Sales Management

Sales Management

Manage sales operations for educational institutions including selling course materials, uniforms, merchandise, event tickets, and publications through quotations, orders, and invoicing.

Time Required: 10-30 minutes per transaction Module: Sales User Role: Sales User, Sales Manager

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Table of Contents

1. Overview
2. Configuration
3. Managing Products
4. Creating Quotations
5. Quotation Templates
6. Confirming Sales Orders
7. Pricelists
8. Discounts
9. Invoicing
10. Down Payments
11. Field Reference
12. Troubleshooting

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Overview

The Sales module in OpenEduCat enables educational institutions to sell:

Product Category	Examples
Course Materials	Textbooks, lab kits, art supplies, study guides
Uniforms & Apparel	School uniforms, sports jerseys, graduation gowns
Merchandise	Branded items, stationery, bags, water bottles
Event Tickets	Concerts, sports events, graduation ceremonies
Publications	Yearbooks, newsletters, research journals
Services	Tutoring sessions, certification exams, facility rentals

Key Features

• Create and send professional quotations
• Convert quotations to sales orders
• Flexible pricing with pricelists and discounts
• Multiple invoicing options (ordered vs. delivered quantities)
• Down payment support for high-value items
• Online payment and signature integration

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Configuration

Step 1: Enable Sales Settings

1. Go to Sales > Configuration > Settings
2. Configure the following options:

Setting	Description	Recommended for Education
Quotation Templates	Create reusable quote templates	Enable for standard product bundles
Online Signature	Request signature to confirm	Enable for high-value orders
Online Payment	Request payment to confirm	Enable for event tickets, merchandise
Default Quotation Validity	Days before quote expires	15-30 days
Lock Confirmed Sales	Prevent edits after confirmation	Enable for audit compliance
Pro-Forma Invoice	Send preliminary invoices	Enable for international sales

3. Click Save

Step 2: Configure Invoicing Policy

Choose how products are invoiced:

Policy	When to Use	Educational Example
Invoice what is ordered	Immediate billing	Event tickets, digital materials
Invoice what is delivered	Bill after delivery	Textbooks, uniforms, equipment

Navigate to Sales > Configuration > Settings > Invoicing to set the default policy.

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Managing Products

Create Educational Products

1. Go to Sales > Products > Products
2. Click Create
3. Fill in product details:

Field	What to Enter	Example
Product Name	Descriptive name	”Chemistry Lab Kit - Grade 10”
Product Type	Storable/Consumable/Service	Storable Product
Sales Price	Base selling price	75.00
Cost	Purchase/production cost	45.00
Can be Sold	Enable for sales	Checked
Invoicing Policy	Ordered/Delivered quantities	Ordered quantities
Internal Reference	SKU code	”LAB-CHEM-G10”

4. Click Save

Product Variants

Use variants for products with multiple options (sizes, colors):

Example: School Uniform Polo Shirt

1. Go to Sales > Configuration > Attributes
2. Create attributes:

Attribute	Values	Display Type
Size	XS, S, M, L, XL, XXL	Pills
Color	Navy Blue, White, Gray	Color

3. On the product form, go to Attributes & Variants tab
4. Add attributes and select values
5. System generates all variant combinations automatically

Product Categories

Organize products by category:

Category	Products
Course Materials	Textbooks, workbooks, lab supplies
Uniforms	Shirts, pants, shoes, accessories
Events	Tickets, registrations, booth spaces
Merchandise	Branded items, gifts, souvenirs
Services	Tutoring, certifications, rentals

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Creating Quotations

Step 1: Start a New Quotation

1. Go to Sales app (main dashboard)
2. Click New button
3. The quotation form opens

Step 2: Enter Customer Information

Field	Required	Description	Example
Customer	Yes	Select or create customer	”John Smith (Parent)“
Invoice Address	Yes	Billing address	Auto-filled from customer
Delivery Address	Yes	Shipping address	Auto-filled from customer
Expiration	No	Quote validity date	2026-01-21
Pricelist	No	Special pricing rules	”Student Discount”
Payment Terms	No	Payment conditions	”30 Days”

Step 3: Add Products

In the Order Lines tab:

Option A: Add Individual Products

1. Click Add a product
2. Select product from dropdown
3. Adjust quantity if needed
4. Repeat for additional products

Option B: Use Product Catalog

1. Click Catalog button
2. Browse or search products
3. Click Add on desired items
4. Click Back to Quotation

Step 4: Organize with Sections and Notes

• Click Add a section to group related items
• Click Add a note to add explanatory text
• Drag and drop to reorder items

Example Quotation Structure:

[Section] Course Materials - Fall 2026
  - Introduction to Biology (Textbook)     $85.00
  - Biology Lab Manual                     $25.00
  - Dissection Kit                         $35.00
[Note] All materials required for BIO-101

[Section] Uniform Package
  - School Polo (Navy Blue, M)             $28.00
  - Khaki Pants (32x32)                    $35.00

Step 5: Configure Other Options

Go to Other Info tab:

Sales Section:

Field	Description
Salesperson	Assigned staff member
Sales Team	Department/team
Online Signature	Require signature
Online Payment	Require payment %
Tags	Organization labels

Delivery Section:

Field	Description
Shipping Policy	When to ship
Delivery Date	Expected delivery

Step 6: Send Quotation

1. Click Send by Email
2. Review email content and recipients
3. Click Send
4. Status changes to “Quotation Sent”

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Quotation Templates

Create reusable templates for common orders.

Create a Template

1. Go to Sales > Configuration > Quotation Templates
2. Click New

Field	Description	Example
Quotation Template	Template name	”New Student Package”
Quotation Validity	Days valid	30
Confirmation Mail	Email on confirmation	”Order Confirmation”
Online Signature	Require signature	Checked
Online Payment	Require payment %	50%

Add Products to Template

In the Lines tab:

1. Click Add a product
2. Select products included in the package
3. Set quantities
4. Add sections and notes as needed

Optional Products

In the Optional Products tab, add cross-sell items:

Template	Optional Products
New Student Package	Extra uniform set, Backpack, Water bottle
Event Ticket	VIP upgrade, Parking pass, Meal voucher
Textbook Bundle	Study guide, Online access code

Terms & Conditions

In the Terms & Conditions tab, add standard text:

Terms & Conditions:
- All sales are final for opened/used items
- Returns accepted within 14 days for unopened items
- Uniform exchanges available within 30 days
- Payment due upon order confirmation

Use Template in Quotation

1. Create new quotation
2. Select template in Quotation Template field
3. Products and settings auto-populate
4. Customize as needed

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Confirming Sales Orders

Confirm via Back-Office

1. Open the quotation
2. Click Confirm button
3. Status changes to “Sales Order”
4. Proceed to invoicing

Confirm via Customer Portal

If Online Signature/Payment enabled:

1. Customer receives quotation email
2. Customer clicks link to view quote
3. Customer reviews order details
4. Customer signs and/or pays online
5. Order auto-confirms upon completion

After Confirmation

• Quotation becomes a Sales Order
• Delivery order created (if physical products)
• Invoice can be created
• No further editing (if Lock Confirmed Sales enabled)

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Pricelists

Enable Pricelists

1. Go to Sales > Configuration > Settings
2. Enable Pricelists in Pricing section
3. Click Save

Create a Pricelist

1. Go to Sales > Products > Pricelists
2. Click New

Field	Description	Example
Pricelist Name	Display name	”Student Discount”
Currency	Pricing currency	USD
Country Groups	Geographic scope	United States

Price Rules

In the Price Rules tab, add discount rules:

Apply To	Price Type	Value	Example
All Products	Discount	10%	10% off everything
Category: Uniforms	Fixed Price	25.00	Flat price for uniforms
Product: Textbook	Formula	5% + round to $0.99	Complex pricing

Educational Pricelist Examples

Pricelist	Target	Rules
Student Discount	Current students	15% off merchandise, 10% off materials
Faculty/Staff	Employees	20% off all products
Alumni	Graduates	10% off merchandise only
Bulk Order	Groups > 10 items	25% off uniforms

Apply Pricelist to Customer

1. Open customer record
2. Go to Sales & Purchase tab
3. Select pricelist in Pricelist field
4. Click Save

Apply Pricelist to Quotation

1. On quotation form
2. Select pricelist in Pricelist field
3. Prices recalculate automatically

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Discounts

Enable Discounts

1. Go to Sales > Configuration > Settings
2. Enable Discounts in Pricing section
3. Click Save

Apply Line Discounts

In the quotation Order Lines tab:

1. Find the Disc.% column
2. Enter discount percentage for each line
3. Total recalculates automatically

Product	Unit Price	Qty	Disc.%	Total
Textbook	$100.00	1	10%	$90.00
Lab Kit	$50.00	1	0%	$50.00

Discount Button Options

Click Discount button at bottom of order lines:

Option	Description	Use Case
On All Order Lines	Same % on all items	Store-wide sale
Global Discount	Single discount line	Promotional discount
Fixed Amount	Dollar amount off	Coupon/voucher

Example: Apply 10% Event Discount

1. Click Discount
2. Enter 10 in Discount field
3. Select Global Discount
4. Click Apply

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Invoicing

Invoicing Policies

Policy	Description	Best For
Ordered Quantities	Invoice immediately upon confirmation	Digital products, event tickets
Delivered Quantities	Invoice after delivery/pickup	Physical goods, shipped items

Create Invoice from Sales Order

1. Open the sales order
2. Click Create Invoice
3. Choose invoice type:

Type	Description
Regular Invoice	Full amount or remaining balance
Down Payment (percentage)	Partial payment as %
Down Payment (fixed amount)	Specific dollar amount

4. Click Create Draft Invoice
5. Review draft invoice
6. Click Confirm to post invoice
7. Click Pay to register payment

Invoice Workflow

Sales Order Confirmed
        |
        v
Create Invoice (Draft)
        |
        v
Confirm Invoice (Posted)
        |
        v
Register Payment
        |
        v
Invoice Paid

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Down Payments

Collect partial payment upfront for high-value orders.

When to Use Down Payments

Scenario	Suggested Down Payment
Custom uniform orders	50%
Event bookings	25-50%
Equipment purchases	50%
Large textbook orders	30%

Create Down Payment Invoice

1. On confirmed sales order, click Create Invoice
2. Select Down payment (percentage) or Down payment (fixed amount)
3. Enter amount/percentage
4. Click Create Draft Invoice
5. Confirm and collect payment

Complete Order Payment

After down payment is collected:

1. Return to sales order
2. Down payment appears in Order Lines under “Down Payments” section
3. Click Create Invoice again
4. Select Regular Invoice
5. System invoices remaining balance
6. Confirm and collect final payment

Example: 50% Down Payment Flow

Step	Amount	Running Total
Order Total	$500.00	-
Down Payment (50%)	$250.00	$250.00 paid
Final Invoice	$250.00	$500.00 paid

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Field Reference

Quotation/Sales Order Fields

Field Name	Technical Name	Type	Required	Description
Customer	partner_id	Many2one	Yes	Customer/contact
Invoice Address	partner_invoice_id	Many2one	Yes	Billing address
Delivery Address	partner_shipping_id	Many2one	Yes	Shipping address
Quotation Template	sale_order_template_id	Many2one	No	Pre-defined template
Expiration	validity_date	Date	No	Quote expiry date
Pricelist	pricelist_id	Many2one	No	Pricing rules
Payment Terms	payment_term_id	Many2one	No	Payment conditions
Order Lines	order_line	One2many	Yes	Products ordered

Order Line Fields

Field Name	Technical Name	Type	Required	Description
Product	product_id	Many2one	Yes	Item being sold
Description	name	Text	Auto	Product description
Quantity	product_uom_qty	Float	Yes	Amount ordered
Unit Price	price_unit	Float	Auto	Sale price
Discount	discount	Float	No	Percentage discount
Taxes	tax_id	Many2many	Auto	Applicable taxes
Subtotal	price_subtotal	Float	Computed	Line total

Order States

Technical Value	Display Name	Description
draft	Quotation	Initial draft
sent	Quotation Sent	Emailed to customer
sale	Sales Order	Confirmed order
done	Locked	Completed and locked
cancel	Cancelled	Order cancelled

Invoice States

Technical Value	Display Name	Description
draft	Draft	Not yet posted
posted	Posted	Confirmed invoice
cancel	Cancelled	Invoice cancelled

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Troubleshooting

Cannot Create Invoice

Problem: “Create Invoice” button not visible or disabled.

Solutions:

1. Ensure order is confirmed (Sales Order status)
2. Check invoicing policy - if “Delivered quantities”, deliver items first
3. Verify you have Sales Manager permissions
4. Check if previous invoices cover full amount

Pricelist Not Applying

Problem: Prices not updating when pricelist selected.

Solutions:

1. Verify pricelist is saved and active
2. Check price rules match products in order
3. Ensure date falls within rule validity period
4. Check minimum quantity requirements
5. Re-select products after changing pricelist

Customer Cannot Pay Online

Problem: Online payment option not appearing for customer.

Solutions:

1. Enable Online Payment in Settings
2. Configure payment provider (Stripe, PayPal, etc.)
3. Check Online Payment checkbox on quotation
4. Verify customer has valid email address
5. Ensure quotation was sent (not just saved)

Discount Column Missing

Problem: Cannot add discounts to order lines.

Solutions:

1. Go to Sales > Configuration > Settings
2. Enable Discounts in Pricing section
3. Click Save
4. Refresh quotation page

Down Payment Deduction Not Working

Problem: Final invoice not deducting down payment.

Solutions:

1. Check invoicing policy is “Ordered quantities”
2. Verify down payment invoice is Posted and Paid
3. For “Delivered quantities” policy, ensure delivery is validated
4. Check order total exceeds down payment amount

Quotation Template Products Not Loading

Problem: Selecting template doesn’t add products.

Solutions:

1. Verify template has products in Lines tab
2. Check products are active (not archived)
3. Ensure products are marked “Can be Sold”
4. Verify you have access to all products in template

Cannot Edit Confirmed Order

Problem: Unable to modify sales order after confirmation.

Solutions:

1. Check if “Lock Confirmed Sales” is enabled
2. Use “Unlock” option if available (requires permission)
3. Cancel order and create new one
4. For invoiced orders, cancel invoices first

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Best Practices for Educational Sales

Product Naming Conventions

Use consistent naming for easy searching:

[Category] Product Name - Variant - Grade/Year

Examples:

• [UNIFORM] Polo Shirt - Navy Blue - Grade 9-12
• [TEXTBOOK] Introduction to Chemistry - 2026 Edition
• [EVENT] Spring Concert 2026 - VIP Ticket
• [SUPPLY] Art Kit - Beginner - Grades 1-5

Quotation Templates by Use Case

Template	Products	Optional Products
New Student Welcome	Uniform set, Basic supplies	Extra uniform, Backpack
Course Registration	Required textbooks	Study guides, Online access
Event Package	Ticket + Parking	VIP upgrade, Merchandise
Graduation Bundle	Cap & Gown rental	Announcements, Photos

Seasonal Pricing

Use pricelists with validity dates:

Pricelist	Valid Period	Discount
Back to School Sale	Aug 1-15	20% off uniforms
Holiday Special	Dec 1-25	15% off merchandise
End of Year Clearance	May 15-31	30% off supplies

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Related Topics

• Fee Management

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Last updated: January 2026