

 Inventory Valuation

 

  

   800



 

Cost of Goods Sold

  

   800

 



To compute the cost of goods sold use the below formula

COGS = Inventory Valuation as per Balance sheet - Inventory Valuation as per Inventory

 

Product Cost price

 

Thecostpriceontheproductpagealwaysdisplaythecostoflastunitsoldorconsumedorscrappedfromthestock.If you change that manually it will not make any changes in the system.

 


 














































Sales


Sales


Sales module is one of the important modules. Since it handles the sales order management, Sales management module allows you with effective control to your sales department, you can easily create a new sales order out of different gained opportunity sales management module helps you in generating a new sales order, you can filter the order as per the requirement. 

Overview

1. Easy Quotation Software:

We can send polished quotations with e-Signature and online payment.

2. Your quotes online: From proposal to e-signature :

   Apply Templates --- > Send Quotations --- > Close Deals --- > Get Paid Faster .

3. You can Sell more with clean quotations: the Professional way to showcase your products and services easily.

Send clear and complete quotations to your prospects. Add descriptions of the product, beautiful and high-quality images, and additional information simply by dragging and dropping building blocks.

4. Great prices lead to a great return:

a ) Design, implement, and adjust your pricing strategy to maximize revenue.

b ) Use pricelist rules to compute the right price based on customer conditions.

c ) Convince customers to buy more with discounts and coupons.

5. Order & contract sorting: Automate operations and focus on customer relationships and revenue.

a ) From quotes to sales orders: Convert quotations into sales orders with a single click, or let the customer sign off on it with a simple electronic signature. 

b ) Contract management: Invoice customers based on time and materials, easily record contracts and track invoicing phases, maintain renewal and upselling opportunities, and manage your subscriptions with Seedor's recurring contracts.

c ) Let your customers help themselves: The customer portal gives your customers access to their quotes, sale orders, and delivery orders. Save time and use Sign to easily get signatures on NDAs, contracts, or any PDF document.

6. Fully integrated with Seedor Apps

a ) CRM

Keep track of all interactions with your opportunities and customers and improve your sales cycle.

b ) Sign

Send, sign, and approve documents online. Upload your PDF and drag & drop fields easily.

c ) Website Builder

You can easily create beautiful online quotations in a few clicks by dragging and dropping pre-made, fully customizable building blocks.

d ) Accounting

You can create invoices automatically based on sale orders, delivery orders, or contracts.  You can easily view all of your customer account information from one location.

Sales DashBoard

 

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Product creation

The products in our platform can be created in the product menu where the user can view all the products and their descriptions being defined in the platform. The products in the dashboard can be viewed both kanban and list view. In addition ,various filtering and grouping options available. To create a new product, the user can select the create option.And also we can seen that already created Products in inventory.

Sales –Product-Create

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In the creation window, the user can describe the product details such as name of the product, product type, product category, internal reference, barcode, customer taxes, cost.

In addition the products can be described as the ones which can be sold, purchased or expensed. There are toggle options in the window from which the user can access the on hand quantity menu, forecasting menu, product moves, reordering rules described, units sold, bill of materials if it's to be manufactured and many more aspects on the product.



 

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Product name: It is the name which will be displayed on all other screens that refer to this specific product.


Can be Sold:
To remove a product from showing up on ‘sales product’ list, uncheck the Can be Sold button. Generally, this is used while creating a raw material or a product for internal consumption.

Product Type: Product Type is the first option on the Information tab. There are three available product types.

Services: A service is a non-material product which you provide. This type of product will configure at the time when your company is providing any type of services to your customers. Therefore it does not appear in the various stock operations. In Seedor, the services are also considered as a product. But user can't keep the stock of a service.

Consumables: A product for which the user doesn't want to manage the inventory (no quantity on hand or forecasted) but that can be received from the supplier or delivered to the customer. Seedor assumes that the product always has enough stock.

Stockable: The product which is managed with Inventory.This product is used in stock management and its replenishment is more or less automated by the rules defined in the system. In Stockable product, you can easily maintain your minimum stock level by defining reordering rule for stock in your system, so that your stock will not reach to out of stock. If you do not set Reordering rule, ERP will show-up warning messages in quotation, if there isn’t enough balance in the stock.  ERP will prevent processing delivery orders that don’t have balances in the stock and it can be processed only by force availability button in the delivery order.

Product Category: User can organize the products under a specific category.

Internal Reference: For the most part, It utilizes the Product Name field and the description when displaying product information. It is very common that a company may have a coding system for its products. The Internal Reference field is useful to enter an alternative product code or number for the product in that case

Barcode: Especially, when the number of products is more, the probability of human error also increases. Now smartly and effortlessly add/update product quantity by scanning product barcodes while receiving or delivering products.

Sales Price: The price at which the product is sold to the customer

Consumer Tax: Default taxes used when selling the product. That tax engine is very flexible and support many different type of taxes: value added taxes (VAT), eco-taxes, federal taxes, retention, withholding taxes, etc. For most countries, the chart of account you setup is automatically pre-configured with the main taxes of the country.

PRODUCT VARIANTS

Configure your products with variants and select optional product items

Product Variants

Product variants are utilized to oversee items having diverse varieties, similar to measure, shading, and so forth. It permits dealing with the item at the layout level (for all varieties) and at the variation level (specific attributes).

For instance, an organization selling shirts may have the accompanying item:


B&C T-shirt


Sizes: S, M, L, XL, XXL


Hues: Blue, Red, White, Black


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Under Sales Tab of product:



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·         Invoicing Policy: Ordered Quantity:Invoice quantities used by the customer.
Delivered Quantity:Invoice quantities delivered to the customer.

·         Subscription Product: If set, confirming a sale order with this product will create a subscription.

·         Email Template: Send a product specific email once the invoice is validated.

·         Event Ticket: If checked this product automatically creates an event registration at the sales order confirmation

·         Optional Products: Optional products are suggested whenever the customer hits the”Add to cart .”

·         Sales Description: A description of the product that you want to communicate to your customers.This description will be copied to every Sales Order, Delivery Order, and Customer Invoice/Credit Note

·         Warning Message: Selecting the ‘Warning Option’ will notify the user with the message. Selecting “Blocking Message” will throw an exception with the message and block the flow. The message has to be written in the next filed.

·         Website: Option to restrict publishing to this website.

·         Categories: The product will be available in each mentioned e-commerce category. Go to shop>Customize and enable ‘E-commerce categories.

·         Alternate Product: Suggest Alternatives to your customer(upselling strategy).Those product show up on the product page

·         ACCESSORY Product: Accessories show up when the customer reviews the cart before payment..

·         Available in POS: Check this if you want this product to appear in the POS.

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Under Accounts Tab of product


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Pricelist

To setup the customer segment specific price you have to enable the feature called Multiple Sales Prices per Product available under the Sales / Configuration / Settings. Keep the default option selected Multiple prices per product (e.g. customer segments, currencies) under the Sales Pricelist option, using that you can define the customer segment specific pricelist.

Sales Quotation

Sales Quotation gives away the information to purchase what expenses would be included for the work, they might want to have done. Numerous organizations  provide services that can't have a forthright cost, as the costs included can differ. This can be because of the materials that would be utilized, and the labor that would be vital.

You can select the option QUOTATIONS from Order list in Sales Module.

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CREATE NEW QUOTATION

To make a new quotation, go to Sales - >Quotations and click on CREATE.

A form like below will appear.

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Here you can enter the Customer and Products. They are the most essential components to add in any quotation.


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furthermore, under Order Lines, click on Add a product to select your item that is intended for selling. Remember to physically include the quantity of things under Ordered Quantity and the Discount % if applicable.

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Also you can add here that Quotation Template, Pricelist, Payment Terms, Shipping, Coupon and Promotions, Terms and Conditions.

Marking Quotation Deadlines

It is imperative to mark a due date or deadline in the wake of sending the quotation. This practice helps in drawing your client without hesitation with the dread of passing up an offer. Furthermore, deadline helps to shield the vender from satisfying a request that isn't financially savvy.

Set a due date/deadline

On each quotation or sales order, one can include an Expiration Date.

Use due date/deadline in templates

You can likewise set a default due date or deadline in a Quotation Template. when the template is utilized in a quotation, that due date is applied.

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DISCOUNTS

Permitting discounts on quotations improves the opportunity of changing over the prospect into a client and furthermore promising the prospect to settle the negotiations rapidly.

To enable discounts in quotation, Go to Sales>Configuration>Settings

Under pricing, tick the option discounts

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SENDING QUOTATIONS BY EMAIL

In customary business process, individuals use to send the citation by dispatch, it isn't effective route as it defers the exchange and quotation affirmation process, Seedor  enables you to send the quotation by email and produce constant examine (real-time discussion) through email on the quotation.

Send via mail

Assumed that the quotation is arranged and prepared to be imparted to prospect, click on the SEND BY EMAIL button to send the quotation by email.


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An automated email will be readied dependent on the predefined layout (set up the wonderful email with substance and attachments). One can without much of a stretch review the email substance and furthermore can include the extra substance in the event that you wish to do. Later send by clicking on the SEND button.

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Once the email is send to the customer, you can see the status changes from QUOTATION TO QUOTATION SENT.


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Upon clicking the CONFIRM button, can see the status changed from QUOTATION to SALES ORDER.


Online signature

Seedor provisions to utilize online signature to get orders consequently confirmed. Both the merchant and the client can spare time by utilizing this component, unlike customary procedure say courier.

Sales Order

We can get all the sales order that to be sent .We can define the status also.



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Sales Team

    In this option, Sales team define that invoice to be done ,Open Opportunities and order to invoice in team vise.

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Customer:

 

The customers can be defined as a distributor or retailer by setting the specific pricelist on them. Pricelist can be set on the customer form under the Sales & Purchases tab

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Adapt product price based on customer country or location (e.g. Pricein Cor$)

 During quotation process some business prefer to have the rate of conversion while some business wants to define the price based on the geographic locations irrespective of currency conversion. You can configure both business case using the pricelist.

 

Business case

Seedor wants to apply pricing rules for the customer irrespective of the currency conversion based on the customer location. They divide whole world into three different region and specific price for each region.

 

Product

America (USD)

Europe & Middle East (EUR)

ASIA (USD)

Enterprise (Users)

28

24

16

 

Compute and apply discount automatically based on the pricelist

Allowing discounts on quotations is a common sales practice to improve the chances to convert the prospect into a customer, when you are not offering discount to all the customers, keep it manual and offer when customer demands. In case you have to apply discount for specific customer or products every time, it is quite difficult for salesman to remember those products or customer and apply the discount manually on each quotation

Product and Tax

Adapt prices for Business to Customer (tax included in product price)

Business Case

Assume that you are retailer who buy the products from distributor and selling them to consumer, your customer always wanted to know product price included in tax.

Let’s setup the product’s sale price included tax.

Adapt product prices for Business to business (tax excluded) and Business to Customer (tax included)

Business Case

Assume that you are distributor  who sell products to retailer but sometimes you also selling to consumer too. For you the challenge is to maintain two different price for product.

When you sell to retailer the price in excluded of product and when you sell to consumer that product price must be inclusive of tax.

Let’s setup the product’s sale price for business and for consu

Invoicing

Post confirming the sale order from the client, next you can send the invoice to the customer. Seller can send the invoice to the customer containing the sale transaction info such as products, quantities, agreed prices and so forth. Payment terms are also stated in the invoice.

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Send Pro-Forma Invoice to your customers

Business Case

Pro-Forma invoice is same as the quotation, but sometimes customer need the pro-forma invoice in order to process the bank payment.

Assume that your customer asking you for the pro-forma invoice. Let’s send the pro-forma invoice to customer.

Upon selecting a down payment option, you have two options- fixed amount and percentage of the total amount. You can select here the income account and a tax setting that will be used for every following down payments.

                                                                                                            





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Accept quotation

 

Customer can review the quotation online, once it suits his/her need than he/she can accept the quotation by clicking on the Accept Order and signing the quotation online.



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The quotation accepted and signed by the customer will be confirmed and converted to sales order in backend. It will automatically triggers the next business process in backend such as creating a delivery order, manufacturing order or create a task or project in the project management depending on your configuration



Reject quotation

 

The quotation will be set to Cancelled state in the backend once it has been rejected by the customer online, however it can be reset to draft modified and send it back to the customer when you are in negotiation process.

 

        Online customer approval and payment on quotation

We are sending an online quotation that can speed up the negotiation process, customer can negotiate and approve the quotation online, this can boost up your sales process and minimise the sales cycle.

      

Online is great, it will be really cool to get online payment from the

customer along with the approval of quotation.

The service company who is selling the Support pack which is service offered at fixed price. As soon as customer make the online payment, they can start getting the support by sending support request. The company wants to get the online payment instead of signature from the customer to start the support service.

 

DAILY SALES SUMMARY REPORT:

Go to Sales ->Reporting -> Daily Sales Summary Report can be generated based on start and end date and we can check the report for a particular sales person.

Subscription Management and Contract Recurring Invoice 

Sales Contract Subscription and Recurring Invoice

         Subscription Management, this module enables the functionality while Create products for warranty or maintenance or subscription, Sales contract or Subscription manage based on product Sales order line and that will create sales contract for customer automatically on confirmation of sales order in Seedor. That is also allow you to create recurring invoice from contract based on period configured on contract. This module also support in future if you sell some more services on same contract then you can select contract on quote/sales order and it will include that line on contract.

Key Features for Sales Contract Subscription


  • Sales Subscription/Contract Dashboard display count of contracts with its status new, running, expiry-soon, expired and locked. In dashboard displays the total contract/warranty product, total customer contract, total invoice. Graphs/Charts display data for weekly contracts, monthly contracts.
  • Analytic account list view displays all contract data with its stages and stage filtration option available in analytic account(contract) view.
  • You can create a products for subscription/contract from  backend
  • Set product subscription period, This module will automatically create contract or subscription when sales order of particular product is confirmed.
  • Details of Sales order and Sales order lines will be available on Subscription/Contract form.
  • Sales team, Accounting team or admin can create Subscription/Contract from Sales order.
  • You can see Subscription lines available on Subscription form which are created from Sales order.
  • Generate customers invoice from Subscription form.
  • Allow you to set up Frequent periods on Subscription and invoice based on that.
  • You can also manage and generate Invoice directly from Contract menu and Generate Invoice Button.
  • Subscription/Contract report available in PDF format for print.
  • Added subscription/contract on Sales order then this module will extended new subscription lines in running stage subscription/contract, no need to create again that particular subscription/contract.
  • Stage process implementation for create NEW subscription/contract, RUNNING subscription/contract, EXPIRED subscription/contract for customers.
  • Previously subscribed customer can also take re-subscription and that will manage in RUNNING subscription/contract.
  • Subscription/Contract views in list view and form view.
  • create automatic invoice gererate and manage subscription expire date.
  • We have also implemented bulk customer invoice generation for subscription/contract.
  • Generate Recurring Customer Invoices wizard in single click for manually.
  • Send an email to customers for subscription/contract registered in system.
  • Filter option in  backend for view customer invoice and number of subscription/contract
  • Roles and Rights - set roles and rights to employee for work in subscription management in contract management in Seedor.

Sales Contract

 

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Create a quotation using quotation template which auto set contract/warranty product in sale order lines along with selling product lines.

And also add recurring period on sale order that will be used during the creation of recurring invoice from contract.

 

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Product Configuration

Create product as Contract/Warranty product and set Recurring Period.

Enable this option.

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Sale order Confirmation


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Analytic Account

·         We have separated Contract/warranty lines and Sellable Product lines.

·         You can find new fields on contract/analytic account as below which will allow you to manage customer contract and recurring invoice.

·         Stage: Contract Status (New->Running->Expires Soon->Expired->Locked)

·         According to stages If Contract create for the first time it will automatic set as a New and if existing contract the set as a running.

·         Contract Expiration Days: Set contract stage to "Expires Soon" before end date.

According to the recurring period, Invoice will be created.


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Under  this Analytic Contract, We can View that all Contract invoice already created. We can have the filter option so that We can filter all details by using this.



Subscription Management

Subscription Management allows the users to create subscriptions as a product and sell it to the customers on the basis of plans. The recurrent frequency can be set for the subscribers as per the requirement along with the number of bill cycles for the subscriber.

Features

  • Create subscription-based products .
  • The user can create subscription plans and add the appropriate subscription product to it.
  • Different subscription products can be created and assigned to suitable subscription plans.
  • The user can roll out and manage subscription plans.
  • The recurrent frequency can be set for the subscribers as per the requirement along with the number of bill cycles for the subscriber.
  • Alternatively, the user can create a sales order with a subscription-based product in it. This would automatically start the subscription plan for the respective customer.
  • The invoice cannot be created for a subscription plan which is in the trial period. The user can choose to generate unpaid or paid invoices for the subscriber.
  • A subscription type product is by default serviceable product.

Subscription Plans

Subscription Plan with Trial Period and Billing Cycles

About Subscription Plan with Trial Period:

  • First of all You will create a Subscription Plan.
  • Go to Configuration menu of sale order and have Subscription Information. Click on Subscription plan menu.
  • Here we have a Check Box name 'Is plan has trial period', if we Enable the Checkbox, two new fields are introduced and they are required, which define the trial Duration

About Number of Billing Cycle:

  • In Subscription Plan we have a Check Box named 'Never Expire', if we un-tick the Checkbox, then this plan will expire after a certain period of time interval.
  • In that case, we need to give the 'Number of Billing Cycle', and billing cycle define that when the subscription expires.

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Subscription Plan with Start Immediately and Never Expire



About Start Immediately:

  • In subscription plan, we have a Check Box named 'Start Immediately', if we Enable the Checkbox, then this plan does not have any Trial period. Its, billing start immediately.

About Never Expire:

  • In Subscription Plan we have a Check Box named 'Never Expire', if we un-tick the Checkbox, then this plan will expire after a certain period of time interval.
  • We didn't need to give the 'Number of Billing Cycle'.

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Create Subscription Type Product

How we create Subscription Type Product:

  • First of all, You will create a Product.
  • Here we have a Check Box named 'Is Subscription Type', if we Enable the Checkbox, then the product is subscription type product.
  • Now we choose a Subscription plan for the period, so select the Subscription Plan.

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Subscription Source (Type of Source)

  • Manual
  • Sale Order

Manual

Create Subscription Manually:

  • To create a Subscription with source 'Manual', we need to Subscription from Back-end on the click of Create button.

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Sale Order

Create Subscription with Sale Order:

  • To create a Subscription with source 'Sale Order', Create a Quotation of Sale Order with at least one subscription type product in the order line

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Invoice

How we Generate Subscription Invoice :

  • Click on the Generate Invoice link in Subscription.
  • If the Subscription is in the Trial period then, invoice can't generate until the Trial period ends.
  • If you cancel the Subscription then all the invoices are paid, other Subscription can't be canceled or close.
  • If the configuration setting enables the invoice is created in the paid state.

 

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Expense



Expense 


This module has made the management of the daily expenses of your employees an effortless task. Expenses enables you to manage all expenses including travel expenses, expenses on office supplies and other expenses.

Expense Dashboard helps employees to submit all expense details along with soft copies of the receipts for approval. The module makes all the operations including Create, Validate, Approve and Refuse simpler

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You can find the Expenses Dashboard on clicking the Expense Module. Expense Date, Accounting Date, Paid by, Bill Reference, Customer to Reinvoice, Account, Unit Price, Currency, Quantity, Activities, Taxes, Total, Status along with Description, Employee detail can be listed in an organized way in the Dashboard.


Generate An Expense

Generating Expenses is important to run a business.user can manage different types of expenses.

Create Single expense

Expenses > My Expenses > Create





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For Creating an Expense an Employee has to fill the columns. While some of the columns are optional some are mandatory.

Description: This field can be used to provide the details including reference to bill/ticket.

Employee Name: The purchased product name can be given to specify the expense type.

Paid By: The person who made the payment

Expense Date: The date on which the expense was made

Unit Price: The price of the product per unit. If the expense is travel expense, the unit price will be based on the distance travelled.

Currency: The currency used for transaction

Taxes: Taxes charged on expenses

After filling all required fields click Save to Create



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The user will be navigated to a new Window after clicking Save. In the new Window you will be able to attach bills and other documents.


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After attaching all required documents, one can Submit by clicking the Submit To Manager tab.

After submitting the Expense Report the employee will be able to review the status of the report.

Note:-“After the submission of Expense Report by the employee, the remaining task has to be completed by the manager. The Manager is responsible for approving or refusing the report. He can also seek more documents or explanations in the form of comments.

While reviewing Status, the user can find a few status updates.

Posted: This means the Pay Slip has been Posted in the journal

Paid: This status update indicates that the payment has been made.

Approved: The expense is approved

Refused: Expense is refused

The creation and approval of Expense Report will also have to follow the same steps

My Expense to Report

This feature can be accessed from Expenses> My Expenses> My Expense to Report

Here you can view all your expenses which are yet to be reported. The expense date, description, Next activity, analytic account details and status of the report. A user can also create a report here. This feature will help an employee to submit the report without fail.

 

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A user will be able to create new expenses to report or make changes in the already created reports from here.


All My Expenses

Using this feature, a user can view all expenses. Here, you can view all reports sent for approval and the expenses to report.


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My Reports

This is a feature under the My Expenses Tab.

This can be used by an employee to view all expense reports prepared by him. The status of the report prepared by the employee can also be viewed from here.

To access this, Go to Expenses> My Expenses> My Reports

An employee can view the name, accounting date, expense report, next activity, status and other details here. To create a new report, click The Create button.

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A user can create a report by clicking Create. As in other cases, you have to fill the fields and then submit it. Using My Report feature, a user can also upload an expense report. This can be done by clicking the upload button.



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Reports to Approve

Once the Expense or Expense Report is submitted to the manager, he will be responsible to review the request. The manager will go through the expenses mentioned in the report and scrutinize the bills attached. The approval is given after these formalities are completed.

Expense approval by manager

Once the Expense or Expense Report is submitted to the manager, he will be responsible to review the request.

Reports to Post

The expense management process does not stop after the approval stage. After the approval stage, an expense report has to be posted. This means, the Expenses Report has to be entered in a journal to document the report. This process also can be done in the following way.

Reports To Pay

This feature the Expense Reports to Pay feature helps to review the payment status. The reports paid, the reports submitted, reports in draft and other details can be viewed.

Using this feature, a user can prepare an Expense Report summary. Here, the name of the employee, manager, paid by and expense details can be added. Here, the payment will be made based on the approved expense report.

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All Reports

Under this tab, a user can view or create all types of reports. The status of the reports. The name of the employee, the accounting date, expense report details and the status of the report can be viewed here. The total amount to be approved and the next activity can also be reviewed here.




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It also enables a user to create a report from here by clicking the Create Button.



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This can be done by filling all fields and clicking the Save button. The user can also submit the report to the manager for approval


Expense Products

A user is able to configure Expense Products in Expense Module. For this go to Expenses> Configuration> Expense Products

Then you will get a new window where you can find all already created expense products.

Then click on Create Button to create a new expense product.

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Add all relevant details and save. Then you will get a new expense product





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Expense Analysis


Expense Analysis is a feature that helps a user to get a quick graphic view of the expense reports for a particular period.

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Accounting


Accounting

 

                  Accounting module enables businesses to maintain a record of financial transactions, process payments, audit statements and to create, send and reconcile invoice. Accounting is tightly bound with Sale, Purchase, Inventory, and Manufacturing. Basically, this Accounting module notifies the profit and loss, trading account and balance sheet of the business and also the value of our assets & liabilities.

Double-entry book keeping

It automatically creates all the behind-the-scenes journal entries for each of your accounting transactions: customer invoices, point of sale order, expenses, inventory moves, etc.

It uses the rules of double-entry bookkeeping system: all journal entries are automatically balanced (sum of debits = sum of credits).

 

 Accrual and Cash Basis Methods

It support  both accrual and cash basis reporting. This allows you to report income / expense at the time transactions occur (i.e., accrual basis), or when payment is made or received (i.e., cash basis).

 

 Multi-companies

It allows to manage several companies within the same database. Each company has its own chart of accounts and rules. You can get consolidation reports following your consolidation rules.

Users can access several companies but always work in one company at a time.

 

 Multi-currencies

Every transaction is recorded in the default currency of the company. For transactions occurring in another currency, that stores both the value in the currency of the company and the value in the currency of the transaction. It can generate currencies gains and losses after the reconciliation of the journal items.

Account Dashboard

As soon as you open your accounting dashboard, you can view the journals created. One can also find the shortcuts to create new invoice/bill, option to upload invoices/bills, configure bank reconciliations and more.

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Accounts Receivable & Payable

By default, it uses a single account for all account receivable entries and one for all accounts payable entries. You can create separate accounts per customers/suppliers, but you don’t need to.

As transactions are associated to customers or suppliers, you get reports to perform analysis  per  customer/supplier such as the customer statement, revenues per customers, aged receivable/payables.

Wide range of financial reports

 You can generate financial reports in real time. Seedor’s reports range from basic accounting reports to advanced management reports. Seedor’s reports include:

Performance reports (such as Profit and Loss, Budget Variance)

Position reports (such as Balance Sheet, Aged Payables, Aged Receivables)

Cash reports (such as Bank Summary)

Detail reports (such as Trial Balance and General Ledger)

Management reports (such as Budgets, Executive Summary)

Seedor’s report engine allows you to customize your own report based on your own formula.

 

 Import bank feeds automatically

Bank reconciliation is a process that matches your bank statement lines, as supplied by the bank, to your accounting transactions in the general ledger. It makes bank reconciliation easy by frequently importing bank statement lines from your bank directly into your account. This means you can have a daily view of your cashflow without having to log into your online banking or wait for your paper bank statements.

It speeds up bank reconciliation by matching most of your imported bank statement lines to your accounting transactions. It also remembers how you’ve treated other bank statement lines and provides suggested general ledger transactions.

 

Calculates the tax you owe your tax authority

Totals all your accounting transactions for your tax period and uses these totals to calculate your tax obligation. You can then check your sales tax by running Seedor’s Tax Report.

 

 Inventory Valuation

It support both periodic (manual) and perpetual (automated) inventory valuations. The available methods are standard price, average price, LIFO (for countries allowing it) and FIFO.

 

Easy retained earnings

Retained earnings is the portion of income retained by your business. It automatically calculates your current year earnings in real time so no year-end journal or rollover is required. This is calculated by reporting the profit and loss balance to your balance sheet report automatically.

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Customer Invoice

For instance, under the journal  Customer Invoices one can view the Invoices and credit  notes, also create  new invoices and credit notes.

  Create first customer invoice and register payment

   Let’s create the first customer invoice, and register the payment on the customer invoice. The company just started the operation and wanted to generate some customer invoices.

 

  Accounting – customers – Invoices

  We can seen all the invoices that are created from sales module.

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Once Customer paid the payment ,Click on Register payment . If customer paid the full amount or not ,We save the details here. It will reflect the payment option under Customer.




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If Customer paid a partial amount , It will shown that what are the remaining amount to be paid.

 





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Let’s create the customer invoice, and register the cash payment on invoice.

Paid amount will be hit on Payment option .

Payment

·         Register cash payment from customer and mark invoice as paid

·         Let’s create the customer invoice, and register the cash payment on invoice.

·         Receive bank check from customer and mark invoice as in payment

·         Let’s create the customer invoice, and register the check payment on invoice.

·         You have a customer pay bank check against an invoice, keep paying invoice payment status as in payment until you get confirmation in          your bank account.

·         Customer invoice is marked as paid with the customer credit balance

·         Let’s create the customer invoice and mark as paid with customers credit balance.

·         Adjust customer invoice against vendor bill

·         Let’s adjust the payable (vendor bill) vs receivable (customer invoice)

·         Payment Terms

·         Offer cash discounts when customer pay before the due date

·         Offer payment term to your customer - 30% Now, Balance 60 Days

·         Let’s offer flexibility to your customer to pay the invoice.

·         Offer an instalment plan to customer

·         Let’s offer an instalment plan to the customer.


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Receipts

We can create a invoice details that are stored here as a draft stage.

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Follow-Up Reports

 We will send the Follow Up mail to customer for all due amount.



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Sales Order

In Sales, We create a Sales Order that all are shown here.



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All products that are stored under the Product Option.


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Customer

   Here, we can Seen all the Customers details. Once select the particular customer, We can seen the customer statements and supplier statements. 



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In Customer statements, We can visible the payment details 


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Vendor bills to payment 

When the vendor bills are registered or enlisted, one can without much of a stretch pay vendors the correct amount at the right time (not too late, not very early; contingent upon the vendor policy). Seedor likewise offers reports to follow your aged payable balances.

If you need to control vendor bills received from your vendors, you can utilize the Seedor Purchase application that enables you to control and pre-complete them consequently dependent on past buying/purchase orders.

It can be done in two ways. Either the user can straightly click the option New Bill from Accounting Dashboard under Vendor Bill section or via going to Accounting>Vendors>Bills.

 

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Here, you can register the new vendor bill via choosing the vendor and contributing their invoice as the Vendor Reference. Later add and confirm the product lines, making sure of correct product quantities, taxes/expenses and prices.

Validate the Vendor Bill via clicking on validate button.



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Once payment is completed



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Correspondingly, a journal entry will be crafted dependent on the invoice. You can see them via going to Accounting> Journals>Purchase.

This journal entry may vary contingent upon the accounting package you choose to use.

For most European nations, the journal entry will utilize the accompanying records:

Accounts Payable: characterized on vendor form

Taxes: characterized on the items and per line

Expenses: characterized on line item utilized

For Anglo-Saxon (US) bookkeeping, the journal entry will utilize the accompanying records:

Accounts Payable: characterized on the vendor form

Taxes: characterized on the items and per line

Merchandise Received: characterized on product form.

One can check the Profit & Loss or the Balance Sheet reports after validating few vendor bills.

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Payment

Once payment  is completed ,that details viewed here.


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Vendors

All vendors details are seen here. If you want to create a new vendor, click the create option and create a new vendor.



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One can check the Profit & Loss or the Balance Sheet reports after validating few vendor bills.




Reporting

 Aged payable balance

So as to get a rundown of open vendor bills and their related due dates, one can go for Aged Payable report, under reporting menu.

Configuration

Reporting > Partner Reports > Aged payable.