Sales and Customers in Bind ERP

Module 4: Sales and Clients (The Revenue Stream)

The objective is to streamline the cycle from quote to collection.

Client Registration: Registering a new client and their billing and shipping information.

One of the first key steps in the sales flow is the proper registration of clients. By registering a new client, you not only store their general information but also establish a solid foundation for the entire commercial process, from issuing quotes to invoicing and delivering products and services.

On the main screen, locate the “Sales” module and then “Clients”.

Within the clients section, click on the “Add” button.

After clicking, the following screen will appear, where you will fill in all the requested fields.

Details

In this tab, you must fill in the following fields:

Legal Name: The legal name of the company.

Trade Name: The name by which the company is known in the market.

RFC (Tax ID): Federal Taxpayer Registry number.

Branch: Select the branch to which the client should be assigned.

Credit Days: The period available to settle acquired commitments (if applicable).

Credit Amount: The line of credit granted by the supplier.

Sales: Select the salesperson who registered the client.

Credits: You can select which salesperson conducted the negotiations with the client.

Price List: According to the price lists you have created, select the one that corresponds to the client.

Email: The email address through which the client can be contacted.

Account Number: The last 4 digits of the bank account associated with the client.

Agreed Discount %: Detail the special discount that has been agreed upon with the client (if applicable).

Phone: The client's main contact number.

How did you hear about us: Select the reason for the first contact with the client.

Accounting Account: Account 105-01-001 National Clients will be assigned automatically, but you can select the one you prefer.

CFDI Usage: Choose the category that corresponds to the client.

Tax Regime: To assign the correct option, you can verify it on the client's Tax Situation Certificate.

Once you have filled in all the fields, click on “Next”.

Addresses

In this tab, you must add all the information related to the client's address.

To finalize the registration, click on “Save”.

Creating Quotes: Generating and sending a professional quote.

Creating quotes allows for the generation of formal business proposals for clients before finalizing a sale. This process facilitates clear communication about prices, conditions, and offered products or services, and can easily be converted into a sales order if the client accepts the proposal.

From the main screen, locate the “Sales” module and then “Quotes”.

Within the quotes section, click on the “Add” button.

The following screen will be enabled, where you will fill in the corresponding fields with the requested information.

You can change the company logo if you want a different logo to appear on the quote.

In the client option, a list of your registered clients will be displayed, and you can choose the corresponding one. You also have the option to add a new one by filling in the requested information.

You will be able to select the warehouse from which the quote will be fulfilled, set its validity period, and define the corresponding date.

Once the general data is defined, the next step is to select or add the products that will be part of the quote.

Click on add product and select the desired items from the dropdown list. Once selected, you can indicate the quantity and, if necessary, modify the price of each product.

After adding the products, you can include a comment if necessary. In the “Notify to” field, the selected client's email is shown by default, but you can delete it and manually enter a new one.

You can also add a discount and select the corresponding VAT %. When finished, click “Save”.

Once you click save, the following screen will be displayed where you can view all the details of the generated quote.

In this view, locate the “Actions” option, which, when clicked, displays several options, such as downloading the quote in PDF format or sending it by email.

Converting a Quote to a Sales Order: The sales approval flow.

Once a quote is approved by the client, it can be easily converted into a sales order from the system. This process allows for the continuation of the commercial flow without having to re-enter the information, thus speeding up sales management.

From the main screen, locate the “Sales” module and then “Quotes”.

Within the quotes section, find the quote you want to convert to a sales order and click on it to open its details.

When you click on the quote, the following screen will appear. Locate the “Actions” option and click on “Generate Order”.

In this window, you can review all the information that was captured in the quote. It is also possible to make adjustments, such as modifying quantities, defining the delivery date, adding additional comments, or applying discounts if necessary.

Once this is done, just click “Save” to generate the order.

Invoicing (CFDI 4.0): Generating an invoice, a global invoice, and understanding payment complements.

Electronic invoicing under the CFDI 4.0 scheme is a fundamental process for complying with current tax obligations in Mexico. This module allows for the generation of individual invoices and global invoices (for sales to the general public).

Invoicing Delivery Slips

From the main screen, locate the “Credits” module and then “Invoice Delivery Slips”.

Within the invoice delivery slips section, click on “Add”.

A window will open where you must complete the corresponding data to issue the invoice.

The first thing you will need to fill in is the general data.

Client: Select the client to whom the invoice will be made from the dropdown list.

Credit Days: Detail the days (if applicable).

Payment Method: The way the invoice will be paid.

Account: This field is optional.

Payment System: You can choose if it is PUE (Single Installment Payment) or PPD (Payment in Installments or Deferred).

Branch: Choose the branch where the sale took place.

Series: This field is optional.

Address: Add the issuer's address.

CFDI Usage: Select the option that applies to the sale.

Related Invoice: If you have canceled invoices, you can select them to link them.

The “Global invoice” box should be unchecked, as this invoice is for a specific client.

Once this data is filled in, you must choose the delivery slips to be invoiced. The system will automatically show you the uninvoiced delivery slips for the client you selected.

You can also use the filter to mix delivery slips from other clients; the filter will allow you to search by client, issue date, branch, etc.

Once you have selected all the delivery slips to be invoiced, you can choose whether or not to check the “Group items” box in case you want to group the delivery slips into a single concept. You can also add a comment.

To finish and generate the invoice, click on “Save”.

Global Invoice

From the main screen, locate the “Credits” module and then “Invoice Delivery Slips”.

Within the invoice delivery slips section, click on “Add”.

A window will open where you must complete the corresponding data to issue the invoice.

The first thing you will need to fill in is the general data.

Client: Select “Publico en general” (General Public) as it will be a global invoice.

Credit Days: Detail the days (if applicable).

Payment Method: The way the invoice will be paid.

Account: This field is optional.

Payment System: Select PUE (Single Installment Payment).

Branch: Choose the branch where the sale took place.

Series: This field is optional.

Address: Add the issuer's address.

CFDI Usage: S01 - Sin efectos fiscales (Without fiscal effects).

Global Invoice: Check the box.

Periodicity: Select the period of the invoice.

Month and Year: Detail the month and year corresponding to the invoice's issuance.

Once this data is filled in, you must choose the delivery slips to be invoiced. The system will automatically show you the uninvoiced delivery slips for the client you selected.

Once you have selected all the delivery slips to be invoiced, you can choose whether or not to check the “Group items” box in case you want to group the delivery slips into a single concept. You can also add a comment.

To finish and generate the invoice, click on “Save”.

Handling Credit Notes: Applying discounts or registering customer returns.

Credit notes are fiscal documents that allow for the registration of discounts, returns, or corrections related to a previously invoiced sale. In Bind ERP, their correct application is essential for maintaining the accounting and fiscal integrity of revenues.

From the main screen, locate the “Credits” module and then “Credit Notes”.

Within the credit notes section, click on “New”.

The following screen will appear, where you can choose the invoice to which the credit note will be applied and select whether it is a credit note by amount or by return.

Credit note by amount

When selecting “amount” as the credit note type, the following screen will appear:

The first section of fields is filled in automatically.

You must fill the next section with the requested information.

Unit: The unit of measurement for the concept related to the credit note.

Concept: The reason why value will be deducted from the total amount of the invoice.

Amount: The monetary value of the concept.

Once these fields are completed, click the icon "+".

Add a comment and to finish, click the “Add” button.

Credit note by return

When selecting “return” as the credit note type, the following screen will appear:

The first section of fields is filled in automatically.

You must fill the next section with the requested information.

Product: You must select the product to which the credit note will be applied.

Quantity: Indicate the number of products to be returned.

Return: The number of items that will be returned through the issuance of the credit note.

Once these fields are completed, you can add a comment and to finish, click on “Add”.

Accounts Receivable Management: Tracking overdue invoices and applying customer payments.

Accounts receivable management is key to maintaining financial health in any company. In Bind ERP, this process allows for punctual tracking of issued invoices, identifying those that are overdue, and recording payments made by clients. This way, you can maintain precise control of the revenue flow and make informed decisions about collections.

From the main screen, locate the “Finance” module and then “Accounts Receivable”.

Upon entering the accounts receivable section, the following screen will be displayed with three tabs: Overdue, Current, and History. There you can consult all the existing accounts receivable.

Overdue: Shows accounts whose payment deadline has expired.

Current: Includes those invoices that are still within the allowed time for payment.

The day ranges that define these classifications are as follows:

To see the details of a specific account, click on it.

The following screen will appear, where you can view all the information.

Within this section, you can find different tabs. One of them is the “Payments” tab where you can consult all payments that have been applied to this account.

Apply payment

To register a payment, you must locate the “Actions” option and then click on “$ Register Payment”.

Next, a window will open in which you must complete some key points.

First, select the account from which the payment is being made. You will also need to enter a reference, choose the payment method, and indicate the date it is made.

Then, enter the amount corresponding to the payment and, if necessary, add a comment.

Once the data is completed, click “Save” to finalize the payment registration.

The system will automatically send you to the details section of the account receivable, where you can view the registered payment.

Price Lists: Configuring different price levels for wholesale or special customers.

Efficient price management is key to adapting to different types of clients. Bind ERP allows you to create and assign personalized price lists for wholesale, frequent, or special-condition customers. This facilitates the automation of discounts and maintains consistency in sales, without the need to manually modify prices in each operation.

From the main screen, locate the “Purchasing” module and then “Products”.

Within the products section, locate the “More options” option and select “Price Lists”.

The system will display the following screen. Click on “Configuration” to add a price list.

Click on “Add”.

In the box that appears, enter the name for the price list you wish to include and click on “Save”.