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Version: 1.0.77

Sales & CRM Overview

The Sales module brings B2B-style quoting, ordering, invoicing and payment collection into MetahOS. It is built around a small set of connected records — Customers, Quotations, Orders, Invoices and Payments — that move through a controlled workflow with stock reservation, GST-aware totals and a full audit trail of who did what and when.

The module was introduced in two phases. Phase 1 established the core records and workflow; Phase 2 added invoicing, payments, customer advances and overdue automation.

At a glance​

fa-user | Customer | This is the person we are helping.
fa-clock-o | Quotation | We make a price list to share.
fa-shopping-cart | Order | We place the order, like ordering food.
fa-money | Invoice | We make a bill that shows what to pay.
fa-money | Payment | Money is paid and counted. Cha-ching!
fa-circle-o | Advance | Here is what happens at this step.
fa-cubes | Stock | We update how many things we have.

What the Sales module manages​

  • Customers — the organisations or individuals you sell to, with billing and shipping details, GSTIN and the assigning authorities they are mapped to.
  • Quotations — priced proposals that can be sent for approval.
  • Proforma Invoices — formal priced documents the customer can raise a purchase order or an advance against, before any tax invoice exists.
  • Orders — confirmed sales orders that reserve stock and move through a receive / confirm / approve lifecycle.
  • Delivery — packing, dispatch, delivery challans and delivery notes.
  • Invoices — billing documents raised against approved orders.
  • Payments — money collected against invoices, including customer advances.
  • Returns — goods sent back, and the credit notes that settle them.
  • Price Lists — the agreed rates that apply to a customer.
  • Reports — a summary of the pipeline across every document type.
How it fits together

Each record links to the next. A quotation can be approved into an order, an approved order can be invoiced, and payments are recorded against invoices. Every document keeps a snapshot of the customer it was raised for, so historical documents stay accurate even if the customer master is later edited.

Phase 1 — Foundations​

Phase 1 set up the Sales module and its core workflow:

  • Customer master with validation (10-digit mobile, valid email, valid GSTIN, billing and shipping addresses).
  • Quotation lifecycle with DRAFT, SENT, APPROVED and CANCELED statuses.
  • Sales order lifecycle with PENDING, RECEIVED, CONFIRMED, APPROVED and CANCELED statuses.
  • Stock reservation — approving a quotation or creating an order reserves the required item quantities against the chosen store so they cannot be double-sold.
  • GST-aware totals with line-level discounts and an optional overall discount.

Phase 2 — Invoices, Payments & automation​

Phase 2 completed the order-to-cash cycle:

  • Invoices raised against approved orders, with invoice date, due date and automatic status (PENDING, PAID, OVERDUE, CANCELED).
  • Payments recorded against invoices across multiple methods, with partial payment support.
  • Customer advances — money taken before an invoice exists, which can later be applied to invoices.
  • Overdue automation — a scheduled job flips unpaid invoices past their due date to OVERDUE.

Phase 3 — Fulfilment, pricing and control​

Phase 3 extended the module from order-to-cash into full fulfilment, and added the commercial controls around it:

  • Proforma invoices with their own approval steps, validity period and advance-payment tracking. See Proforma Invoices.
  • Delivery — packing, dispatch, delivery challans and delivery notes, with partial dispatch. See Delivery & Returns.
  • Returns and credit notes for goods that come back.
  • Price lists per customer, discount approval and credit limits with a permissioned override. See Price Lists, Discounts & Credit Control.
  • Audit history on every document, and a Reports tab over the pipeline. See Sales Reports & Audit History.
  • Customer sales history — every document and transaction for a customer in one view.

Money, discounts and GST​

Totals are calculated consistently across quotations, orders and invoices:

  • Each line has a quantity, rate, optional line discount and a GST percentage.
  • An overall discount can be applied as NONE, PERCENT or AMOUNT, and is allocated proportionally across lines before tax.
  • The system reports a subTotal, discountTotal, taxableTotal, gstTotal and grandTotal so the breakdown is always transparent.

Audit trail​

Every Sales record stores createdBy and updatedBy (name, user ID and user type). Orders additionally record approvedBy / approvedAt, receivedBy / receivedAt and confirmedBy / confirmedAt, and cancelled invoices and payments capture canceledBy / canceledAt. This gives you a complete history of each document.

Where to go next​