Sales
Complete User Guide

The Sales module in Vendra handles everything that happens before and after an order is placed — creating and sending quotations, converting them to confirmed orders, triggering delivery, generating invoices, and collecting payment. It sits at the centre of your revenue cycle and connects directly with Inventory for fulfilment and Accounting for billing.

This guide walks through the complete workflow: setting up customers, creating professional quotations, configuring pricelists for different customer types, confirming orders and managing deliveries, invoicing in full or in stages, registering payment, handling credit notes and returns, generating customer statements, and using the built-in sales analysis tools.

Customer Setup and Management

Customers in Vendra are Contact records. Go to Sales → Customers and click New to create a customer. A well-configured customer record ensures that quotations, invoices, and deliveries are generated correctly without manual correction each time.

Essential fields for a customer

• Name and type — individual or company; company contacts can have multiple individual contacts beneath them
• Delivery address — if the delivery address differs from the billing address, add it as a separate contact with type "Delivery Address" under the same company
• Payment terms — controls due date calculations on invoices (e.g., Net 30, Due on Receipt)
• Pricelist — assigns the customer to a pricing tier so quotes generate at the correct price automatically
• Salesperson — the account owner; used for reporting and commission tracking
• VAT / KRA PIN — required for tax-compliant invoices in Kenya

Customer credit and account management

Under the Accounting tab on a customer record you can set an accounts receivable account and a fiscal position. If you operate with credit limits, use the chatter on the customer record to log credit decisions and payment history notes visible to the sales team. The Aged Receivables report in Accounting shows each customer's outstanding balance broken down by how long it has been overdue.

Quotation Creation and Sending

A quotation in Vendra is a formal price proposal sent to a customer before they commit to buying. Quotations use the PDF Quotation Builder module, which generates a professionally designed document with your company logo, colours, terms, and product lines.

Pricelist Configuration for Different Customer Types

Pricelists allow you to charge different prices to different customer segments — retail walk-ins, wholesale accounts, VIP clients, export customers, or staff. Go to Sales → Configuration → Pricelists to create and manage them.

Types of pricelist rules

• Fixed price — a specific price per product (e.g., Product A costs KES 450 for wholesale customers regardless of standard price)
• Percentage discount — applies a discount off the standard sales price (e.g., 10% off all products for VIP customers)
• Formula-based — calculates price as a percentage of cost or of another pricelist (e.g., sell at cost + 20% margin)
• Quantity breaks — different prices at different quantities (e.g., 1–9 units at KES 500, 10–49 at KES 460, 50+ at KES 420)

Once pricelists are set up, assign them to customers on their contact record. When a salesperson creates a quotation for that customer, the correct pricelist is applied automatically. Sales staff can also change the pricelist on an individual quotation if needed — useful for one-off negotiations.

Confirming a Sales Order and Triggering Delivery

When the customer accepts the quotation — verbally, by email, or by signing it — confirm it in Vendra by clicking Confirm on the quotation record. The record status changes from Quotation to Sales Order and is assigned a sales order number (e.g., S/2026/00178).

Confirming a sales order automatically triggers a delivery order in Inventory for all storable products on the order. The delivery order reserves the stock and appears in Inventory → Overview → Delivery Orders ready for the warehouse team to pick and pack.

Delivery Management and Picking

Open the delivery order from the Sales Order by clicking the Delivery button (it shows the count of linked deliveries). The delivery form shows the products and quantities to be picked.

Processing a delivery

• Check the Demand column against the physical stock being prepared
• Enter the actual quantities in the Done column if they differ from demand
• Click Validate to confirm the delivery. Stock levels reduce immediately.
• If you cannot fulfil the full quantity, validate the partial delivery and create a backorder for the remainder

Once validated, the delivery is marked as Done and the Sales Order delivery status updates. The order status changes to "To Invoice" once all deliveries are done — signalling to the accounts team that the order is ready to bill.

Invoicing from Sales Orders — Full and Partial

Once a sales order has been delivered (or based on ordered quantities if that is your invoicing policy), create an invoice by opening the Sales Order and clicking Create Invoice.

Invoicing options

• Invoice the full order — creates one invoice for all products on the order at the agreed prices
• Invoice delivered quantities only — bills only for what has been confirmed as delivered; useful when delivering in stages
• Invoice a down payment — creates a partial invoice for a deposit (fixed amount or percentage); the remainder is billed on delivery

The invoice opens as a draft. Review the lines, check the taxes, verify the payment terms, and click Confirm to post it. A posted invoice has a reference number (e.g., INV/2026/00312) and cannot be edited. Click Send & Print to email it to the customer with a PDF attached.

Payment Registration

When the customer pays — by bank transfer, cash, mobile money, or any other method — register the payment against the invoice.

Credit Notes and Returns

A credit note reverses all or part of a posted invoice. You issue one when a customer returns goods, when a pricing error was made on the original invoice, or when you want to grant a discount after the fact.

Creating a credit note

Open the posted invoice and click Add Credit Note. Choose the reason (goods returned, error correction, etc.) and the reversal date. Vendra creates a draft credit note pre-filled with the original invoice lines. Adjust the quantities if the return is partial. Confirm the credit note.

You can then use the credit note to offset an outstanding invoice (by reconciling the two), or process a refund payment back to the customer. If the customer is returning goods, also create a return picking in Inventory to bring the stock back into the warehouse.

Customer Statements of Account

A customer statement lists all invoices, credit notes, and payments for a customer over a given period, showing the running balance owed. Statements are used for monthly billing cycles and for following up on overdue accounts.

To generate a statement, go to the customer record in Accounting → Customers, click the Action menu, and select Send Statement. Set the date range, preview the PDF, and send it directly to the customer by email. Statements are particularly useful for B2B customers who receive multiple invoices per month and pay at month-end.

Sales Analysis by Customer, Product, Salesperson, and Period

Go to Sales → Reporting → Sales for the main sales analysis dashboard. This is a pivot and graph report with full filtering and grouping capability.

Key reports available

• Revenue by customer — identify your top accounts and track whether key customers are growing or declining
• Revenue by product — see which products generate the most turnover and margin
• Revenue by salesperson — compare team performance, identify top performers, and see who needs support
• Revenue by period — month-over-month or year-over-year comparison to spot trends and seasonality
• Order count and average order value — track order frequency and deal size per segment

Use Group By to aggregate by any combination of dimensions, and Filters to narrow by date, salesperson, or product category. Save your most useful configurations as Favorites for daily use.

B2B vs B2C Workflows

Vendra's Sales module handles both business-to-business and business-to-consumer sales, but the workflow differs slightly for each.

B2B workflow

B2B sales typically involve a formal quotation sent to a purchasing contact at the customer company, negotiation over price and terms, a confirmed order with a delivery address and payment terms, delivery to the customer's premises with a delivery note, and an invoice sent after delivery with 30-day or 60-day payment terms. Statements of account are sent monthly to reconcile outstanding balances.

B2C workflow

B2C sales (walk-in customers, casual buyers) are simpler. Either use the Point of Sale module for over-the-counter transactions, or in the Sales module create a quick order against a generic "Walk-in Customer" contact, confirm it, and invoice immediately with payment on the spot. There is no delivery order required if the customer collects immediately — you can bypass the delivery step in settings for such scenarios.