We have already seen how to create a quotation and send it to the customer.
Now, when the customer accepts the quote and sends us the confirmation, we would do our next step.

Go to the Sales tab and open the Quotations screen. Under the Quoted tab you will find the quotation. Open the quotation and click on the Confirm Order button. This action will convert the quotation into an order.

You will notice that the quotation number is changed to an order number. You can find the complete action trail on this order by clicking the history icon here.

While creating an order, the system may warn you about two things.

1. If the quotation contains items having stock lower than being offered. A warning message will appear if that is the case.
2. In Sparrow ERP you can define the credit limit of each customer, that way a customer can not have more than a certain limit of sale on credit. At the time of registering the order, the system will check the credit limit and show a warning message if the current order amount is above that.

The order will be listed in the Orders section under the Pending tab.

Open the order we just created.
You will notice there are additional fields now, such as ship date, Invoice, and shipping addresses.

Now, at this point, the order flow can take one of the multiple paths depending on the stock status of order items.

1. If you are having enough stock of all the products in the order, then, you can essentially ship the order right away by clicking the “Ready for shipment” button.
2. If you do not have enough stock of the products, then it comes down to how your products’ procurement route is set.
   1. In the case of trading – it would be the “Buy” route.
   2. And, in case you are a manufacturer – it would be a “Make to order or Make to Stock” route.

In any of the cases above, you will have to first do the Procurement of the items.

We will do that in one of our next videos.

Besides creating customers one by one, you can import them in batches from a spreadsheet.

This method is the most viable option when you already have a collection of customer data you want to migrate to Sparrow.

First, you need to download the template, the link is right on the import dialog box.

While preparing the spreadsheet you have to pay attention to these two columns because, Sparrow ERP can import customers and suppliers together. Put 1 in each row for the “is customer” column. Do the same for the “is supplier” column if you want to import suppliers.

Once the sheet is ready. Go to Customers screen under the Sales tab and click on the “Import” button from “More options” menu.

Browse the spreadsheet you have prepared and click on the upload button. That will show you a “preview” of data being imported. Now make sure each column is properly mapped. If you have used the template then all columns would be mapped already.

Finally, click on the import button to import data.

In the customer’s list, you will see newly imported customers immediately.

To add a new Customer, click on the Customers menu item under the Sales tab. Then, click on the Add New button. In the customer’s form. Only Name, Email, Country and Currency fields are mandatory. However, you have to pay attention to other important fields as well, such as.

Tax status –Selecting Standard here will apply the general tax settings. On the other hand, Always tax will always apply tax regardless of configuration. And, Exempted, will never apply a tax.

Company checkbox – By checking this, you indicate the customer as a Company, not as a private person.  This can be important for tax calculation in several countries.

Price list – A customer-specific price matrix with a special discount can be configured in Settings and applied by selecting from here.

Payment term – This field is used for calculating invoice due date. Selecting Pre-paid here will force the system to register payment before shipment.

After filling the necessary fields, click on the Save button to save the profile. This will create a new customer profile in the system. You can add additional information like Contacts, Addresses, and Bank details of customers as well. To add a new contact, click on the Edit button to start editing the profile. Then click on the create contact button. That will bring the contact popup. Fill the necessary information and Save and then close.

To add a new address, click on the Edit button to start editing the profile. Then click on the Create address button. That will bring the address popup.

It is advisable to link a contact to an address whenever possible.Select the address type and fill the rest of the fields.If you have more than one address of the same type. Make sure to select the Primary checkbox if applicable to this address. At last, select this checkbox if your other two address types are also the same as current.

Click on Save and then close.

From the customer profile, you can also manage other transactions and data related to the customer, such as Sales Quotations, Sales Orders, Shipments, Invoices, Comments, Documents,  Credit Settings, and Tasks.