FlairSuite video tutorial
From product to payment
Create a product, receive stock, add a customer, invoice, approve and record the payment.
Transcript
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Welcome to FlairSuite. In this tutorial, we will walk through the complete sales cycle, from start to finish. We will create a product, receive it into stock, create a new customer, issue an invoice, get it approved, and finally record the customer's payment.
First, sign in. Enter your username and password, then click Login.
After signing in, you land on your dashboard. The main menu at the top gives you access to Customers, Vendors, Accounts, Employees, Inventory, and System settings.
Part one. Creating a product.
Products are managed under System, Master Data, Products. This list shows every product in your catalog, with its code, cost price, sale price, type, and category.
To add a new product, click Add Product, at the top right of the screen.
Enter the product name, and a unique product code. The code is how you will find this product later, and it is printed on your invoices.
Next, choose the product type. Stockable products are tracked in your inventory, so the system always knows how many you have. Consumable products are not tracked in stock.
Then choose a category, and the unit of measure. Here we sell it by the piece.
Under Accounts, enter the sale price, forty five dinars, and choose the tax type. We will use five percent VAT.
Click Save. The product is created, and it now appears at the top of the product list.
Part two. Receiving stock. Because this is a stockable product, we need stock on hand before we can sell it. The system will never let stock go below zero.
Go to Inventory, Stock Control, Received Items. Then click Receive Items, to start a new receive note.
Select the supplier you bought the goods from. You can search by typing the first few letters of their name.
Click Custom item to add a line, and search for the product we just created.
Choose the store the goods are going into. Then enter the quantity received, twenty pieces, and the unit cost, thirty dinars each.
Click Approve. The stock is now available, and the system automatically posts the accounting entries for you.
Part three. Creating an invoice.
Go to Customers, Invoicing, Invoices List. Here you can see all your invoices, with their approval status and payment status. To start a new one, click Create Invoice.
A new draft invoice opens. Your work is saved automatically as you go, as the Auto Save indicator on the right shows.
Click the Customer field. You can search for an existing customer here, or add a new one without leaving the invoice. Let's add a new company.
Enter the company name in English and in Arabic, a mobile number, and an email address. Then click Save. The new customer is selected on the invoice automatically.
Now choose the payment terms. This sets the due date. Then choose the store that the goods will leave from.
Click Add Item, and search for the product by its name or code. When you select it, the price and VAT are filled in from the product.
Change the quantity to two. The totals on the right update straight away, showing the subtotal, the VAT, and the total including VAT.
Click Save to keep your changes.
Part four. Approving and sharing the invoice.
When the invoice is ready, click Send to Approval. Choose the sales invoice workflow, and click Apply This Workflow. The approvers are notified.
An approver then clicks Review and Approve. They can read the invoice as a PDF, and then approve it, reject it, or return it for changes.
Click Approve, add a comment if you wish, and confirm. The invoice status changes from Draft to Unpaid. It is now a posted invoice, and the stock has been deducted.
Click View Invoice to see the tax invoice exactly as your customer will. From here, you can download it as a PDF, or print it.
To email the invoice directly to your customer
Part five. Recording the payment.
When the customer pays, go to Customers, Payments, Receive Payments. Type the invoice number in the search box, and click Go.
Tick the invoice, then click Make Payment for Selected Invoices.
The amount is already filled in with the balance due. Choose the payment method, for example cash, and click Save.
A receipt is created, and linked to the invoice. You can see the invoice balance is now zero.
And if we open the invoice again, its status is now Paid.
That's the complete cycle. We created a product, received it into stock, added a customer, issued an invoice, approved it, and recorded the payment. Thank you for watching.
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