Note: If you're viewing on the support chat widget, we recommend you click the expand icon on the top right corner, for better viewing experience.

Generally, a sales journey will begin with a request for a quotation from your prospect/customer. Upon the request, you'll prepare a quotation based on the needs and request of the prospect/customer. Once your client is happy or satisfied with the costing, they will then issue a purchase order. Once you've received the purchase order, you can finally prepare your invoice and follow up with the payment after. 

Note: There may be some slight difference in procedure for some businesses.

Now that you've grasp the process flow, the following section will show you how easy it is to prepare and send the various documents to your customer on Financio:

Before Payment:

1. Quotations
2. Purchase Orders
3. Invoices
4. Credit Notes
5. Delivery Order (Coming Soon)

After Payment:

1. Payments
2. Refunds

Quotations

1. Click on Sales
   
2. Click on + button on the bottom right
   
3. Select Quote button above it
   
4. Provide the details
• Customer *
• Attention: The person you wish to address in the organisation
• Select Address (or update manually below)
• Date *
• Expiry Date: Specify an expiry date on the quote
• Quote No. *: Auto-generated form no. that can be overridden
• Reference
  Note: Eg. PO / SO number or etc.
• Currency *
• Exchange Rate *
  Note: Rate is retrieved from our partner on daily basis, required when the foreign currency is selected.
• Toggle Amounts Exclusive / Inclusive of Tax
• Items *
  • Select a predefined Product for repeated sale or Account / Category for once-off transaction *
  • Name *
  • Description
  • Quantity *
  • Note: Supports up to 4 decimal points.
  • Unit Price *
  • Discount
    Note: Support value (eg. 50) or percentage (eg. 2%).
  • Tax Code
• Summary
5. Attach Files
   
6. Save
   
   
   • Click Save as Draft for further revision
   • Click Save & Approve to post the transaction to Chart of Accounts and share with the receiving party via E-Transaction or Financio Connect (Where applicable)

Purchase Orders (From Customer)

Only Purchase Orders issued by another Financio User will be captured in your account.

Should you receive the Purchase Order externally in .pdf format and would like to have it saved in your Financio account, simply upload it when issuing your respective invoices.

Invoices

1. Click on Sales on your left panel.
2. You will see an expanded menu from the +button, click on it if you don't, then select Invoice.

   

3. Select the customer, or add a new customer.

   

4. Select Attention if you are sending to a specific person in the business. (Optional)
   Note: The invoice will be forwarded to the person's email instead of the company's email if Attention is specified.
5. Review or select an Address.
6. Select an appropriate  Payment Term, this determines when the invoice is due for payment.
7. Review the invoice Date.
8. Review the Invoice No and Reference No.
9. Select the products or services you are selling

   

   • Select the Product you previously defined or a Category / Account if you are selling a one-off item. You can also add the Product or Category on the spot.
   • Update the product name & description if required.
   • Update the quantity and review the price.
   • Specifies the discount for the item in value or percentage (by suffixing with %) (Optional).
   • Review the tax where applicable.

    

10. Put in appropriate Note for your customer and review the summary.
11. Upload related files to the invoice (For internal use or share to the customer). (Optional)
    Note: Click the button on the top right to toggle Internal / Sharing.
12. Click Save & Approve.

What's Next?

Sorry to disappoint if you were expecting more. The following is all done for you when you click on  Save & Approve:

1. Accounting/journal entries, together with reports and charts.
2. Tax amount has been recorded for future tax filing purpose.
3. An electronic invoice has been dispatched to your customer. (If there's a record of customer email in the system).

Credit Notes

1. Click on Sales
   
2. Click on + button on the bottom right
   
3. Provide the details

• Customer *
• Attention: The person you wish to address in the organisation
• Select Address (or update manually below)
• Date *
• Credit Note No. *: Auto-generated form number that can be overridden.
• Reference
  Note: Eg. PO / SO / Quote number or etc.
• Currency *
• Exchange Rate *
  Note: Rate is retrieved from our partner on daily basis, required when the foreign currency is selected.
• Toggle Amounts Exclusive / Inclusive of Tax
• Items *
• Select a predefined Product for repeated sale or Account / Category for
  once-off transaction *
• Name *
• Description
• Quantity *
  Note: Supports up to 4 decimal points.
• Unit Price *
• Discount
  Note: Support value (eg. 50) or percentage (eg. 2%).
• Tax Code 

Payments

1. Click on Sales
2. Click on + button on the bottom right
3. Select the Payment button above it
   
4. Provide the details
   • Customer *
   • Attention: The person you wish to address in the organisation
   • Date *
   • Reference
     Note: Eg. PO / SO / Quote number or etc.
   • Currency *
   • Exchange Rate *
     Note: Rate is retrieved from our partner on daily basis, required when foreign currency is selected.
   • Payment Lines
     • Payment Method *
     • Deposit To *: The account to deposit into
     • Amount *
   • Invoices
     • Select the invoices you wish to credit the payment to (To reduce the
       outstanding of the invoices) and the payment amount
     • You can have excessive credits in the payment, which can be refunded back to the customer
   • Summary
5. Attach files
   
6. Save
   
   
   • Click Save as Draft for further revision
   • Click Save & Approve to post the transaction to Chart of Accounts and share with the receiving party via E-Transaction or Financio Connect (Where applicable)

Refunds

1. Click on Sales
2. Click on + button on the bottom right
3. Select Refund button above it
   
4. Provide the details
• Customer *
• Attention: The person you wish to address to in the organisation
• Date *
• Reference
  Note: Eg. PO / SO / Quote number or etc.
• Currency *
• Exchange Rate *
  Note: Rate is retrieved from our partner on daily basis, required when the foreign currency is selected.
• Refund Lines
  • Payment Method *
  • Pay From *: The account to refund from
  • Amount *
• Credit Notes
  • Select the credit note you wish the refund the excessive credit and the refund amount
• Payments
  • Select the payment you wish the refund the excessive credit and the refund amount
• Summary
5. Attach files
   
6. Save
   
   
   • Click Save as Draft for further revision
   • Click Save & Approve to post the transaction to Chart of Accounts and share with the receiving party via E-Transaction or Financio Connect (Where applicable)

Delivery Note

This document serves as evidence that a product or service rendered/delivered has been received from your customer.

To generate a delivery note, 

1. Click on Sales
2. Click on View for the related invoice
3. Click on the Print icon found on the top right corner
4. Select Delivery Note