Quotations
Prepare a quotation with products, quantities and prices, print it for the customer, and convert it into a sales order when the customer agrees, without typing the lines again.
Sales orders and reservations
Confirming a sales order reserves the stock in the chosen warehouse. Reserved units still count as on hand, but they are no longer available to sell to someone else, so two salespeople cannot promise the same cartons.
| Status | Meaning |
|---|---|
| Draft | Being prepared. Nothing is reserved. |
| Reserved | Confirmed. The ordered quantity is held for this customer. |
| Partially delivered | Some of the order has been delivered; the rest stays reserved. |
| Delivered | Everything ordered has been delivered. |
| Closed | Part was delivered and the customer does not want the rest. They are billed for what was delivered and the remaining reservation is released. |
| Cancelled | The order will not go ahead and its reservation is released. |
Deliveries and invoices
Each delivery records what actually left the godown. In one step it:
- takes the delivered quantity out of stock and out of the reservation,
- raises the invoice for what was delivered, under the sales order’s number, and
- records cost of goods at the weighted-average cost, so gross profit is known straight away.
Undelivered quantities stay reserved until they are delivered, or until you close the order.
Sales returns
A sales return is a credit note against the original invoice. When it is approved, the goods go back into stock at the cost they left at, and the customer’s balance is reduced. The original invoice is never edited.
Payments and customer balances
- Payments matched to invoices: a customer payment is applied to their open invoices, and what is left is shown as outstanding.
- Advances: money received before an invoice is held for the customer and applied to later invoices.
- Customer ledger: debit, credit and balance for each customer, from invoices, returns and payments.
- Receivables aging: unpaid invoices grouped by how long they have been open.
- Reports: sales summary by month, receivables summary, party balances and cash position.
Printing and sales tax
- Quotations, orders and invoices print on A4, A5, Letter, Legal or 80 mm thermal paper, and you choose what each document shows.
- Your logo, company NTN and bank details can appear on documents.
- Sales tax can be switched on for your company and set per line. Stockroot is not integrated with FBR digital invoicing.
A worked example
One product, one godown, before sales tax. Figures are invented; the boxes cost Rs 900 each on average.
| Step | On hand | Reserved | Available | Customer owes |
|---|---|---|---|---|
| Before the order | 60 | 0 | 60 | Rs 0 |
| Order for 40 boxes at Rs 1,250 confirmed | 60 | 40 | 20 | Rs 0 |
| 25 boxes delivered | 35 | 15 | 20 | Rs 31,250 |
| Customer pays Rs 20,000 | 35 | 15 | 20 | Rs 11,250 |
| Remaining 15 boxes delivered | 20 | 0 | 20 | Rs 30,000 |
Gross profit on the 40 boxes: revenue Rs 50,000 minus cost of goods Rs 36,000 (40 × Rs 900) = Rs 14,000.