Selling

The ERPNext Selling module covers the entire sales process: quotation, sales order, delivery and invoice. Documents build on each other, so items, prices and terms are entered only once. Because sales, stock and accounting share the same data, sales staff see availability and outstanding invoices right on the customer.

Quotations and sales orders

Quotations are created with line items, discounts and payment terms and sent as a branded PDF by email. Once the customer accepts, a sales order can be created directly from the quotation. Blanket orders, product bundles and drop shipping are also supported. Quotations, order confirmations and invoices can be printed in the customer's language. Delivery terms can be set via Incoterms such as EXW or DAP and printed on the documents. Approval workflows let sales management review quotations before they are sent, for example above a certain discount or amount.

Prices, discounts and terms

Price lists define standard prices, including in multiple currencies. Pricing rules can handle volume pricing, customer discounts and promotions. Credit limits and payment terms are set per customer or customer group and checked on every order.

Delivery, invoicing and subscriptions

Sales orders create delivery notes and invoices, including partial deliveries and partial invoices. Stock availability is visible while entering the order, and stock can be reserved for an order. Delivery and billing status is visible on every order. Recurring services can be billed via subscriptions or auto repeat.

Web shops and online orders

Web shops can be connected to ERPNext, for example Shopware or Shopify. Shop orders can be imported as sales orders with the customer, and items, prices and stock can be sent to the shop. Online and direct sales then run through the same processes for delivery, invoicing and accounting.

Print formats and letterheads

Quotations, order confirmations, delivery notes and invoices can have their own print format in your corporate design, with letterhead, logo, footer and terms and conditions. Simple changes are made by drag and drop, custom layouts are built as HTML templates. Recurring texts such as introductions, payment and delivery notes or terms and conditions can be stored as templates and added to quotations, orders or invoices. Documents are saved as PDF and sent to the customer directly with an email template.

Dashboards and reports

Configurable dashboards show key figures such as revenue, order intake or open orders as number cards and charts. Standard reports analyse sales by customer, item, territory and sales person. Sales targets can be set per sales person and compared with actual sales. Every report can be filtered, grouped and exported to Excel.

How it connects to other modules

• CRM: Won opportunities turn directly into quotations.

• Stock: Availability is visible on the order; deliveries update stock.

• Manufacturing and Buying: A sales order can create work orders or purchase orders.

• Accounting: Invoices post to revenue and receivables.

Frequently asked questions

Can ERPNext create proforma invoices? Yes. A proforma invoice is set up as a print format on the quotation or sales order. It is sent like an invoice but creates no accounting entry.

How do I create an invoice from a sales order? Directly from the order via "Create → Sales Invoice". Invoice and order stay linked, including partial invoices; the open remainder is visible on the order.

How are advance payments recorded? As a payment against the sales order. When the invoice is created, the advance is allocated to it.

Which discounts are possible? Discounts per line item or on the grand total, as a percentage or amount. Pricing rules can apply volume, customer and promotional discounts.

How are commissions for sales people or partners calculated? Sales people and sales partners get a commission rate. Reports show the commission per order or invoice.

Does ERPNext include a point of sale? Yes, ERPNext includes a point of sale with closing entries. In Germany, a certified TSE is also required.

Can ERPNext be connected to a web shop? Yes. Common shop systems can be connected via integrations. Orders can be created in ERPNext as sales orders with the customer, and items, prices and stock sent to the shop. phamos has already built integrations with Shopware and Shopify.

Can order confirmations be emailed automatically? Yes. When a sales order is submitted, the order confirmation can be sent to the customer automatically as a PDF.

Can quotations and invoices be created in the customer's language? Yes. The language is set on the customer, and quotations, order confirmations and invoices are then printed in that language.

Can quotations and invoices use our own design? Yes. Each document can have its own print format with letterhead, logo, fonts and footer. Simple layouts are built by drag and drop, custom layouts as HTML templates.

How are customer returns and credit notes recorded? As a return against the delivery note or a credit note against the sales invoice. Stock and outstanding amounts are corrected accordingly.

Can quotations be approved before they are sent? Yes. An approval workflow defines who has to review a quotation, for example above a certain discount or order value. Only after approval can it be sent.

Can invoices be sent as e-invoices? Yes. Sales invoices can be created as e-invoices in ZUGFeRD or XRechnung format. See the Accounting module for details.