Sales Essentials

In ARC's selling module, master doctypes play a pivotal role in managing sales-related data and processes.

By utilising master doctypes effectively, businesses can streamline their sales operations, maintain accurate customer records, track sales transactions, and ensure timely invoicing and payment collection, leading to improved customer satisfaction and overall business performance.

ARC Selling Module

Note: Customers are separate from Contacts and Addresses. A Customer can have multiple Contacts and Addresses.

Customer

A customer, who is sometimes known as a client, buyer, or purchaser is the one who receives goods, services, products, or ideas, from a seller for a monetary consideration.

Every customer needs to be assigned a unique id. Customer name itself can be the id or you can set a naming series for ids to be generated in Selling Settings.

Create a Customer

STEP 1 Go to Home > CRM > Sales Pipeline, or, Home > Selling > Customers. Click on New.

STEP 2 Enter Full Name of the Customer.

STEP 3 Select Individual if the customer represents an individual or Company if the customer represents a company in the Type field.

STEP 4 Select a Customer Group. Individual, Commercial, Non-Profit and Government are available by default. You can create additional if you need.

STEP 5 Select the Territory.

STEP 6 If the customer is being created against a lead, you can select the same in the From Lead field.

STEP 7 Save.

You can disallow sales orders and sales invoices against a customer by clicking on 'Disabled'.

Advanced Tip: If the customer represents one of your own companies then check "Its Internal Customer".

Allow Creation of Sales Invoice without Sales Order and Delivery Note

If the "Delivery Note Required" or "Sales Order Required" option is configured as "Yes" in Selling Settings, it can be overridden for a particular customer by enabling the "Allow Sales Invoice Creation Without Sales Order" or "Allow Sales Invoice Creation Without Delivery Note" in the Customer Master.

Set Tax Withholding Category

You can set the Tax Withholding Category to set up TCS against eligible customers.

Default Currency and Price List

ARC supports Multiple Currencies and Price Lists.

You can set the default currency to be used for this customer in sales orders and sales invoices by selecting the appropriate currency in Billing Currency.

Similarly, you can set the default price list to be used for this customer in sales orders and sales invoices by selecting the appropriate currency in Default Price List.

Integration with Accounts

Unlike many accounting software, you need not create a separate accounting ledger for each customer. By default a unified ledger named Debtors is created.

However if you specifically need a separate ledger for a customer, first create the ledger under Accounts Receivable in the Chart of Accounts and then add it in the Accounting section of the customer.

Credit Limit and Payment Terms

You can set the credit limit by entering the amount in the 'Credit Limit' field.

You can select the default Payment Terms to be applied in sales orders and sales invoices in the 'Default Payment Terms Template' field.

Item

Item refers to any product, raw material, component, or service that your business buys, sells, or manages. This includes raw materials, sub-assemblies, finished goods, item variants, and service items.

ARC Finance allows you to manage all types of items efficiently for both sales and purchasing processes. If you are a service-based business, you can create individual Items for each service you offer. Completing the Item Master is essential for a smooth and successful implementation of ARC Finance.

To access the Item list, go to: Home > Buying > Items and Pricing > Item.

Prerequisites

Before creating and using an Item, it is recommended to set up the following:

• Item Group

• Unit of Measure (UoM), if required

How to Create an Item

STEP 1 Go to Item and click on 'New'.

STEP 2 Enter an Item Code. The Item Name will be auto-filled when you click into the Item Name field.

STEP 3 Select an Item Group.

STEP 4 Enter the opening stock units and standard selling rate.

STEP 5 Click Save.

Item Details

Item Name: The actual name of your product or service.

Item Code: A short identifier for the item. If you have only a few items, it is recommended to keep the Item Name and Item Code the same for easier recognition and updates.

Item Group: Used to categorize items based on criteria such as products, raw materials, services, sub-assemblies, or consumables.

Default Unit of Measure (UoM): The standard unit used to measure the item.

Disabled: When checked, the item cannot be selected in any transaction.

Maintain Stock: Enables stock tracking by creating stock ledger entries for each transaction involving this item.

Is Fixed Asset: Select this option if the item represents a company asset.

To access the Item Group list, go to: Home > Stock > Items & Pricing > Item Group.

Features

Default Price List: A default price list that determines the item prices for items within this group.

Default Warehouse: Automatically set in transactions for items that belong to this group.

Default Expense/Income Account: The default accounting accounts assigned to items in this group.

Default Supplier: When set, this supplier will be automatically selected in purchase transactions for items in this group.

Customer Group

Customer Group is an aggregation of customers that are similar in some way.

Customer groups allow you to organise your customers. Typically Customers are grouped by market segment based on the domain in which a business operates. Customer Groups are created in a hierarchical manner in ARC. You can create a main customer group and add sub customer groups under it.

You can define a price list which will be automatically applied to all customers belonging to that group. You can also get trend analysis for each group. Individual, Commercial and Government customer groups are created by default. You can add your own customer groups based on your requirements like retail, wholesale etc.

How to Create a Customer Group

STEP 1 Go to CRM > Settings > Customer Group.

STEP 2 Click on a parent customer group like 'All Customer Groups'.

STEP 3 Click on 'Add Child'.

STEP 4 Enter 'Customer Group Name'.

STEP 5 Tick 'Group Node' if you would like to add sub customer groups under this.

STEP 6 Click on 'Create New'.

STEP 7 Save.

Assign Credit Limit, Default Price List, and Default Payment Terms Template

You can assign the credit limit, Price List, and Payment Terms and they will be automatically applied when a customer belonging to the customer group is selected in sales transactions like Sales Order and Sales Invoice.

Default Receivable Account

You need not create a separate accounting ledger for each customer in ARC. Read Common Receivable Account for more details.

If you need a separate receivable account for a customer, you can add the same in 'Default Receivable Account' section.

Item refers to any product, raw material, component, or service that your business buys, sells, or manages. This includes raw materials, sub-assemblies, finished goods, item variants, and service items.

ARC Finance allows you to manage all types of items efficiently for both sales and purchasing processes. If you are a service-based business, you can create individual Items for each service you offer. Completing the Item Master is essential for a smooth and successful implementation of ARC Finance.

Item Group

An Item Group is a method used to classify items based on their type or category.

Depending on the nature of the product, items can be categorized under the appropriate group. For example, if the product is service-oriented, it should be assigned to the Service Item Group. If it is a raw material, it should be placed under the Raw Material category.