Sales, purchase and CRM: from lead to goods received
Follow enquiries through your pipeline, send quotations, take sales orders and invoice them, raise purchase orders and receive the goods into your plant. Every invoice and bill names its plant.
PLANSEvery plan
The problem it solves
- Enquiries sit in phones and email, and nobody knows which buyer is waiting for a price.
- A sales order is taken without the factory knowing, and production hears of it at dispatch time.
- Material is ordered on the phone and arrives without a purchase order to check it against.
- With two plants under one GST number, you cannot say which plant made the sale or bought the steel.
How it works
- Enquiries come in as leads in CRM, by hand, from email, or with Scale from your quote request page. Move them through the pipeline stages.
- Make a quotation from the opportunity and send it by email. Confirmed, it becomes the sales order.
- The sales order delivers from its plant's warehouse. Items made to order raise their production orders; delivered goods are invoiced.
- Raise a purchase order for material, or confirm one proposed by the MRP run (Growth). Receive the goods into the plant against the order.
- Record the supplier's bill against the purchase order. Each invoice and bill carries its plant, so the Plant Summary shows sales and purchases by plant.
Everything it does
CRM
- Leads and opportunities with stages, expected revenue, probability and the salesperson
- Activities (calls, meetings, to-dos) and the email thread on each opportunity
- Pipeline by stage, won and lost with a reason
- Scale: design files on the lead, quantities asked and needed by; Make Estimate from the lead
Sales
- Quotations sent by email, confirmed into sales orders
- Delivery from the order's warehouse; invoices from what was delivered or ordered
- The invoice names the order's warehouse as its plant, and uses the plant's own sales journal when it has one
Purchase
- Requests for quotation, purchase orders, goods received against the order
- Supplier bills matched to the order; the bill names the plant the goods were received at
- Growth: quality checks on goods received; MRP proposals turn into draft purchase orders, one per supplier
- Scale: store requests ask the store first and buy only what is missing
Plants
- Each plant can have its own sales and purchase journal (its own invoice number series)
- Plant Summary: sales, purchases, margin and net per plant for a period
Who uses it
SalespersonWorks leads and opportunities, sends quotations and confirms sales orders.
Purchase officerRaises purchase orders, receives goods and checks supplier bills.
PlannerSees confirmed sales orders and plans production and purchases from them.
AccountsPosts invoices and bills, and reads the Plant Summary.
Where you use it
- Web: the CRM, Sales and Purchase apps, and Invoicing for invoices and bills
- Scale: a quote request page on your website makes CRM leads with the buyer's drawings
- Not in the SmartMy Manufacturing app: sales and purchase are worked on the web
What you control
Settings
- Pipeline stages and sales teams: your own
- Sales and purchase journal per plant: empty to start with (the Entity's journals are used)
- Units of measure, price lists and taxes in the Sales and Purchase settings
Notifications
- Quotations, orders and invoices are sent from the record by email, when you press Send
Questions
Is CRM included in Starter?
Yes. CRM, Sales and Purchase come with every plan, alongside bills of materials, production orders and job work.Can a sales order start production by itself?
Yes, for items set to be made to order: confirming the sales order raises the production order. Other items are planned by hand or, with Growth, by the MRP run.Do purchase orders need approval?
Not today. Purchase orders have no approval chain in SmartMy Manufacturing. With Scale, store requests go through the Store Request approval chain before anything is bought.Can each plant have its own invoice numbers?
Yes. Give the plant its own sales journal; its invoices then take that journal's number series. Without one, the Entity's journal is used.Do we get e-invoices for GST?
E-invoice and e-way bill come with Scale for Indian entities. They are tested with you before go-live.Related features
PRODUCTION AND JOB WORKPlants on every bill, and the plant summaryRun two or more plants under one GST number and still read each plant's own figures. Every invoice, bill and entry names its plant, and the Plant Summary shows each plant's stock, purchases, sales, margin, expenses and net for a period.DESIGN FILES AND QUOTESA quote request page that makes CRM leadsPut one link on your website or email signature. Buyers send what they need, the quantities, a needed-by date and up to five drawings or CAD files. Each request becomes a CRM lead with its files already measured, and your sales team is told by email.PRODUCTION AND JOB WORKEstimates priced by quantity, made into the item, BOM and quotationPrice a new job from its material, its steps on your machines, overhead and margin, at each quantity the buyer asks for. Send the estimate as a PDF; when it is won, the item, its bill of materials and the sales quotation are made from it.PRODUCTION AND JOB WORKStore requests: sent from stock, or bought only what is missingAnyone asks the store for what they need, for a plant or a department, and says what it is for. Once approved, the store sends what it has and asks purchase to buy only what is missing; the request, purchases and transfers stay tied together.GST (INDIA)E-invoice and e-way billFor Indian Entities on Scale, posting a B2B invoice registers it on the government e-invoice system and prints the IRN and signed QR on it. E-way bills come from the invoice or the delivery, filled from the document, on SmartMy's own connection to NIC or through your GSP.PLANNING, QUALITY AND COSTMRP run and the planner's workbenchOne run works out what to make and what to buy for a plant, level by level through your bills of materials. It works from customer orders, open production orders, stock and safety stock. The planner checks each proposal on one workbench and orders it.
See your shop floor on it.
Tell us what you make, how many machines and people you run, and how production is recorded today. We will set up a line with you and run a job on the terminal.