📂 Sales Transaction Types in PrismERP
PrismERP offers a wide range of sales transaction types tailored to different business scenarios—starting from order creation to invoicing, cancellations, and returns. These flexible options help streamline sales operations, reduce manual errors, and maintain accurate financial and inventory records.
📝 Sale Order (SO)
What it is: A Sale Order (SO) is the initial step in the sales cycle. It records a customer’s intent to purchase products or services, including item details, pricing, delivery terms, and payment type.
Why it's useful:
- Provides a formal structure for order processing.
- Enables smooth coordination between sales, inventory, and finance teams.
- Helps track each order’s progress from initiation to fulfillment.
Example: A customer orders 100 units of a product. You create a Sale Order in PrismERP to initiate and track this request.
Partial or Complete Fulfillment
What it is: PrismERP allows sales orders to be fulfilled either partially or in full, based on stock availability.
Why it's useful:
- Reduces delivery delays by allowing available stock to be dispatched.
- Prevents the need for new orders when only part of the items are in stock.
Example: Out of 100 units ordered, 70 are available now. You fulfill those, and the rest are delivered later when restocked.
🧪 Sample Order
What it is: A Sample Order allows you to send product samples or trial items to potential or existing customers before confirming an actual sale.
Why it's useful:
- Helps customers evaluate the product before making bulk purchases.
- Keeps trial orders separate from regular transactions.
Example: A potential customer requests 2 sample units. You create a Sample Order in PrismERP to document the trial dispatch.
🧾 Sales Invoice (SI)
What it is: A Sales Invoice is a formal document issued to the customer after goods or services have been delivered. It reflects what was sold, including pricing, tax, and the total amount due.
Why it's useful:
- Essential for customer billing and payment.
- Integrated with financial reports, VAT, and inventory.
- Serves as legal proof of the transaction.
Example: After completing a delivery, you generate a Sales Invoice in PrismERP and send it to the customer for payment.
🔄 Invoice from Sales Order (SI from SO)
What it is: Automatically generate a Sales Invoice using the details from an existing Sale Order.
Why it's useful:
- Saves time by avoiding duplicate data entry.
- Ensures consistency and traceability between the order and invoice.
- Minimizes billing errors.
Example: After reviewing an approved Sale Order, you click “Generate Invoice” to create the SI directly from that order.
📤 Invoice from Delivery (SI from Delivery)
What it is: Generate an invoice based on the quantity of goods actually delivered, rather than the originally ordered amount.
Why it's useful:
- Ideal for cases where delivery happens in parts.
- Ensures billing accuracy based on physical dispatches.
Example: Only 50 of 100 units were delivered. You generate the SI in PrismERP based only on the delivered 50 units.
💵 Direct Invoice (Counter Sales)
What it is: Used for immediate over-the-counter sales where no prior order is placed. Both the sale and payment happen on the spot.
Why it's useful:
- Speeds up walk-in or retail transactions.
- Automatically updates inventory and accounting records.
- Perfect for store counters or service desks.
Example: A customer visits your retail outlet, selects an item, and pays in cash. You generate a Direct Invoice instantly in PrismERP.
❌ Sales Cancellation
What it is: Cancel an existing Sale Order or Sales Invoice due to errors, customer decisions, or unavailable stock.
Why it's useful:
- Helps maintain clean records and inventory accuracy.
- Automatically updates stock and accounting ledgers.
- Ensures full traceability of cancelled transactions.
Example: A customer cancels an order after it was created. You cancel the SO or SI from PrismERP and stock is restored accordingly.
🔁 Market Return / Cancellation Without Order
What it is: Process product returns without linking them to a previous Sale Order or Invoice. Ideal for unscheduled returns or excess stock recalls.
Why it's useful:
- Handles unplanned or bulk returns efficiently.
- Adjusts stock and accounting without needing the original order reference.
- Useful for field returns or expired goods.
Example: A distributor returns 50 units of unsold or damaged products. You process the return in PrismERP without referencing any prior SO.
💡 Why Use These Sales Transactions in PrismERP?
Efficient sales processing is the heart of any business. PrismERP’s sales transaction structure is designed to bring accuracy, automation, and visibility to every step of your sales process.
Here’s why these sales features matter:
🚀 Streamlined Workflow, Less Manual Work
Why it matters: Many businesses lose time due to repetitive data entry, miscommunication between departments, or lack of tracking. PrismERP eliminates those problems by linking Sale Orders, Deliveries, and Invoices in a seamless flow.
PrismERP Advantage:
- Auto-generation of invoices from orders or deliveries
- Real-time updates across inventory, finance, and sales teams
- Approval workflows and role-based control
- Reduced dependency on paper-based approvals
🔍 Accurate Stock, Payment & Customer Tracking
Why it matters: Missing inventory, delayed billing, or inaccurate records can damage customer relationships and affect your cash flow.
PrismERP Advantage:
- Real-time stock visibility across warehouses
- Customer-wise credit control, EMI handling, and payment tracking
- Sales return and cancellation handling without financial loss
- Distributor-wise or territory-based tracking
📊 Real-Time Reports for Better Decisions
Why it matters: Without clear data, you can’t measure sales performance or improve forecasting.
PrismERP Advantage:
- Territory- and salesperson-wise sales tracking
- Target vs. achievement dashboards
- Integrated KPIs and custom reporting tools
- Exportable sales insights for decision makers
📱 Mobile-Enabled Sales Operations
Why it matters: Field reps, managers, and executives often need access to sales data on the go.
PrismERP Advantage:
- Mobile app for order creation, approval, or delivery confirmation
- Push notifications for order updates
- Mobile dashboards and ticketing for real-time updates
🌐 PrismERP vs. Other ERPs — Why Choose PrismERP?
| Feature | PrismERP | Typical ERP Systems |
|---|---|---|
| Full Sales Lifecycle Coverage | ✅ End-to-End (SO → SI → Return) | ❌ Often disconnected modules |
| Territory-Based Sales | ✅ Built-in | ❌ Requires custom integration |
| EMI / Installment Sales | ✅ Native Support | ❌ Usually needs customization |
| Market Returns w/o Order | ✅ Fully supported | ❌ Rare or manual workaround |
| Multi-Channel Order Handling | ✅ Retail, Distribution, Online | ❌ Limited or requires plugins |
| Direct Invoice (Counter Sales) | ✅ Instant generation | ❌ Often tied to Order module |
| Sample Order Management | ✅ Separate & tracked | ❌ Not available by default |
| Real-Time BI Dashboards | ✅ 300+ built-in dashboards | ❌ Often needs external tools |
| Integration Support | ✅ REST API, IoT, Mobile | ❌ Partial or outdated API |
✅ Summary: Why Your Business Needs It
Using PrismERP’s Sales Transaction system ensures:
- Fast and accurate order-to-cash processing
- Better inventory and customer management
- Fewer manual mistakes and double entries
- Powerful sales insights in real-time
- Smooth collaboration between sales, inventory, and finance teams
- Support for retail, wholesale, field sales, and online operations
📢 “With PrismERP, sales isn’t just a department—it’s an automated engine that drives your entire business forward.”