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User Manual

Sales & CRM Module


XL Technologies

Q1-08-038-C
P.O.Box 122861
SAIF ZONE
Sharjah, UAE
Tel: +97155-9652602
info@xltechglobal.com
www.xltechglobal.com

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Table of contents
Maintenance.........................................................................................................................3
Add and Manage Customers ....................................................................................3
Customer Project/Job ...............................................................................................3
Customer Opening Balance ......................................................................................4
Sales Persons ...........................................................................................................5
Sales Targets ............................................................................................................6
Sales Area .................................................................................................................6
Store Location ...........................................................................................................7
Transactions.........................................................................................................................8
Sales Quotation Entry ...............................................................................................8
Sales Order Entry......................................................................................................8
Direct Delivery ...........................................................................................................9
Direct Invoice ..........................................................................................................10
Invoice Against Sales Delivery..................................................................................8
Customer Receipt ...................................................................................................11
Customer Credit Notes ...........................................................................................12
Void Delivery ..........................................................................................................13
Void Invoice .............................................................................................................13
Customer Allocation ................................................................................................14
Sales CRM ........................................................................................................................18
Add Sales ................................................................................................................18
View All Sales .........................................................................................................15
Sales Activities ........................................................................................................16
Sales Settings .........................................................................................................17
Inquiries & Reports ............................................................................................................17
Sales Quotation Enquiry .........................................................................................17
Sales Order Enquiry ................................................................................................18
Delivery Notes .........................................................................................................19
Invoice Transactions ...............................................................................................20
Customer payment Enquiry ....................................................................................20
Customer Transaction Enquiry ...............................................................................21
Credit Note Enquiry .................................................................................................22
Customer and Sales Reports............................................................................................23
Aged Customer Analysis.........................................................................................23
Category wise Aging report.....................................................................................23
Customer Balances .................................................................................................24
Customer Detail Listing ...........................................................................................24
Salesman Listing .....................................................................................................25
Sales Summary Report ...........................................................................................28
Sales Register .........................................................................................................26
Target Analysis Period Wise ...................................................................................27
Target Analysis .......................................................................................................27
Sales CRM report....................................................................................................29

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Maintenance
Add and Manage Customers

1. Maintenance
1.1. Add and Manage Customers
This Page is used to view and enter the details of customers. The steps to be followed for doing the
same are elaborated below.
1. Go to Sales > Maintenance > Add and Manage Customers.
2. Screen appear as shown in Figure 1.1
3. Use Customer search for searching the customer
4. Click the pencil link to View and Edit the Customers already created.
5. For creating new customer details, fill data inside Add New Customer Box.
6. Click Save
7. Adding Customer is complete.

Figure 1.1

Customer Project/Job
1.2. Customer Project/Job
This Page is used to view and enter the details of customers Project/Job. The steps to be followed for
doing the same are elaborated below.
1. Sales > Maintenance > Customer Project/Job
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2. Use Customer Branch Search for searching particular branch details.


3. Select the specific customer for adding Project/Job.
4. Add Project/Job details such as Address, Phone No, Fax, E-mail etc.
5. Click Save
6. Edit option is also available for Customer Project/Job

Figure 1.2

Customer Opening Balance


1.3. Customer Opening Balance
This Page is used to view and enter the customer invoice opening balances. The steps to be followed
for doing the same are elaborated below.
1. Sales > Maintenance > Customer Opening Balance
2. Select the specific Customer for adding opening balance.
3. Add Invoice No., invoice date, opening balance, select Debit or credit for the invoice, opening
balance doing Date, and Memo.
4. Click Save
5. Edit option is also available for customer opening balance
7. Customer Opening Balance is complete

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Figure 1.3

Sales Persons
1.4 Sales Persons
This Page is used to view and enter the Sales Man details. The steps to be followed for doing the same
are elaborated below.
1. Sales > Maintenance > Sales Persons
2. Use Salesman Search for searching particular sales person details.
3. For creating new Sales Person details, fill data inside Add New Sales Man Box.
4. Click Save
5. Edit option is also available for Sales Person

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Figure 1.4

Sales Targets
1.5 Sales Targets (Sales Forecasting)
This Page is used to view and update the Sales Targets for particular sales person. The steps to be
followed for doing the same are elaborated below.
1. Sales > Maintenance > Sales Targets
2. First create forecasting period, then set the targets for the period related to customer.
3. Click Update Targets.
5. Edit option is also available for editing the forecasting period.

Figure 1.5

Sales Area
1.6 Sales Area
This Page is used to view and add the Sales Area. The steps to be followed for doing the same are
elaborated below.
1. Sales > Maintenance > Sales Area
2. Add Sales Area name.
3. Click Save.

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Figure 1.6

Store Location
1.7 Store Location
This Page is used to view and add the Store Location for inventory. The steps to be followed for doing
the same are elaborated below.
1. Sales > Maintenance > Store Location
2. Use Location Search for searching the location details.
3. Add new location by entering the location details such as location code, location name, location
contact etc.
4. Click Save.
5. Edit option is also available for editing the existing location.

Figure 1.7

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Transactions
Sales Quotation Entry
2.1. Sales Quotation Entry
This is the Page used to enter Sales Quotation. The steps to be followed for doing the same are explained
below.
1. Sales > Transactions > Sales Quotation Entry
2. Choose Customer from Drop down list, the other details are automatically generated
3. Select the Quotation Date
4. Choose the item and add Quantity, selling price, Discount(%).
5. Click Save
6. Sales Quotation Enquiry Entry is complete.

Figure 2.1

Sales Order Entry


2.2. Sales Order Entry
This is the Page used to enter Sales Order. The steps to be followed for doing the same are explained
below.
1. Sales > Transaction > Sales Order Entry
2. Choose Customer from Dropdown list, the other details are automatically generated
3. Select the Order Date
6. Choose the item, Quantity, Selling Price, and Discount (%) .
7. Subtotal, Order Discount, and Grand Total are calculated automatically.

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8. Click Save
9. Sales Order Creation is complete.

Figure 2.2

2.3. Direct Delivery


This is the Page used to place Sales Delivery. The steps to be followed for doing the same are explained
below.
1. Sales > Transaction > Direct Delivery
2. Choose Customer from Drop down list, the other details are automatically generated
3. Delivery Reference is entered automatically
4. Select the Date
7. Choose the item, Quantity, Selling Price, and Discount (%) .
8. Subtotal, Discount, and Grand Total are calculated automatically.
9. Click Save
10. Sales Delivery Creation is complete.

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Figure 2.3

2.4. Direct Invoice


This is the Page used to enter Sales Invoice. The steps to be followed for doing the same are explained
below.
1. Go to Sales > Transactions >Direct Invoice.
2. Screen appears as shown in Figure
3. Choose Customer from the drop down list, the other details are automatically generated.
4. Select Invoice Date and Invoice Due Date
5. Choose Payment mode
6. Choose the item, Quantity, Selling Price, and Discount (%).
7. Subtotal, Total Line Discount, and Grand Total are calculated automatically.
8. Enter Total Discount if available.
9. Click Save
10. Sales Invoice Creation is complete.

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Figure 2.4

Customer Receipt
2.5. Customer Payment
This is the Page used to enter Customer Payment. The steps to be followed for doing the same are
explained below.
1. Go to Sales > Transactions >Customer Receipt
2. Screen appears as shown in Figure
3. Choose Customer from the drop down list, the other details are automatically generated.
4. Choose an invoice, or multiple invoices from the grid.
5. Choose Payment Mode, Bank name, Bank Charge, discount, paying amount.
6. Click Save
7. Customer payment is complete.

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Figure 2.5

Customer Credit Notes


2.6. Supplier Credit Notes
This is the Page used to enter Customer Credit Notes. The steps to be followed for doing the same are
explained below.
1. Go to Sales > Transactions >Customer Credit Notes
2. If need a specific customer, choose customer
3. For finding specific invoice, check with reference no. or check with from date & end date
4. For viewing the Invoice, Click the Invoice Reference.

Figure 2.6
5. For viewing the specific credit note click the credit note button.
6. Next Page will appear it is shown in Figure 2.6.a
7. Enter the Return Quantity

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8. Return Total are calculated automatically.


9. Select Credit type
10. Click Save
11. Customer Credit Note Creation is complete.

Figure 2.6.a

Void Delivery
2.7. Void Delivery
From this page we can void delivery.

Void Invoice
2.8. Void Invoice
From this page we can void invoices and also corresponding delivery.

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Figure 2.7

Customer Allocation
2.8 Customer Allocation
This is the Page used to allocate Customer who have made advance/over payment. The steps to be
followed for doing the same are explained below.
1. Go to Sales > Transactions >Customer Allocation
2. Screen appears as shown in Figure

Figure 2.8
3. Then click allocate button, it will redirect to the next page, which shown as below
4. Enter amount to allocate and save.

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Figure 2.8.a

Sales CRM
3.1. Add Sales
Lead represents the first contact with a client to be qualified. And it will keep the sale
created date, sale source, target, status, description etc.
1. Go to Sales > Sales CRM >Add Sales
2. Screen appears as shown in Figure

Figure 3.1
3. Edit option is also there to edit particular sale.

View All Sales


3.2. View all sales
This page will show all the Lead in details. And the leads which are converted into sales invoice
will show in light green color with status closed.
1. Go to Sales > Sales CRM >View All Sales
2. Screen appears as shown in Figure
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Figure 3.2

Sales Activities
3.3 Sales Activities
From this page we can add various activities related to sales.
1. Go to Sales > Sales CRM > Sales Activities
2. Screen appears as shown in Figure

Figure 3.3
3. Add activity related to a lead (such as meeting with the client).
4. Add attachment option is available for attaching documents related to particular activity.
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5. Added attachment is showing on the right side of the window.


6. Activity details also showing on the bottom side. And by clicking the activity we can see the details such
as Status, Assign sales, Added by, Created on etc

Sales Settings
3.4 Sales Settings
This page is the maintenance page for CRM.
1. Go to Sales > Sales CRM > Sales Settings
2. Screen appears as shown in Figure

Figure 3.4
3. Add sales status, such as attempted to contact, contact in future etc.
4. Add sales sources, such as attempted to advertisement, employee referral etc.

Inquiries & Reports


Sales Quotation Enquiry
4.1. Sales Quotation Enquiry
This is the Page used to View/Edit/Void Sales Quotation. The steps to be followed for doing the same are
explained below.
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1. Go to Sales > Inquiries and Reports >Sales Quotation Enquiry


2. If need a specific customer, choose customer.
3. For finding specific quotation entry, check with reference no. or check with from date & end date
4. For viewing the Quotation Entry, Click the Reference.
5. For converting the sales quotation to sales order, click place order link.
6. For editing the Quotation enquiry entry, click the edit button.
7. For deletion of the quotation click the trash button.
8. Click the print button for taking the printouts.

Figure 4.1

Sales Order Enquiry


4.2. Sales Order Enquiry
This is the Page used to View/Edit/Void Sales Order Enquiry. The steps to be followed for doing the same
are explained below.
1. Go to Sales > Inquiries and Reports >Sales Order Enquiry
2. If need a specific customer, choose customer
3. For finding specific order, check with reference no. or check with from date & end date

4. For viewing the Sales Order, Click the Reference.


5. For placing Sales Delivery against order click the place order link.
6. For editing the Sales Order entry, click the edit button.
7. For deleting the sales order click the trash button.
8. For printing the order, click the print button.
9. Sales Order Enquiry is complete.
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Figure 4.2

Sale Delivery Notes


4.3. Sales Delivery Notes
This is the Page used to View Sales Delivery Notes. The steps to be followed for doing the same are
explained below.
1. Go to Sales > Inquiries and Reports >Sales Delivery Notes
2. If need a specific customer, select customer which will filter the delivery by customer.
3. For finding specific Delivery, check with reference no. or check with from date & end date
4. For viewing the Sales Delivery, Click the Reference.
5. For placing the Sales Invoice against delivery, click place invoice link.
6. For printing the delivery notes, click the print button
7. For viewing the GL, click the GL Link

Figure 4.3

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Sales Invoice Transactions


4.4. Sales Invoice View
This is the Page used to View Sales Invoice Transaction. The steps to be followed for doing the same are
explained below.
1. Go to Sales > Inquiries and Reports >Sales Invoice Transaction
2. If need a specific customer, select customer which will filter the Invoice by customer.
3. For finding specific invoice, check with reference no. or check with from date & end date
4. For viewing the Sale Invoice Details, Click the Reference.
5. For viewing the GL, click the GL Link.
6. For printing the sales invoice, click the print button
7. Payment against Invoice can be made from this page, by clicking the payment buuton.

Figure 4.4

Customer Payment Enquiry


4.5. Customer Payment Enquiry
This is the Page used to View Customer Payment Details. The steps to be followed for doing the same are
explained below.
1. Go to Sales > Inquiries and Reports >Customer Payment Enquiry
2. If need a specific customer, choose customer which will filter the payment details by customer.
3. For finding or searching a specific payment, check with reference no. or check with from date & end
date
4. For viewing the Customer Payment, Click the Reference.
5. For viewing the GL, click the GL Link.
6. For printing the Payment Receipt, click the print button.
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Figure 4.5

Customer Transaction Enquiry


4.6. Customer Transaction Enquiry
This is the Page used to View all sales transaction. The steps to be followed for doing the same are
explained below.
1. Go to Sales > Inquiries and Reports >Customer Transaction Enquiry

2. If need a specific Customer, which will filter all the transactions by customer
3. For finding or searching a specific transaction, choose that Type from the dropdown
With from date & end date
4. For viewing details, click the Reference link.

5. For viewing the GL, click the GL Link.

Figure 4.6

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Credit Note Enquiry


4.7. Credit Note Enquiry
This is the Page used to View Credit Note against Sales Invoices. The steps to be followed for doing the
same are explained below.
1. Go to Sales > Inquiries and Reports >Credit Note Enquiry

2. If need a specific customer, choose customer from dropdown list


3. For finding or searching a specific Credit Note, check with reference no. or check with from date & end
date
4. For viewing Credit Note Details, click the Reference link.
5. For viewing the GL, click the GL Link.

Figure 4.7

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Customer & Sales Reports


4.8. Customer & Sales Reports
4.8.1. Aged Customer Analysis
This is the Page allows you to analyses your transactions with each of your customer accounts according
to specified accounting periods. This could be a useful tool to manage outstanding amounts owed by
customers
1. Go to Sales > Inquiries and Reports >Aged Customer Analysis

2. We can filter data based on customer, Project/Job and Date


3. For Printing Purpose, click print button

Figure 4.8.1

Category Wise Aging Report


4.8.2 Category Wise Aging Report
This is the Page used to View Category wise aging report. That is outstanding amount based on the item
category and customer.
1. Go to Sales > Inquiries and Reports >Category wise aging Report

2. We can filter data based on item category, customer and date


3. For Printing Purpose, click print button

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Figure 4.8.2

Customer Balances
4.8.3 Customer Balances
This is the Page used to show the customer balances. That is outstanding amount based on the item
category and customer.
1. Go to Sales > Inquiries and Reports >Customer Balances

2. We can filter data based on customer, Project/Job, From Date and To Date.
3. For Printing Purpose, click print button

Figure 4.8.3

Customer Detail Listing


4.8.4 Customer Detail Listing
This is the Page used to show the customer details
1. Go to Sales > Inquiries and Reports >Customer Detail Listing

2. Activity Greater Than and Activity Less than field allows us to extract data based on their transaction
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amount.
3. For Printing Purpose, click print button

Figure 4.8.4

Salesman Listing
4.8.5 Salesman Listing
This is the Page used to show the salesman details with their sales.
1. Go to Sales > Inquiries and Reports >Salesman Listing

2. We can filter data based on salesman, From Date and To Date and it will show the sales invoices.
3. While checking the show balance checkbox it will only show the balances without showing the invoices.
4. For Printing Purpose, click print button

Figure 4.8.5

Sales Summary
4.8.6 Sales Summary
Though this report we can see the summary of sales.
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1. Go to Sales > Inquiries and Reports >Sales Summary

2. We can filter data based on sales area, customer, Project/Job, From Date and To Date.
3. Then by checking no zero value checkbox we will get data without showing the zero values and by
checking only balances we will get all the balances including zero.
4. For Printing Purpose, click print button

Figure 4.8.6

Sales Register
4.8.7 Sales Register Report
This is the report is used to show the sale amount within a fiscal year
1. Go to Sales > Inquiries and Reports >Sales Register Report
2. We can filter data based on fiscal year.
3. For Printing Purpose, click print button.

Figure 4.8.7
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4. By clicking the month we can see the sales happened on that particular month.

Figure 4.8.7.a

Target Analysis Period Wise


4.8.8 Sales Forecast Report
This is the report help us to evaluate the performance of sales persons.
1. Go to Sales > Inquiries and Reports >Target Analysis Period Wise

2. By selecting particular salesman we can see their target, achievement and performance
3. Graphical representation is also showing in this report.

Figure 4.8.8

Target Analysis
4.8.9 Sales Forecast Period
From this page we can create a particular period and generate the sales man report (which showing their
target, achievement and performance) in that particular period.

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1. Go to Sales > Inquiries and Reports >Target Analysis

2. Click the create new button for creating the period.


3. Then click the Generate report button to generate the report for that period.
4. A graphical representation target analysis is also showing in this report
5. For Printing Purpose, click print button

Figure 4.8.9

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Sales CRM Report


4.8.10 Sale CRM Report
This is the report give the detailed report of sales activities.
1. Go to Sales > Inquiries and Reports >Sales CRM Report

2. We can filter data based on sale owner. This will show the details such as sales owner name, sales
activity started date, Target, Sales Quotation to Invoice converted date and their amount, margin amount
and also the payment. That is we can see the entire process to achieve a particular sale.
3. For Printing Purpose, click print button

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