*Note: Sales Forms are only available for Professional and Enterprise editions of Elements CRM.
Creating Sales Forms
Sales Forms are estimates, invoices, quotes, etc. The actual names of these forms can be customized by managers. For additional information on customizing forms, check out the section on “Customizing the Sales Element”.
To create a form:
*Note: Prior to making your first Sales Form, make sure you have created Payment Terms in the Sales Element > Prefs > Payment terms area.
1. Navigate to the Sales Element > Sales Forms > Create Form.
2. Select the type of form you wish to create from the Type menu in the middle of the page (i.e. invoice, estimate, etc).
2. On the top right side of the page, select the account in which you are creating the form for.
3. Select the terms. (Terms are created by Managers in the Sales Element > Prefs >
Payment Terms.)
4. Change any dates or form numbers, if applicable.
5. In the middle of the header, select any applicable fields. This includes ship to location, buyer, salesperson and the optional sales class (sales classes must first be created by Managers).
6. In the left section of the page, you may change the location from which the order was placed. (Additional locations are created by System Admins in the Admin Element >
Company > Locations.)
7. Search for products to add to the invoice in the Search field, and select them by clicking on the icon just to the right of the product's name. To add a new product on the fly, click on the icon to the right of the Search field.
7. Adjust quantities and the rate if applicable.
8. Add an optional note to appear below the line item on the form by clicking on the icon to the right of the item.
9. Enter any discounts, credits, shipping charges or taxes. Note: taxes will only auto-fill if the product has been setup as a taxable item in the Product Element and the sales account has been assigned a tax rate in the Sales Element > Accounts, under the Finance tab of the Data Editor. (Tax rates are created by System Administrators.) If you have enabled “Tax By Product” in the Sales Element > Prefs > Account Settings, the Product must have a tax rate assigned.
10. Click the Create button.
11. On the Confirmation screen, you can do a variety of functions:
• Click on the icon to jump to the sales account.
• Click Email to create a message with the invoice attached.
• Click View Invoice to open it. On the top right of the invoice, a Print button allows you to save it to your desktop or to send to a printer.
• Select an optional activity (schedule follow-up call, etc).
12. Check the box if you wish to create another, and click the Continue button.
Note: If your company integrates AccountEdge or FirstEdge with Elements, discounts must be entered as a percentage versus an amount. If entered as an amount, each item must be manually adjusted in AccountEdge or FirstEdge after posting the invoice.
Managing Forms
Under the Sales Element > Sales Forms, you may select a form type to view. A list of forms can be found in the Data Viewer (top half of the screen). Next to each form you may see multiple icons. The chart below illustrates what each icon represents.
ICON DESCRIPTION
In “Void” column, form is active. Click to void.
In “Void” column, form has been voided. Click to un-void.
Indicates an unpaid invoice. Click to open to the receive payments process.
Click to open form to view, print or save to your desktop.
Click to add the invoice date to your Apple Calendar.
Click to email the form.
Click to generate a statement of the client’s invoices and payments.
Delete the form. Protected with “Are you sure?” alert.
To see more information about a particular estimate (or invoice), select it in the Data Viewer and the details will appear in the Data Editor.
There are multiple tabs in the Data Editor including:
• General: Shows invoice number, dates, etc. You may select a “Ship via” method if desired, which will appear on the printable version of the invoice. If form has not yet been paid, an Edit button will appear to make any changes.
• Other: Shows the buyer and sales class (if entered). If your company uses
AccountEdge or FirstEdge integration, the box will be checked if the form has been posted. Reprint the form, create a Work Order or a Packing Slip by clicking the associating buttons.
• Items: Lists all items on form, with the quantity sold and price.
• Memo: Any memo entered on the form appears here. Add to the memo by simply typing in the box.
Unshipped Orders
In the Sales Element > Sales Forms > Unshipped, sales invoices/orders not yet shipped will appear. Click on the Shipped/Filled check box in the General tab of the Data Editor to mark as shipped an the form will disappear from the list when the page is refreshed.
Creating Credit Memos
In the Sales Element > Sales Forms > Credit Memos, you may create a credit memo to apply to a customer’s invoice at a later date.
To create a Credit Memo:
1. Navigate to the Sales Element > Sales Forms > Credit Memos.
2. Click on the icon in the lower left side of the Data Editor.
3. Select the account you wish to create a credit memo for.
4. Enter the value of the credit memo and assign it a form number if desired and enter a description.
Once created, the details about the credit memo can be found in the Data Editor including:
• General: Shows credit memo number, dates, etc.
• Description: Displays description of credit memo. Enter additional description by clicking in the field.