Customer sales order and dispatch management
Quotes
Quotes
Sales can create quotes, send them to customers, push confirmed quotes to Xero, and create sales orders after the customer accepts and sends a PO.
| Quotes | Customers | Status | Xero Quote | Amount |
|---|
| Order | Customers | Status | Shipment Status | Delivery Date | Amount |
|---|
Original PO
Store and review uploaded customer PO PDFs by month.
Invoices
Create invoices from confirmed, picking, or shipped orders, then review invoices already created.
Ready to Invoice
| Order | Customer | Status | Amount |
|---|
Created Invoices
| Invoice No | Order | Customer | Invoice Date | Due Date | Payment Status | Amount |
|---|
HCP Invoice
Upload and track invoices received from HCP Media Pty Ltd.
Dispatch Queue
Track supplier dispatch and customer dispatch for each order.
Customer List
Product List
Inventory
Manage stock on hand and low-stock reorder points by SKU.
CoA Downloads
Product Brochure Downloads
Log Book
Records website activity for admin audit and recovery.
Xero Integration Plan
This version lets Sales create quotes, send them to customers, and simulate pushing to Xero. Next stage: connect Xero OAuth, push quotes as Xero quotes, and create draft invoices from shipped orders.
Recommended Sync Rules
- Sales creates a draft quote and sends it to the customer.
- Sent or accepted quotes can be pushed to Xero.
- Pushed quotes store the Xero Quote No.
- After customer acceptance and PO receipt, mark accepted and create an order.
- Confirmed or Picking orders are not pushed to Xero.
- Shipped orders can become draft invoices.
Data Backup
Export all customers, products, quotes, and orders. Back up after major updates or at the end of each day.
Activity Log
Records quote and order creation/deletion for audit and recovery.
User Profile
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