When the sale and purchase of orders have been completed sucessfully, the goods delivered to Customer, all payments covered, it's necessary to take action in the most important documents used in during the sales business process. The following items are considered as the most important documents in the process:
Module
Document
Closing Method
CRM
OPP
Mark/Label it as Won or Move it to Won stage
Sales
SO
Label it as Closed
Purchasing
PA
Move it to Closed stage
Purchasing
PO
Label it as Closed
Project
Project
Archive it
Project
Task
FIll Milestones, Archive and Move it to Completed stage
Inventory
WH/IN
Move it to Done stage
Inventory
DS
Move it to Done stage
Accounting
INV
Register a final payment to Move it to Paid stage
Accounting
BILL
Register a final payment to Move it to Paid stage
In the current SOP, you will find the needed actions to be taken per each mentioned document.
How to close OPP (Opportunity)
1. Locate the relevant OPP in CRM module.
2. Click ‘MARK WON’ on top left of the screen.
After this action, a green label with the name "Won" will be displayed in the upper right corner of the Opportunity.
In the pipeline, the Opportunity card will be located automatically in the Won stage.
How to close SO (Sales Order)
1. Locate the relevant SO in Sales module.
2. Click ‘CLOSE’ on top right of the screen.
After this action, a red label with the name "Closed" will be displayed in the upper right corner of the Sales Order.
In the Sales Module, the Closed Sales Order will be located automatically in the sub-menu Closed.
And filtered by Closed value.
How to close PA (Purchase Agreement)
1. Locate the relevant PA in Purchasing module.
2. Click ‘VALIDATE’ on top left of the screen.
3. Click ‘CLOSE’ on top left of the screen.
After this action, the Purchase Agreement will be located automatically in the Closed stage.
How to close PO (Purchase Order)
1. Locate the relevant PO in Purchasing module.
2. Click ‘CLOSE’ on top right of the screen.
After this action, a red label with the name "Closed" will be displayed in the upper right corner of the Purchase Order.
In the Purchasing Module, the Closed Purchase Order will be located automatically in the sub-menu Closed.
And filtered by Closed value.
How to close a Task
Main Task
To close a main task there are 2 important actions to be done
* Complete the order milestones inside the main task.
* Archive the main task.
1. Locate the relevant Task in Project module.
2. Click ‘EDIT’ on top left of the screen.
3. In the 'Opportunity Info' tab, locate the 'Order MIlestones' table.
4. Click on 'Add a line'.
5. Select 'Milestone', 'Closed Date' and 'Closed By'.
6. Click ‘SAVE & CLOSE’.
7. If need to add more milestones, repeat the steps from 4 to 6.
8. Click ‘SAVE’ on top left of the screen.
9. Click ‘Archive’ from the Action dropdown.
After this action, the smart-button 'Archived' will be colored in red on the upper right corner of the Main Task.
10. Click on ‘COMPLETED’ stage on top right of the screen.
After this action, the Main Task will be located automatically in the Completed stage.
In the Project Module, the Archived Main Task will be displayed after been filtered by Archived value.
How to close a Project
Sales Project
To close a sales project task there are some points to be considered before:
* Make sure that the tasks/sub-tasks inside the sales project were already closed.
1. Locate the relevant Project in Project module.
2. Click ‘EDIT’ from the 3-points icon on the right upper corner of the Project card.
3. Click on ‘Active’ button to archive the Project.
* Make sure that the tasks/sub-tasks inside the sales project were already closed, otherwise the system will acrhive the project and also the tasks/sub-tasks inside.
After this action, the smart-button 'Archived' will be colored in red on the upper right corner of the Sales Project.
How to close WH/IN (Transfer Order for Receipts)
Transfer Orders WH/IN are usually used for 2 purposes:
* QC
* Samples
Note that a WH/IN transfer order should be closed only after the physical products are received at office.
1. Locate the relevant WH/IN in Inventory module.
2. Click ‘VALIDATE’ on top left of the screen.
After this action, the Transfer Order WH/IN will be located automatically in the Closed stage.
How to close DS (Transfer Order for Drospship)
Transfer Orders DS are usually used for the following purpose:
* Sending goods from Factories to Customers
Note that a DS transfer order should be closed only after the physical products are received on the side of the Customer or Importer.
1. Locate the relevant DS in Inventory module.
2. Click ‘VALIDATE’ on top left of the screen.
After this action, the Transfer Order DS will be located automatically in the Closed stage.
How to close INV (Customer Invoice)
An INV is automatically closed after:
* The final/remaining balance of the invoice has been fully registered in the System as a payment.
* The final/remaining balance of the invoice has been posted in the System as a difference.
After this action, the Customer Invoice will be located automatically in the Paid stage.
How to close BILL (Vendor Bill)
A BIll is automatically closed after:
* The final/remaining balance of the bill has been fully registered in the System as a payment.
* The final/remaining balance of the bill has been posted in the System as a difference.
After this action, the Vendor Bill will be located automatically in the Paid stage.
