Sales Management

5.1 Overview

The Sales Management module provides comprehensive tools for managing invoices, proforma invoices (quotations), and services. It enables the complete sales cycle from quotation to invoice generation and payment tracking.

Module Structure:

• Invoices Management - Generate invoices, track payments, record adjustments
• Proforma Management - Create quotations, approve, and convert to invoices
• Services - Manage service offerings for invoicing

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5.2 Invoice Management

Manage all customer invoices with three tabs: Invoice List, Generate Invoice, and Adjustments.

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5.2.1 Invoice List Tab

View and manage all generated invoices.

5.2.1.1 Summary Cards

5.2.1.2 Payment Status Breakdown

5.2.1.3 Filters

5.2.1.4 Invoice Table Columns

5.2.1.5 Payment Status Badges

5.2.1.6 Available Actions

5.2.1.7 Recording a Payment

1. Click the Record Payment button on an unpaid invoice
2. Fill in the payment details:
   • Outstanding Balance (display only)
   • Payment Amount (required) - Cannot exceed outstanding balance
   • Payment Method (required): Cash, Card, Bank Transfer, Mobile Money
   • Bank Account (required) - Select company bank account
   • Payment Date (required)
3. Click "Record Payment"

Business Rules:

• Payment amount cannot exceed outstanding balance
• Bank account is required for tracking
• Partial payments are supported
• Payment updates invoice status (Paid/Partially Paid)

5.2.1.8 Sending an Invoice

1. Click the Send Invoice button
2. Invoice is emailed to customer
3. Status updates to "sent"

5.2.1.9 Deleting an Invoice

1. Click the Delete button
2. Confirm deletion in dialog
3. Invoice is permanently removed

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5.2.2 Generate Invoice Tab

Create new invoices with customer and item details.

5.2.2.1 Customer Information Section

Customer Selection:

New Customer Fields:

Note: When an existing customer is selected, fields are pre-populated and disabled.

5.2.2.2 Invoice Details Section

5.2.2.3 Line Items Section

Each line item contains:

5.2.2.4 Line Item Actions

5.2.2.5 Invoice Totals

5.2.2.6 Form Actions

Business Rules:

• Store must be selected first to load products/services
• Customer name is required
• At least one line item is required
• Quantity and unit price must be positive
• Invoice number is auto-generated

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5.2.3 Adjustments Tab

Create and manage invoice adjustments (credit notes, refunds, discounts, corrections).

5.2.3.1 Store Selection

Select a store to view its invoices and adjustments.

5.2.3.2 Invoice Selection

Click on an invoice from the list to open the adjustment dialog.

5.2.3.3 Adjustment Types

5.2.3.4 Creating an Adjustment

1. Click on an invoice from the list
2. Fill in adjustment details:
   • Adjustment Type (required): Credit Note, Refund, Discount, Correction
   • Amount (required): Adjustment amount
   • Reason (required): Explanation for adjustment
   • Apply Tax (optional): Apply 18% VAT
3. Review the Adjusted Total preview
4. Click "Apply Adjustment"

Business Rules:

• Amount must be positive
• Reason is mandatory
• Adjustments require approval
• Status changes to "pending" until approved

5.2.3.5 Adjustment History

View all adjustments with:

5.2.3.6 Adjustment Actions

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5.3 Proforma Invoice Management

Manage quotations with approval workflow and conversion to invoices.

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5.3.1 Proforma List Tab

View and manage all proforma invoices.

5.3.1.1 Summary Cards

5.3.1.2 Filters

5.3.1.3 Proforma Table Columns

5.3.1.4 Proforma Statuses

5.3.1.5 Status-Based Actions

5.3.1.6 Action Buttons Detail

5.3.1.7 Rejecting a Proforma

1. Click the Reject button
2. Enter a Rejection Reason in the dialog
3. Click "Reject" to confirm

Business Rules:

• Rejection reason is required
• Rejected proformas cannot be converted

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5.3.2 Create Proforma Tab

Create new proforma invoices (quotations).

5.3.2.1 Form Fields

Same structure as Generate Invoice (see section 5.2.2):

• Customer Information
• Invoice Details (Store, Due Date, etc.)
• Line Items (Products/Services)
• Totals

5.3.2.2 Form Actions

Business Rules:

• Same validation as invoice generation
• Proformas are created in "draft" status
• Due date represents validity period

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5.4 Services Management

Manage service offerings for use in invoices and proformas.

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5.4.1 Overview

Services are non-inventory items that can be sold (consulting, maintenance, etc.).

5.4.2 Summary Cards

5.4.3 Filters

5.4.4 Services Table Columns

5.4.5 Pricing Type Badges

5.4.6 Available Actions

5.4.7 Creating a Service

1. Click "Add Service" button
2. Fill in service details:
   • Store (required): Select store
   • Service Name (required): e.g., "Web Development"
   • Service Code (required): e.g., "WEB-DEV-001"
   • Description (optional): Service description
   • Pricing Type (required): Fixed, Hourly, Daily, Custom
   • Unit (optional): e.g., "hour", "day", "project"
   • Price (required): Selling price (TZS)
   • Cost (optional): Service cost
   • Active (checkbox): Service availability
3. Click "Create Service"

5.4.8 Editing a Service

1. Click the Edit button on a service row
2. Modify the service details
3. Click "Update Service"

5.4.9 Deleting a Service

1. Click the Delete button
2. Review the warning (services used in orders cannot be deleted)
3. Click "Delete" to confirm

Business Rules:

• Services used in sales orders cannot be deleted
• Use deactivation instead of deletion for used services
• Code should be unique within the store

5.4.10 Toggling Service Status

1. Click the Switch toggle in the Status column
2. Service is immediately activated or deactivated
3. Inactive services don't appear in invoice/proforma forms

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5.5 Business Rules Summary

Invoice Rules

• Invoice numbers are auto-generated
• Taxes are calculated based on configured rates
• Invoices can be paid partially or in full
• Payments require bank account selection
• All payments are tracked for audit

Proforma Rules

• Proformas represent quotations/estimates
• Validity is tracked by due date
• Approval is required before sending
• Conversion to invoice creates linked document

Adjustment Rules

• Adjustments require approval workflow
• All adjustments are logged for audit
• Credit notes, refunds, discounts reduce balance
• Corrections are for record-keeping only

Service Rules

• Services are store-specific
• Services in use cannot be deleted
• Inactive services are hidden from forms