The sales module: From Offer to Invoice - we take you through entire salesflow in this article

Rackbeat has a built-in sales module. In this article, we take you through the entire sales flow - from Offer to Invoice - so you can get an insight into how you handle your sales in Rackbeat.

In this article, we will go through the workflow of the sales tab in Rackbeat. The sales tab contains: 

  • Offer
  • Order
  • Shipment
  • Invoice

It is not required that you go through all the steps for every salesorder (Offer → Order → Shipping → Invoice), you can easily create a direct order or invoice, but in this article we go through the workflow from Offer to Invoice.

Tip!  If you have a webshop it can be integrated to Rackbeat - that means orders placed in the webshop will be created in Rackbeat automatically. 

Create an Offer

In Rackbeat, you can create an Offer for a customer, which you can subsequently convert into an Order if the customer accepts the offer. Below we guide you through how to create an offer.

  1. Select the 'Sales' tab at the top of the page
  2. Click on 'Offers' in the menu
  3. Click the 'Create New' button in the top right corner
  4. Select a customer from the list (if you have many customers, you can press 'Show more results' to display the entire customer list, or search for a customer name/customer number by writing directly in the field).
    Tip! you also have the option to select 'Create' at the bottom of the menu to create a brand new customer
  5. Click on 'Create and Edit'
  6. Enter relevant information about the offer (Heading, Note, Delivery date and how long the offer is valid)
  7. Add items to the offer by clicking 'Create new'/'Add item collection'
  8. Select the product/product collection, enter quantity and other relevant information
  9. Then click on 'Save' or 'Save and new' (if you want to add more items to the offer)
  10. You have the option to attach a PDF file to the offer - this is done on the right side of the draft offer in the field 'Attached PDF'
  11. Click 'Send to customer' to finish. 

Convert Offer to an Order

If you have sent an offer to a customer and the customer has accepted, you can convert it to a sales order. That way, you don't have to create an order from scratch. Below we guide you through how to convert an offer into a sales order.

  1. Select the 'Sales' tab at the top
  2. Click on 'Offers' in the menu
  3. Find the offer in the overview that you want to convert into a sales order
  4. Click on the 3 small dots on the right side of the offer line
  5. Select the check mark in the middle “Customer has accepted”



  6. A box will appear where you can choose to convert the offer to a sales order (or to an invoice). Select convert to 'Order' and press 'Accept and convert'

  7. The offer has now been converted to an order draft, which you can edit

  8. Click 'Send to customer' to complete the order.

  9. Press 'Send' - the order will then be registered as 'Sent' (/confirmed) in the system

Tip! Rackbeat creates unique numbers for all orders. It automatically starts with number 1001.

If you want to continue another series of numbers, you have the option of change what the next order number should be.

Go to Company Settings > General > Numbers

Create a shipment for the order

When your sales order is ready to be shipped, you have to create a shipment for the order. This can be done in two ways - we will guide you through both procedures in this guide.

You create a shipment from a sales order by:

  1. Select the 'Sales' tab at the top
  2. Click on 'Order' in the menu
  3. Find the order in the overview for which you want to create the shipment
  4. Hover your mouse over the 3 small dots on the right side of the order line and select 'Create shipment'
  5. Pick the items to be shipped. If all items are ready to be sent, you can click on 'Pick all'

  6. Click on 'Confirm' in the top right corner - you will then be given the option to choose whether you want to send a delivery note to the customer by email

  7. Click 'Send//Confirm' again to finish


Or:

  1. Select the 'Sales' tab at the top
  2. Click on 'Order' in the menu
  3. Find the order in the overview that you want to create the shipment for
  4. Click on the order number - that will take you to the order
  5. Click on the 'Create shipment' icon in the top right corner
  6. Click the 'Edit' icon
  7. Pick the items to be shipped. If all items are ready to be sent, you can click on 'Pick all'
  8. Click on 'Confirm' in the top right-hand corner -  you will be given the option to send a delivery note to the customer by email
  9. Click 'Send/Confirm' again to finish

Create an Invoice based on the Order

When you have a sales order in the system, you can create the invoice based on it. That way you save time and clicks. Below we guide you through how to do it.

You can either:

  1. Select the 'Sales' tab at the top
  2. Click on 'Order' in the menu
  3. Find the sales order you want to create the invoice from
  4. Hold the mouse over the 3 small dots on the right side of the order line and click 'Create invoice'
  5. You can now create an invoice on either all product lines or create a partial invoice only on the shipped product lines (if you haven't shipped/don't want to ship everything at once)
  6. The invoice draft has now been created and you can edit it
  7. Click 'Book' to complete the invoice
    1. You will then have the option to send the invoice to the customer by email

    2. You can also choose to create a shipment (if this has not already been created), and if that order should be marked as shipped and;

    3. whether the item(s) should be withdrawn from the warehouse on the invoice date instead of today's date

  8. Press 'Send' - the invoice will be registered as 'Booked' in the system

Or:

  1. Go to the 'Sales' tab at the top
  2. Click on 'Order' in the menu
  3. Find the sales order you want to create the invoice for
  4. Click on the order number on the left of the order line to access the current order
  5. Click 'Create invoice' at the top of the right side
  6. The invoice draft has now been created and you can edit it
  7. Click 'Book' to complete the invoice
    1. You will then have the option to send the invoice to the customer by email

    2. You can also choose to create a shipment (if this has not already been created), and if that order should be marked as shipped and;

    3. whether the item(s) should be withdrawn from the warehouse on the invoice date instead of today's date

  8. Press 'Send' - the invoice will be registered as 'Booked' in the system

Tip! Rackbeat creates unique numbers for all invoices . It automatically starts with number 1001.

If you want to continue another series of numbers, you have the option of change what the next invoice number should be.

Go to Company Settings > General > Numbers