Streamline your sales order workflow for finance

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in this video i explain how to manage finance inside of your zoho crm system i'll go over how to use invoices quotes sales orders and purchase orders and i explain how they all connect to one another welcome crm crew my name is nick just before we do get into the video if you are signing up to zoho crm for the first time it would be greatly appreciated if you could use my link below there's one for the us if you're based in the u.s and one for the eu if you're in the eu so without further ado let's get straight into this video so in this video like i discussed i'm going to be walking you through the quotes sales orders purchase orders and invoices inside of your zoho crm system so i'm on the home screen at the moment and i'm going to head over to quotes at the top here if you cannot find it use the three dotted button and then just search for the particular module so search for quotes in this instance and you may have to come back here for the sales orders purchase orders and invoices so we'll go to our quotes as you can see we do not have any quotes inside of the zoho crm system at the moment hopefully you know what a quote is you're familiar with what an actual quote is what we firstly want to do is now go ahead and create a quote so this is essentially we are quoting and more often than not nine times out of ten we're quoting um for a product for our deals area so if we press create quote we then want to go ahead and start filling out some relevant information about our quote now do bear in mind this can be done from the deals area and i will demonstrate once i've created this quote how you can go ahead and do that or at least show you but let's go ahead and start entering in this information so initially we need the quote owner that is filled in as myself we now want to associate the deal name or the the deal with the quote and this is key i recommend doing this every time you create a quote so i'm gonna see it associated with this particular deal give the quote a subject or essentially the subject is the name so try and make it as uniform as possible across all your quotes otherwise it's going to end up looking messy and become very confusing so i'll just call this crm crew quote and then my recommendation would just be put the date as well so the date today is the 19th of the second 2022 and then we can select when this particular quote is valid until so often it's either 15 or 30 days obviously it's up to you it might even be seven so let's just put seven then let's go for next saturday it'll be available it will expire sorry and then we can select this stage of our quote so has it been drafted is this just a draft like to give a rough idea or are we at the negotiation stage are we delivered are we on hold have we closed this particular quote as one they're absolutely happy this is the right quote for them so you can select the different stages available i'm just going to leave it as draft in this instance and then we need to associate a contact and an account with this particular quote as well so often you might want to go back to the deal and who's in charge of the deal but there may be other instances where you might not for example this quote might be associated with the same company but a different person that beings the reason being they might be the accountant or in the finance department and you're actually sending it off to the finance department to approve it or not it's it's up to you who you associated with i'm associated with myself so selecting my name and then the account is automatically filled in and then you might have if you are sending this quote via the post or through a letter you might have a carrier as well that is a little bit old school nowadays and then from here we have our address information so obviously we've got our billing address and shipping address and we can copy any information from one area to the other so if i go ahead and fill in just some basic information about well i'm just going to leave it at that if i press copy address billing to shipping or shipping to billing so as you can see shipping to billing is just copied that information over which saves us a little bit of time now obviously as part of our quote we need to add the product information so hopefully you've created products and i've got a video on this channel on how to create a product inside your zoho crm system and i that is a test product i'm just going to associate this particular quote with that test product the quantity being one the list price is 10 the amount obviously is 10 and then we can add a discount to the individual product we can add tax as well and then we can add a discount to the total bill as well down the bottom here and then we can adjust the tax as well uh we can add taxes as well make any adjustments and then we've got the grand total so let's say we agreed that we would do 20 of this particular product then we might add another product and then we said look we'd do a 10 discount for example and then that will come off the whole bill or maybe you said oh well um you know we do a 10 discount on that particular product but we're not doing it across the board it's up to you this is a quote and then you go ahead you can add your terms and conditions any further information in the description and then you can just press the save button and now you've created your new quote now you can convert it to a sales order and invoice but i'm going to come back to that in a moment i said i would go over to the deals area and show you the particular um way of looking or creating a quote so we created a quote for crm crew if i'm not mistaken if you see on the related list on the left hand side or you can just scroll all the way down you will see your quotes and you will see that that quote has just been created now and you could go ahead and create a new one from the deals area if you'd like to it's exactly the same process it's up to you how you want to do it but obviously like i said you're always going to be one wanting to send a quote in association with a deal so head back to the quotes area and now we've gone ahead and created our quote we can then either convert it to a sales order or invoice so if you click on it you get two options to convert so you've clicked on the record you can press the convert button in the top right hand corner and we get sales order and invoice now strangely enough i'm not entirely sure why because there's use cases for both of them but unfortunately we can only convert it into one so it's up to you which one you convert it into but you can't do both you don't have the option of sales order and invoice it's sales order or invoice now me i would probably convert it into an invoice and create a sales order you may not and i know a lot of businesses don't they they don't even use sales orders obviously purchase orders are different but people don't always use sales orders they just use the invoice for that so it's up to you which one you want to use um i'm going to leave it as neither of them as we're going to go ahead and we're going to go over to the sales order we've got no sales orders we're going to go ahead and create one so again if you can't find it just use the three dotted button and then press the create sales order button and now we need to go ahead and fill in very very similar information to um the information we filled in in the quotes area so i'm going to go ahead and fill in this information now so firstly we need to associate it with the deal again we've got subject so maybe uh crm crew and then you might want to do sales order and then the date so it's again it's the 19th of the second 2022 and then we associate a quote with the uh the sales order as well so so we associate it but we can't convert it it's all very confusing i don't really understand that it's a bit of a shame we can also add a purchase order as well if we'd like to and then we can put pending if needs be we can add the due date so when is this particular sales order due so maybe we're saying next week again we've got carrier if we'd like to send it by post we've got the contact name so that's all added automatically from the deal or the quote it could be one of the two i'm not too sure and then you've got sales commission so any sales commission associated with the sales order excise duty if you've got any of that as well and then you've got the account name which is directly associated with one of these two it will have just been filled in automatically and then finally we've got status created has been created approved delivered or cancelled so you've got a few different options there and then obviously as we associated it with the quote the product information has been added you can see the cost the the list price the quantity things like that any discounts that we would have added as well and then we've got terms and conditions and description so you press the save button and you can go ahead and convert this into an invoice okay so it depends how you structure it if you go quote to sales order to invoice then you convert automatically saves you a lot of time but you can't go quote to invoice to sales order it baffles me and but anyway you can also obviously send these and i forgot to mention that in the quotes but it's exactly the same you can export it to pdf or you can just press the send mail button if you export to pdf you can then download it or if you send it via mail you send it directly from the zoho crm system so obviously with the quotes here if we go back to quotes quickly you'd use the three dotted button you go send mail and then the pop-up menu has opened over there you would then go ahead and select quote template and you can go ahead and press the next button and then send it directly from your zoho crm system attached as a pdf i personally would probably just download it so i'd export it to a pdf download it and then email it from my email area but that's just me it's up to you what you do so you've got your sales orders and now created a sales order we could go ahead and convert it into an invoice if we'd like to um and then we go over to our purchase order so that's the third thing in terms of managing the finance of inside digital zoho crm system so to create a purchase order it's exactly the same press create purchase order i'm hoping you are familiar with what a purchase order is and then again we just need to fill out some relevant information about our purchase order so this is the purchase order we'd obviously be sending this to our supplier if they're providing products or if they're outsourced services anything like that so we've got our po number you can enter that one two three four five six this may tie in with your accountancy software if you are using that as well and you don't have to manage everything on the zoho crm system but again it becomes more useful more information available so maybe you've already generated a pi number on your accounting software and then you can enter in here we can add the subject so if i put crm crew purchase order and then again we'll add the date uh so what is it the uh it's the 19th of the second 2022 and then we can associate a vendor name so whoever your vendor is obviously you need to tie that to the purchase order then we can add a contact name as well and further information about the po date due date and carrier excise duty sales commission and then the status created approved delivered or cancelled and then finally we can enter our address information in and then obviously the products that we are purchasing from that particular vendor so obviously this is important as well it's not going to be the same as a quote obviously it's purchased to the supplier so you need to detail what you are buying now you may not be doing the purchase order and the sale at the same time you probably have stock if it's a product of that particular product and then you will you will just order on a monthly basis for example so let's just add our test product let's maybe say we have ordered in a thousand or eleven hundred sorry of that particular product so it's gonna cost us eleven thousand pounds to buy in obviously that's how we manage our ins and outs for our products press the save button and now we've gone ahead and created our purchase order so we can obviously manage any information regarding that from this particular area and then finally we have our invoices now we've created our quote we've sent it over to our deal we've then created a sales order as well they've approved the quote they're happy with the sales order we then want to go ahead and create an invoice so obviously we can just um convert like we mentioned from the quotes or the sales orders however let's manually create a new invoice so if we press the create invoice button and let's go ahead and fill in some of the information so firstly invoice owner and then we need to select the sales order it's associated with so we've got crm crew quote that automatically fills in the subject you might want to change that to invoice and then we've got the purchase order we can write out any information about the purchase order there if we need to we got the invoice date we need to uh that obviously has been created so it's the 19th today we've got excise duty if that's applicable we've got due date but obviously that is based on the sales order which is based on the quote so all of that information has been entered in ingly we've got status we got created approved delivered or cancelled so that's obviously for our invoice any sales commission associated with it uh this particular invoice and then we got contact name and account name so the individual and the business that this particular invoice is associated with and then finally we've got the information about our address and the products obviously this goes back to our quote that we created at the very beginning um and obviously we can see that the grand total is 200 we've got a quantity of 20. so once you're happy with your invoice again just press the save button that information will be added and again you can go ahead export to pdf you can print it out you can send it via email as well and that applies for all of these including the purchase order including the sales order and the quotes so hopefully that has given you a good insight into how to create quotes sales orders invoices and purchase orders and then send them out via your zoho crm system for your deals to manage them very very easily from your zoho crm system get approved quotes and then we move on to sales orders and then hopefully win the sale as well once the quote and the sales order all gets approved they're happy and then we send them the invoice for them to pay and obviously our purchase orders to request more stock off our suppliers hopefully this video has been of use and i will see you shortly in a moment's time hopefully you're now all set to manage your sales orders purchase orders quotes and invoices all from your zoho crm system if you have enjoyed this video or it's been a tool helpful please consider giving it a like possibly even subscribing if you have any further questions at all please drop a comment below or you're more than welcome to email me my details are in the description below and i'll do my absolute best to answer any questions you do have thank you ever so much for watching and i will hopefully see you shortly in the next video thank you and goodbye