Order to cash flow

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Order to cash flow using OpenERP CRM, Sales, Stock and Account module

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  • Hi I am currently doing some training with our team to implement open ERP> Our implementation Specialist are not good at doing training so I am taking this on.Aalso we have changed some of the processes so that the salesperson can validate payment In store with the customer present as we are are a retail business . Could you make this presentation available to me so that I can edit change and add some extra scenarios. I am a client
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Order to cash flow

  1. 1. Open ERPs Application Based Interface Order to Cash flowNom du fichier – à compléter Management Presentation *
  2. 2. Nom du fichier – à compléter Management Presentation *
  3. 3. Scenario:A company Saino Pvt. Ltd. Is established in 2006.lThe core business of the company is to supply ballpens to itslvarious retailes.Mr.Shilin Bhagat , the chief manager of Saino Pvt. Ltd wants tolimplement OpenERP to make day-to-day activities easy.Mr.Shilin comes with following requirements :l1.Initially company has 100 ballpens in the stock.2.He want to use OpenERP CRM for his sales department.3.The full business flow from lead to delivery and invoicing must be satisfied by the proposed system. Nom du fichier – à compléter Management Presentation *
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  5. 5. Exercise:•From the list of products find the product “Basic PC”.•Solution l Go to the menu Sales -> Products -> Products l Type “Basic PC” in the “Name” search field. l Click on the “Search” button. l You find the record for the product “Basic PC”Nom du fichier – à compléter Management Presentation
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  7. 7. Exercise:•Create a new product named “Ballpen” in your database .•ANSWER•Go to the menu Sales -> Products -> Products•Click on the “Create” button in product form.•In the Name field type “Ballpen”.•In the Cost Price field put value 50 and in Sale Price field put value 75.•Click on “Save” button.Nom du fichier – à compléter Management Presentation
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  9. 9. Now, As a wholeseller you may have already some stock ready with you.Nom du fichier – à compléter Management Presentation *
  10. 10. Exercise:Initialize the stock of Ballpen with 100 quantity.l Solution :•Click on the “Update” button on the product form.•In the “Change Product Quantity” form enter value 100 in the “Quantity” field and “Physical Location/Your Company/Stock” in the “Location” field.•Click on “Apply” button. Nom du fichier – à compléter Management Presentation
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  13. 13. CRM to Sales FlowNom du fichier – à compléter Management Presentation
  14. 14. LEAD OPPORTUNITY QUOTATION SALES ORDER DELIVERY INVOICING The above diagram shows the complete business process from lead to delivery and invoicing. Nom du fichier – à compléter Management Presentation
  15. 15. What is a Lead , Opprtunity and Customer ?•Leadis an initial and unqualified contact with a person orcompany. (example: incoming email, business card received, ...)•Opportunity when the need of the customer is qualified and asalesman has to follow the oppotunity (next action, schedulemeeting, planned revenues...)•Customer: when someone wants to buy, it become a realcustomer in your address book, you can do sale order,invoices... to customersNom du fichier – à compléter Management Presentation
  16. 16. What is a Sales Order ?The sales order , sometimes abbreviated as SO, is an orderlissued by a business to a customer.•A sales order may be for products and/or services.•InOpenERP , sales order is in “Done” state if the product isboth “delivered” and “invoiced”. Nom du fichier – à compléter Management Presentation
  17. 17. What is a Delivery and Invoice ?•.Delivery means the voluntary transfer of physical possession orcontrol of goods.•An invoice is essentially a detailed bill left by vendors andoutside suppliers for goods or services rendered to a company.•A typical invoice might list the quantity of eachitem,prices,billable hours,service description and a contactaddress for payment. Nom du fichier – à compléter Management Presentation
  18. 18. You meet lots of people in an exhibition. You record their business card as leads in OpenERP.Nom du fichier – à compléter Management Presentation
  19. 19. LEAD OPPORTUNITY QUOTATION SALES ORDER DELIVERY INVOICING Nom du fichier – à compléter Management Presentation
  20. 20. Exercise•Create a new lead with the following information :Subject: Inquiry about ball-penPartner Name: Saino Pvt. Ltd.Contact Detail: Mr. Shilin Bhagat, GandhinagarEmail: sbhagat@gmail.comSolutionGo to the menu Sales -> LeadClick on the “Create” button.Fill relevant information to record the leadClick on the “Save” button . Your lead is created.Nom du fichier – à compléter Management Presentation
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  22. 22. After a call, the lead has been qualified → a salesman have to follow the opportunityNom du fichier – à compléter Management Presentation
  23. 23. LEAD OPPORTUNITY QUOTATION SALES ORDER DELIVERY INVOICING Nom du fichier – à compléter Management Presentation
  24. 24. Exercise:•Convert the previous created lead into an opportunity .•ANSWER•Click on “Convert to Opportunity” button.•In the “Create a Partner” form click on “Create Opportunity” button.•Opportunity form will open.•Click on the “Save” button.Nom du fichier – à compléter Management Presentation
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  26. 26. Salesman have the hope that this opprtunitycan 90% give some revenue to the comapany.Nom du fichier – à compléter Management Presentation
  27. 27. Exercise:•Save the opprtunity with 90% probability and some revenueamount also fill the next action (meeting) with customer.•Solution l Enter 1000 in the “Expected Revenue” and 90% in the “Probability(%) field. l In the “Next Action” field enter “Arrange Meeting with a customer”. l Click on “Save” button.Nom du fichier – à compléter Management Presentation
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  29. 29. The salesman have to manage his funnel of opportunities. ( expected revenue, qualifications, ...)Nom du fichier – à compléter Management Presentation
  30. 30. •Kanban View•Thisis a view that enables user to perform the comman task viadrag and drop feature.•For example a CRM user could drag and drop a businessopportunity and schedule a follow up, or convert to a quotationand so on.•This view is used to see the opportunities in different pipelines.•Here user can change the opportunity from one pipeline toother by just drag and drop.Nom du fichier – à compléter Management Presentation
  31. 31. Exercise:•.Move the opportunity for “Saino Pvt. Ltd. “ from New stage toQualification stage in the Kanban view.•Solution l Go to the menu Sales - > Opportunites. l Drag the opportuniy with “Saino Pvt. Ltd” from New and drop it in “Qualification” stage.Nom du fichier – à compléter Management Presentation
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  33. 33. The salesman have to arrange a meeting with the customer to finalize the dealNom du fichier – à compléter Management Presentation
  34. 34. Exercise:•Schedule a meeting with the customer from the Kanbanview .•ANSWER•Single Click on the relevant opportunity.•Click on “Schedule Meeting” icon•Double click on the specific date when you want to schedule ameeting.•Click on the "Save" button to save the meeting.Nom du fichier – à compléter Management Presentation
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  37. 37. Mr.Shilin is very satisfied with the product ina meeting and now he asks for a quotation for the product..Nom du fichier – à compléter Management Presentation
  38. 38. LEAD OPPORTUNITY QUOTATION SALES ORDER DELIVERY INVOICINGNom du fichier – à compléter Management Presentation
  39. 39. Exercise:•Create a new quotation for the product to send to a customer.•ANSWER•Go to the menu Sales -> Opportunities.•Select the opportunity by clicking on it in the kanban:•Click on the edit icon•Click on “Convert to Quote” button.•Window for “Make Quotation” will appear.•Click on “Create” button here.•You will get the Quotation form.Nom du fichier – à compléter Management Presentation
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  42. 42. To print the valid quotation now we have to select the customer product in the quotation ..Nom du fichier – à compléter Management Presentation
  43. 43. Exercise:•Create a quotation for product Ballpen for 10 quantities.•ANSWER•In the Sales Quotation window click on the “Create” buttonbesides Sales Order Lines field.•Here , in Sales Order Lines form select the product called“ballpen” and change the quantity to 10.•Click on “Save and Close” button.•Finally , save the quotation by clicking on “Save” button.Nom du fichier – à compléter Management Presentation
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  46. 46. Now sales person is ready with the quotation,so he can print the quotation and send it toMr.Shilin and waiting for the positive reply. Nom du fichier – à compléter Management Presentation
  47. 47. Exercise:•Print the quotation that can be sent to customer.•ANSWER•Click on the "Print Quotation" button to see the quotation in .pdfformat.•Click on "Open With" to see the quotation or Click on "SaveFile" , if you want to save it into your machine. Nom du fichier – à compléter Management Presentation
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  49. 49. Mr.Shalin is very happy with a quotation andhappily for us he gives us order for 10 pieces ofballpen.So now we have to make a sales orderfrom the quotation. Nom du fichier – à compléter Management Presentation
  50. 50. LEAD OPPORTUNITY QUOTATION SALES ORDER DELIVERY INVOICING Nom du fichier – à compléter Management Presentation
  51. 51. Exercise:•Confirm the sales quotation to sales order for Saino Pvt Ltd.•ANSWER• Click on the "Confirm Order " button to confirm it. Nom du fichier – à compléter Management Presentation
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  53. 53. Now, companys warehouse manager will deliverthe product to Mr.Shilin. Nom du fichier – à compléter Management Presentation
  54. 54. LEAD OPPRTUNITY QUOTATION SALES ORDER DELIVERY INVOICING Nom du fichier – à compléter Management Presentation
  55. 55. Exercise:•Deliverthe product safely to the customer for the confirmedsales order.•ANSWER•Go to the menu Warehouse -> Delivery Orders.•Click on the related delivery order.•Click on the “Process” button.•Finally , create on the “Validate” button.Nom du fichier – à compléter Management Presentation
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  58. 58. Once the Sales Oreder is confirmed , Salesmanger generates the invoice for the confirmedorder.. Nom du fichier – à compléter Management Presentation
  59. 59. LEAD OPPORTUNITY QUOTATION SALES ORDER DELIVERY INVOICING Nom du fichier – à compléter Management Presentation
  60. 60. Exercise:•Create the invoice for this sales order.•ANSWER•Click on the button “Create Final Invoice”.•Click on the “Save” button.Nom du fichier – à compléter Management Presentation
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  62. 62. Invoice is created , the compays accountmanager will now take care of validation of theinvoice and record the payment. Nom du fichier – à compléter Management Presentation
  63. 63. Exercise:•Account manager validates the created invoice.•ANSWER• In the Customer Invoices form click on the “Validate” button.• Click on the “Save”. Nom du fichier – à compléter Management Presentation
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  65. 65. Invoice is validated and after some daysMr.Shilin sends a cheque for the requiredamount.The Account manager will record thepayment in OpenERP. Nom du fichier – à compléter Management Presentation
  66. 66. Exercise:•Receive the payment from the customer for generated invoice .•ANSWER• In the Customer Invoices form click on the “Validate” button.• Click on the “Payment” button .• In the Payment Method field select “Bank Journal”.•Click on “Validate” button Nom du fichier – à compléter Management Presentation
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