Introducing the Sales module

Creating service sold products

In order to save time when creating the quotation containing service lines, sold products corresponding to services can be created beforehand.

1

Go to Management > Sales > Sold items >

.

2

In the General tab, specify the desired fields.

Reference

For more information about creating a sold product, refer to A sold product must be created..

3

Under the Main section > Billing type field, select Service.

4

Under the Service(labor units) section, specify the fields displayed. The values specified can be modified thereafter when inputting services lines in the quotation:

Production day: specify a value between 1 and 31 which matches the day of the production month and that will be suggested by default when entering services lines on the quotation.
Billing day: specify a value between 1 and 31 which matches the day of the billing month and that will be suggested by default when entering services lines on the quotation.
Estimated duration for single service (minutes).
Display by default: allows you to display, by default, the entered lines on this sold product at each service declaration form the Employee module > Services menu:
- Unit declaration: the lines are displayed in first with the icon in the help list of the Service field.
- Multiple declaration: when the Quotation field is specified, lines are shown directly with the icon. To show additional lines, the employee must click on + Services to select the lines and add them to its multiple declaration.
Linked to down payments: allows you to identify the sold item for which a down payment is generated and retrieved when billing.
Team: allows you to identify the team in charge of the service.

Reference

For more information about the teams setup, refer to Managing teams..

Note

When the sold item is an item with the Billing type Service, the Inventory and Packaging and Revision sections of the sold item record sheet are hidden.

5

Save.

Creating a quotation containing service lines

To declare services, a quotation containing service lines must be created and signed.

This quotation can be created from the Sales Portal or from the Desktop Application. However, it can only be signed from the Desktop Application.

Reference

For more information about the creation of a quotation, refer to Creating a quotation for the Desktop Application and Creating a quotation for the Sales Portal.

1

Open the desired draft quotation or create a new draft quotation.

2

Add lines corresponding to services by specifying the related information:

Billing method: Select Service.
Production day: specify the day of the month of production that will be suggested by default as the input date for the timesheets, when declaring the services.
Billing day: matches the day of the billing month that will be suggested by default as the billing date, when declaring the service.
Estimated duration for single service (minutes).
Linked to down payments / Linked to down payment: Allows you to identify the sold item for which a down payment is generated and retrieved when billing.
Team: Specify the team in charge of the service.

Note

When adding service lines, the Help desk data and the fields related to the contract are hidden.

3

Specify all other desired information on the quotation.

4

Validate the quotation.

5

Open the quotation from the Desktop Application > Management > Sales > Quotations and sign the quotation by going in Edit > Convert to a Signed Quotation. This action cannot be done from the Sales Portal.

Adding a fixed amount

The fixed price is added on the base or customer rate (Management > Sales > Base price or Customer price) of a sold product.

When the sold product is added on a quotation containing services lines, a fixed price line will be created per service line on the generated invoice when the batch is executed. This line contains the following information:

Information of the service line specified in the quotation (Reference, Project, Billing type etc);
Label: Fixed price label;
Quantity: Quantity is forced to 1;
Unit price: The unit price is the fixed price matching the relevant price applied.

Managing the down payments

When a sold item has the Linked to down payments box checked on the sold item record sheet or the quotation containing services lines and down payments have been payed via the billing schedule (Management > Sales > Billing schedules). A retrieved down payment line is created on the invoice generated by the batch. This line contains the following information:

Information of the service line specified in the quotation (Reference, Project, Billing type etc);
Label: Down payment retrieve;
Quantity: Quantity is forced to 1;
Account: Account for down payments (class 419);
Same customer;
Same Project/Phase/Sub-phase;
Same sold item;
Text on line: Down payment on (date of the invoice for the down payment) for an amount of (Pre-tax amount of the down payment line).

Reference

For more information about the creation, validation and creation of invoices from the billing schedules, see Creating an invoice from the billing table..

Example

A company makes services monthly for its customer. Each month, the company charges a down payment of €1,000 for an estimated production of 100 pay slips.

In the service quotation, the company inputs services lines subjected to a down payment (Linked to down payments box checked) with a Monthly frequency.

The company creates the following billing schedule then validates it:

Amount	Expected billing date	Sold item	Label	Accounting account	Project
1,000	05/30/2024	Pay slips	Down payment 1	419	SERVICE
1,000	06/30/2024	Pay slips	Down payment 2	419	SERVICE
1,000	07/30/2024	Pay slips	Down payment 3	419	SERVICE

Each month, the company creates, validates and counts an invoice which only contains a down payment line for which the amount is being held on a suspense account (account 419).

When a company provides the services and bills them to its customer at the end of the month through the FacturationPrestationsDevis batch, the draft invoice contains a retrieved down payment line of €1,000 and the lines matching the services provided.

For the month of May, the company made 150 pay slips for its customer. In the invoice generated by the batch, there are two lines:

Amount	Quantity	Sold item	Label	Accounting account	Project
-1,000	1	Pay slips	Down payment retrieve	419	SERVICE
1,500	150	Pay slips	Pay slips realization	7xxx	SERVICE

In that case, the customer must pay the €500 left to the company that made the pay slips.

Billing services

The FacturationPrestationsDevis batch is used to automatically generate non-booked invoices from the services entered manually from the Employee module > Services menu and validated from the Manager module > Services menu. This batch can also be run from the Management menu > Sales > Services billing. In this case, the parameters defined in the batch are used (Tools > Setup > Batches > Batch creation and modification), except some filters that can be specified directly by the user in the running window.

Reference

For more information on the FacturationPrestationsDevis batch setup, see FacturationPrestationsDevis batch.

1

Open the menu Management > Sales > Services billing.

2

In the billing window, fill in the following fields:

Field	Description
Status date	Specify the status date of the invoices generated during the batch process. The batch only processes services with a date that is before or the same as the status date.
Billing date	Specify the billing date of invoices generated during the batch process. The current date is specified by default.
Batch template	Select the batch template to use from the help list. This help list shows all batches with the FacturationPrestationDevis type set up in Akuiteo. If only one batch is set up with this type, it will be entered by default.
Service filters	Specify one or more filters (customer, project, etc.) to include in the batch process. Filters can also be defined in the batch setup but these filters are ignored when the batch is manually started from the Services billing. This way, the user can define the desired filters for the batch.

3

Click on Validate.

The FacturationPrestationsDevis batch is manually started and non-booked invoices are created from services validated by the manager. If there are multiple validated services linked to the same quotation, the different services lines are grouped in a single invoice.

Note

On the crated invoices, the Production month field displays the month during which the service was declared by the employee. You can modify this field for all the lines of the invoice by right-clicking then selecting Update the selected lines.

Closing a quotation containing services lines

A quotation is linked to a project which has a project status code. So the employees can declare services from the Web Portal, this project status code must have the Services option checked. When a quotation containing services lines must no longer be visible by employees, it is possible to close the quotation by changing the project status code.

Prerequisite: A project status code for which the Services option is not checked must setup beforehand from Tools > Setup > General setup > Project > Project status code. For example, the project status code can be Closed.

1

From the project record sheet associated to the quotation > Main information tab > Project section, click on the link on the field Status code.

The Status code selection window opens.

2

Select a project status code for which the Services option is not checked.

3

Click on OK.

The new project status code is taken into account. The quotation is no longer visible for the services declaration from the Employee module > Services menu.

Managing services