A complete trading cycle

One article, bought from a supplier into the warehouse and sold on to a customer — purchase order, goods in, quotation, sales order, invoice, collection, delivery out, and the books. No manufacturing.

52 steps

Watch it end to end

The whole walkthrough, no narration — the captions are on the screen.

Step by step

1 · What we are going to do
Buy 200 rolls at 180 EGP, then sell 150 of them at 310. One article, one supplier, one customer — and every screen it touches on the way.
1
Press New item
The catalogue is one list. Purchasing, sales, the warehouse and the books all read this same row.
2
Name it and give it a code
"Aluminium foil tape 72mm", code TRN-TAPE-72. The code is what a supplier price list and a barcode both match on.
3
What you count it in
Pieces. A roll is a piece — you neither buy nor sell half of one.
4
What it costs and what you sell it for
180 in, 310 out. Both belong to the article — so nobody quotes from memory and nobody guesses the margin.
5
Tell it when to reorder
Below 40 rolls it appears on the reorder report, so you buy before a customer asks for what you do not have.
6
Save the article
7
On hand: nothing yet
An article exists before any of it does. Stock comes from receiving, never from creating the row.
3 · Buying it — the purchase order
A purchase order is a commitment to a supplier: what, how much, at what price, into which store.
8
Press New purchase order
9
Choose the supplier
Nile Packaging & Foil. Their terms and their price history are already on file.
10
Which warehouse receives it
Stock is held per warehouse, so this is the shelf the goods will actually land on.
11
Pick the article
The one you created a minute ago — from the same catalogue the sale will price from.
12
Quantity and unit cost
200 rolls at 180 EGP — 36,000 EGP. Under this company's 50,000 band, so no second signature is needed.
13
Save the purchase order
14
Place it with the supplier
Marking it ordered is the moment it stops being a draft. Sending it by email does the same thing.
4 · The goods arrive
Receiving is what raises stock — not the order. Until the lorry comes, you own a promise, not 200 rolls.
15
Press Receive stock
16
Confirm what actually came
Short delivery? Type what arrived and the rest stays outstanding on the order — nothing is written off quietly.
17
Now the stock is real
200 on hand, valued at 36,000 — the cost you actually paid, not a list price.
5 · The customer
An enquiry is not a record until somebody writes it down. This is where it goes.
18
Press New lead
19
Who asked, and for which company
Mostafa Sobhy of TRN Horus Contracting — a contractor who buys foil tape by the box.
20
Save the lead
21
Open the lead
Everything this customer becomes — the offer, the order, the invoice — hangs off this record.
6 · The quotation
Priced from the catalogue, so the offer cannot disagree with the article you just created.
22
Press New quotation
The customer's details come across from the lead — nothing is retyped.
23
Press Add item
24
Choose Product, not Custom
A product line carries the catalogue's price AND its cost, which is what makes the margin real.
25
Search for the article
26
How many they want
150 rolls. You bought 200 — you are not obliged to sell the lot, and the other 50 stay on the shelf.
27
Set the tax on the line
VAT 14%, charged per line — because not every article carries the same rate.
28
Save the line
29
The offer adds itself up
46,500 net, 6,510 VAT, 53,010 total. Nobody re-adds this anywhere.
7 · Sending it, and the answer
The offer travels as a private link. The customer needs no account and no password to read or sign it.
30
Press Send to client
Under this company's 100,000 approval gate, so it goes straight out — no manager in the way.
31
Check the address, then Send now
It is filled in from the lead. Change it if their accounts person is somebody else.
32
This is the customer's own screen
The same link they were emailed, opened exactly as they would open it.
33
What the customer sees
Your prices, your terms, your company name. What it cost you is never on this page.
34
They sign with their name
Typing the name IS the signature, and it is kept with the offer as the record.
35
They press Accept and sign
8 · Confirming the sales order
The accepted offer becomes the order — the frozen record of what was sold, at what price, to whom.
36
Open the History tab
Whatever this offer became, and whatever it can become next, is listed here.
37
Press Confirm order
38
Their PO number and the date they asked for
PO-9920 is the customer's own reference. It travels all the way to the invoice — which is what gets you paid.
39
Press Confirm
For a traded article there is nothing to manufacture — the order just waits on the warehouse.
40
The sales order
SO-2026-…, carrying the customer's PO reference, the agreed price and the cost it was quoted at.
9 · The invoice
This company bills before it ships. One press invoices the whole order — and the same counter stops it being billed twice.
41
Press Create invoice
Delivering first and billing what left is the other way round — that policy has its own walkthrough.
42
The invoice is in Finance
53,010 EGP owed — the offer's own figures, carried over rather than retyped.
10 · Collecting the money
Recording the money is what makes an invoice paid. A status on its own is not money.
43
Open the payments panel
44
The amount and how it arrived
53,010 by bank transfer. That word decides which account the money lands in.
45
Press Record payment
Now the figure and the status agree — which is the whole point.
11 · Delivering from the warehouse
Paid for, so now it ships. The delivery note is what takes the rolls off the shelf and records who received them.
46
Press New delivery note
47
Confirm what is going out
All 150, out of the store they were received into.
48
Confirm the delivery
Confirming is what moves the stock, and it stamps who delivered and who received.
49
50 rolls left, and they are yours
200 in, 150 out. The warehouse says 50 — and nobody counted a shelf to know it.
12 · The books
Nothing in the ledger is typed twice — it is built from the documents you already made.
50
Post the documents to the ledger
It runs nightly on its own too. Posting twice is impossible — each document posts once.
51
The whole cycle, in entries
The purchase, the stock in, the sale, the VAT, the money received and the stock out — each carrying the document it came from.
52
What the deal made
Sold 46,500 net against 27,000 of cost — 19,500, and 50 rolls still on the shelf. No spreadsheet was opened once.