This session gives you an overview of the Invoicing and Delivery in iVendNext.

Each unit in this chapter is designed for focused learning and should be reviewed carefully. Topics Covered in this session:

• Mastering Supplier and Customer Setup

• Creating Supplier Quotations and Converting Them into Purchase Orders

• Delivery Notes, Sales Invoices and Inventory Integration
  

To maintain a structured learning path, participants must complete all units within the session before advancing to the next chapter.

Mastering Supplier and Customer Setup

The article below provides an introduction to Supplier and Customer Setup in iVendNext.

Overview

When you’re new to iVendNext, the number of menus, modules, and settings can feel overwhelming. The secret to building confidence is to start with the core master data. Think of master data as the “permanent records” of your business — once you set them up right, they quietly keep your operations running smoothly in the background.

1. Why Master Data Matters

In simple terms, master data are the key business entities that you reference over and over again — customers, suppliers, items, and more.
Without clean, accurate master records:

• Your sales and purchase processes stall.

• Reports show inconsistent or missing data.

• Teams waste time re-entering basic details.

In iVendNext, Customer Master and Supplier Master are foundational. Every sales invoice, quotation, delivery note, or purchase order links back to these.

2. Setting Up the Supplier Master

What it is: Your directory of all vendors and service providers.

Steps to Create:

1. Navigate to Buying → Supplier.

2. Click New to open a blank Supplier form.

3. Enter:

• Supplier Name – their registered or trade name.

• Supplier Type – e.g., Company, Individual.

• Supplier Group – group vendors into categories like Raw Materials or Services.

• Default Currency – if you trade in foreign currency.

4. Add Contact Details — phone, email, and address.

5. Define Payment Terms — e.g., Net 30 (payment due in 30 days).

6. Save.

Pro Tip: Fill optional fields like Tax IDs and bank details now. This avoids “phone-a-supplier” moments later.

3. Setting Up the Customer Master

Purpose: A complete, organized database of your buyers.

Steps to Create:

1. Go to Selling → Customer.

2. Click New.

3. Add:

• Customer Name – full legal name.

• Customer Type – Individual or Company.

• Customer Group – e.g., Retail, Wholesale.

• Territory – useful for region-based reporting.

4. Add Primary Contact Information and Addresses.

5. Specify Default Currency and Payment Terms.

6. Save.

Pro Tip: Use “Customer Group” to segment your marketing or offers — a simple but powerful CRM trick.

4. Linking Masters to Transactions

In iVendNext, nothing happens in isolation. When you:

• Create a Purchase Order, the system pulls details from the Supplier Master.

• Issue a Sales Invoice, customer details come from the Customer Master. This ensures every document is accurate, consistent, and traceable without retyping data.

5. Best Practices for Clean Masters

• Standardize Data Entry: Agree on formats (e.g., “ABC Pvt Ltd” vs. “ABC Private Limited”).

• Review Periodically: Outdated or duplicate records confuse reporting.

• Use Groups Wisely: They make filtering and analysis effortless.

• Avoid Overloading Fields: Only enter relevant, verifiable information.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Creating Supplier Quotations and Converting Them into Purchase Orders

The article below provides an introduction to Creating Supplier Quotations and Converting Them into Purchase Orders in iVendNext.

Overview

Purchasing in iVendNext is more than just placing orders — it’s about creating a clear, traceable process from initial request to final approval. The Supplier Quotation is at the heart of this process. By learning to request, evaluate, and convert quotations, you not only streamline buying but also build stronger supplier relationships and better cost control.

1. What is a Supplier Quotation?

A Supplier Quotation is a formal offer from a vendor outlining the price, terms, and conditions for supplying specific goods or services.
Why it matters:

• Enables cost comparison between suppliers.

• Provides documented proof of agreed terms.

• Simplifies conversion to a Purchase Order later.

Think of it as the “shopping list with prices” you confirm before committing.

2. Prerequisites Before Creating a Quotation

Before you begin, ensure:

• Supplier Master record exists and is complete.

• Item Master includes all products you want quoted.

• If applicable, a Material Request is created to formally specify your needs (optional but recommended for larger purchases).

3. Creating a Supplier Quotation Manually

Follow these steps:

1. Navigate to Buying → Supplier Quotation.

2. Click New.

3. Select the Supplier.

4. Enter Item Details – item code, description, quantity, rate (if provided), and delivery date.

5. Add Terms & Conditions — payment timelines, shipping method, warranties, etc.

6. Attach supporting documents if needed.

7. Save and submit for review.

Pro Tip: Fill in as much detail as possible now — this ensures smooth conversion later.

4. Creating from a Material Request

If you already have a Material Request:

1. Open the request.

2. Use the Create → Supplier Quotation button.

3. Select your supplier and adjust as needed.

This approach:

• Pulls all relevant details automatically.

• Reduces typing errors.

• Maintains traceability from request to order.

5. Linking Quotations to Purchase Orders

Once a quotation is approved:

1. Open the quotation record.

2. Select Create → Purchase Order.

3. Review all pulled details.

4. Submit the purchase order for final authorization.

The link ensures:

• Approved terms carry forward without manual re-entry.

• Every order is traceable back to its quotation.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Delivery Notes, Sales Invoices and Inventory Integration

The article below provides an introduction to Delivery Notes, Sales Invoices and Inventory Integration in iVendNext.

Overview

In any sales-driven business, delivering products to customers is only part of the job. You also need to record what was delivered, ensure stock levels are accurate, and generate invoices promptly. In iVendNext, this process is managed smoothly through Delivery Notes and Sales Invoices, with inventory updates happening automatically in the background.

1. Understanding Delivery Notes

A Delivery Note is the official record that goods have been dispatched to the customer. It:

• Confirms what was shipped, in what quantity.

• Acts as a trigger for stock deduction in the system.

• Provides documentation for both you and your customer.

Example: If a customer ordered 100 units but you shipped 60 now and 40 later, the Delivery Note reflects exactly what went out in this batch.

2. Creating Delivery Notes from Sales Orders

While you can create a delivery note manually, the most efficient way is from an existing Sales Order:

1. Open the Sales Order.

2. Click Create → Delivery Note.

3. Adjust quantities if shipping partially.

4. Add batch/serial numbers if required.

5. Save and submit.

Pro Tip: Always double-check item codes and quantities before submission — once submitted, the stock adjustment takes effect immediately.

3. Partial Deliveries and Quality Checks

Not all deliveries happen in one go:

• Partial Delivery: Ideal when stock is limited or shipments are split by location.

• Quality Checks: For products requiring inspection before dispatch, you can put items “On Hold” until approved.

4. Integrating Delivery with Sales Invoices

After goods are delivered:

• From the Delivery Note, click Create → Sales Invoice.

• The system automatically pulls in all delivery details — items, quantities, prices — reducing manual entry.

• Add or confirm payment terms and due dates.

• Submit the invoice for processing.

5. Tracking Inventory with Deliveries

iVendNext updates your stock in real time:

• Delivery Notes reduce available stock quantities instantly.

• Batch and serial tracking ensure traceability.

• Inventory reports show current levels, committed stock, and free-to-sell items.

Pro Tip: Use these reports to anticipate reordering before you run out.

6. Managing Statuses and Handling Returns

• Statuses: Draft → Submitted → Completed/Returned.

• Returns: If a customer sends back goods, create a Delivery Note Return linked to the original delivery. Stock will be added back automatically.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.