Selling finished goods

From a new enquiry to money in the books — lead, quotation, approval, sales order, delivery, invoice, payment, ledger.

85 étapes

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Le parcours complet, sans commentaire audio.

Étape par étape

1 · Signing in
Every person has their own login. What you can see depends on your role.
1
Type your work email
The address your manager created for you.
2
Type your password
Never share it. Each action is recorded against the person who did it.
3
Press Sign in
2 · The enquiry becomes a lead
A phone call is not a record. Write it down here and nothing gets lost.
4
Open CRM from the menu
Every enquiry the company receives lives here.
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Press New lead
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Who called: the contact's name
Type "Karim Fahmy".
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Their company
Type "TRN-Nile Insulation Trading".
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Email and phone
Both are how the quotation and the reminders reach them later.
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Where the enquiry came from
Pick the source. This is what the marketing report is built from.
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What it is roughly worth
An estimate is enough — it feeds the pipeline figure on the CRM screen.
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Who owns this lead
The owner is the person who must follow it up.
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Save the lead
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The lead is in the pipeline
Total leads, open, pipeline value — all updated by that one save.
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Open the lead
Click the name to open everything recorded about this enquiry.
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Write down what was said
Type the call summary. A colleague picking this up tomorrow reads it here.
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Save the note
The note is stamped with your name and the time.
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Move the lead to Qualified
They have a real requirement and a budget — the stage says so.
3 · The quotation
Priced from the catalogue, so nobody quotes from memory or a spreadsheet.
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Press New quotation
It carries the customer over from the lead — no retyping.
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An empty offer, numbered for you
QT-2026-0001. The number series is the company's, not typed by hand.
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Press Add item
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The line comes from the catalogue
Choose Product, not Custom — then the price, unit and cost are the company's own.
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Search for the product
Type "PU rigid board 50mm" and pick it from the list.
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How many
400 boards. The price came from the catalogue — you do not type it.
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Set the tax on the line
VAT 14%. It is charged per line, because not everything carries the same rate.
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Save the line
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The offer adds itself up
Net, VAT and total. Nobody re-adds this in a spreadsheet.
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Open Charges & validity
Delivery is not a product. It belongs here, or it pollutes every stock report.
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Add the delivery charge
4500 EGP to the customer's warehouse.
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Save the charges
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Back to the offer
The lines and the payment terms live on this tab.
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Agree how they pay
One press sets 50% with the order and 50% on delivery.
4 · A manager has to approve it
This workspace requires approval over 100,000 EGP. The offer is 173,415 — so Send is refused until somebody signs.
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The screen says it needs approval
Read the reason before you press anything.
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Press Request approval
Your managers are notified straight away.
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Send is refused until it is approved
Pressing Send now does nothing but explain why. The control is on the server, not just the screen.
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Sign out — the manager takes over
Approving your own offer is not an approval. A different person signs in.
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Ahmed, the sales manager, opens the offer
He was notified. He opens Quotations and finds it waiting.
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He approves it
His name and the time are kept on the offer — that is the audit trail.
5 · Sending it to the customer
Back as the sales person. Now Send works.
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The offer now shows it is approved
Who approved it and when.
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Press Send to client
It emails a private link. The customer needs no account and no password.
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Check the address, then Send now
It is filled from the lead. Change it if their accounts person is different.
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The offer is now Sent
From here the system chases it for you if the customer goes quiet.
6 · The customer answers
This is the customer's own screen — no login, just the private link they were emailed.
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The customer can read it in their language
The page opens in Arabic for an Egyptian workspace; one press switches it to English.
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What the customer sees
Your prices, your terms, your company name. No cost and no margin — ever.
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They sign with their name
Typing the name IS the signature. It is kept with the offer as the record.
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They press Accept and sign
Stamped with the time. That is the record the factory acts on.
7 · The accepted offer becomes an order
Back in the workspace. The order is what the factory and the warehouse work from.
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Open the History tab
The next step after acceptance lives here, with everything this offer became.
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Press Confirm order
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Enter the customer's PO number
Their paperwork reference — PO-4471. It travels to the invoice, which is what gets you paid.
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The date they asked for
Production and the delivery note both work back from this date.
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Which warehouse it ships from
Stock is per warehouse, so this decides which shelf the boards leave.
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Press Confirm
One press writes the order, its lines with their frozen prices, and the work order.
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The sales order
Numbered SO-2026-…, carrying the PO reference, the prices and the cost from the offer.
8 · Making the goods
Confirming the order raised the work order by itself. The factory takes the components and builds.
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The work order is already waiting
WO-4, 400 boards, linked to SO-2026-0001 — nobody typed it.
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Components covered
The system already compared the bill of materials against stock in that warehouse.
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Press Start — take the components
This is the moment raw material leaves the shelf and its cost joins the job.
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Press Complete when the boards are made
400 finished boards enter stock, valued at what they actually cost to make.
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Check the stock
Inventory shows the finished boards on hand and what they are worth.
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The boards are on the shelf
Every movement behind this number is kept: who, when, and which document.
9 · Buying the raw material back
Production used chemicals. Replacing them is a purchase order — and over 50,000 EGP it needs two signatures.
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Press New purchase order
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Choose the supplier
Delta Chemicals Egypt. Their prices and terms are already on file.
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Which warehouse receives it
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Pick the material
MDI isocyanate — the same catalogue the recipe is built from.
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Quantity and unit cost
1,000 kg at 95 EGP — 95,000 EGP, which is over the 50,000 limit.
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Save the purchase order
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The order is waiting for two signatures
Round 1: a Manager, and any manager. Two different people — signing twice yourself is refused.
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Mark as ordered is refused for now
The block is on the server. Hiding the button would not be a control.
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The first manager signs
Ahmed signs in and approves as Manager.
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Ahmed presses Approve
One signature down. The order still cannot be sent.
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The second manager signs
Nourhan signs in. A second person, which is what an approval means.
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She approves and the order is placed
With both signatures the order moves to Ordered on its own.
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Receiving the goods into stock
When the lorry arrives, the storekeeper records what actually came.
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Press Receive stock
Record what arrived. Receiving is what raises stock — not the order.
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Confirm the quantity that came
Short delivery? Type what arrived — the rest stays outstanding on the order.
10 · Delivering to the customer
The delivery note takes the boards out of the warehouse and records who received them.
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Press New delivery note
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Confirm what is going out
All 400 boards, out of the 10TH store.
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Confirm the delivery
Confirming moves the stock and stamps who delivered and who received.
11 · Invoicing what was delivered
You bill what left the warehouse, at the price the customer accepted.
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Press Invoice delivered
Only the delivered quantity is billed, and never twice.
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Open Finance
The invoice is waiting here with everything the customer owes.
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The invoice
Raised from the delivery — so what you bill and what you shipped cannot disagree.
12 · The customer pays
Recording the money is what makes the invoice paid — a status on its own is not money.
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Open the payments panel on the invoice
Part payments are normal — 50% now, 50% on delivery, exactly as agreed.
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Type the amount received
The down payment: 86,640 EGP, half of the agreed total.
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Say how it arrived
Write Bank transfer. That word decides which account the money lands in.
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Press Record payment
Now the invoice really is part paid — the figure and the status agree.
13 · The books
Nothing here is typed twice: the ledger is built from the documents you already made.
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Post the documents to the ledger
It also runs nightly on its own. Posting twice is impossible — each document posts once.
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The entries are there
Sale, VAT, receivable, stock out, the purchase — each with the document it came from.