Sales Documents

Explore the Must-See Sage Active Public API V2 Quoting Example!

Dive into the invaluable resource of our front-end app example!
This example showcases the practical use of Sage Active Public API for efficient quote management.

It’s a perfect demonstration of how you can leverage the API’s capabilities in real-world scenarios, significantly simplifying the quoting process.

Now, this application also allows you to import a complete set of demo data into the current company if it does not yet have any data.

Click here to access the example : Sample quotes

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This section outlines various types of sales documents that are essential to the sales process.
These include:

Each type of document holds specific information and serves unique purposes.

Shared Characteristics and Unique Fields in Sales Documents

While Quotes, Orders, Delivery Notes, and Invoices are distinct types of sales documents, they share a significant amount of common structure.
The majority of fields and attributes are identical across these documents, promoting a consistent user experience and facilitating document management.

  • Common Fields: All four types of documents include basic information such as customer details, product listings, quantities, and pricing.
  • Unique Fields: However, each document type also has specific fields and attributes that are unique to its role in the sales process.
    For example, a Delivery Note may have fields related to shipment tracking, while an Invoice includes fields for payment terms and due dates.

This architecture simplifies the sales workflow, while also providing the necessary granularity where required, for each stage of the sales process.

Resources

Sales quotes

Both known as Sales quotes in the API context and in the product interface.
This resource serves as the blueprint for creating, modifying, and tracking sales quotes within the sales pipeline.
It leverages standard and customized data fields to accurately represent quotes for customers, which are crucial for managing and closing sales opportunities.

Note that it is possible to enter quotes for leads by providing the lead’s identification information within the context of the quote.
This avoids the need to always create a customer in advance.
However, this possibility is limited to the quote; as soon as a quote is won and generates an order, a customer becomes mandatory.

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Sales orders

Both known as Sales orders in the API context and in the product interface.
This resource serves as the comprehensive record for managing customer orders within the order-to-cash process.
Utilizing the standardized and custom data fields, it captures detailed information such as customer codes, discounts, and product lines, which are essential for fulfilling customer orders.

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Sales delivery notes

Both known as Sales delivery notes in the API context and in the product interface.
This resource is the backbone for organizing and managing the shipping and handling details associated with sales orders.
With the flexibility to incorporate both standard and customized fields, Sales Delivery Notes offer granular visibility into the logistical aspects of the order-to-cash process.
This is critical for ensuring timely and accurate deliveries to customers.

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Sales invoices

Both known as Sales Invoices in the API context and in the product interface.
This resource is pivotal for invoicing customers after order fulfillment and serves as a legally binding request for payment.
The Sales Invoices entity leverages both standard and custom fields, allowing businesses to create detailed invoices that include necessary information like customer codes, discounts, product lines, and tax details.
This ensures compliance and contributes to a smoother accounts receivable process.

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Workflow

  1. Create the Invoice and Optionally View or Modify It: Start by creating a sales invoice using the SalesInvoice service.
    Once created, you can view and make any necessary modifications to the invoice before finalizing it.

  2. Close the Invoice to Prevent Further Modifications: Use the CloseSalesInvoice service to confirm the invoice.
    This action locks the invoice, ensuring that its content cannot be changed. This step is essential for securing the invoice details before posting.

  3. Post the Invoice to Generate Accounting Entries: After closing, proceed with posting the invoice using the PostSalesInvoice service.
    Posting the invoice will generate the necessary accounting entries, making the invoice part of the company’s financial records.

  4. View the Invoice’s Payment Due Dates: Check the payment due dates and related information using the SalesInvoiceOpenItems service.
    This allows you to see when payments are expected and track outstanding amounts for the invoice.

  5. Apply Partial or Full Payments to the Invoice: Manage the payments on the invoice by using the SalesOpenItemSettlement service.
    You can apply both partial and full payments, keeping track of amounts paid and any remaining balances.

  6. Generate a Credit Note if Necessary: In case of returns, refunds, or corrections, you can issue a credit note related to the invoice using the generateCreditNote service.

Units of measurement

Represents the various units of measurement known as UnitsOfMeasurements in the API context and used for defining product quantities in the product interface.
Each unit of measurement is associated with a specific Product Category and includes metadata such as Abbreviation, Number of Decimals, and Name to provide detailed descriptions for quantities.
The units of measurement are crucial for ensuring accuracy in product inventory and pricing calculations.

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