The sales process can begin with a sales quote, sales order or proforma invoice. Sales Invoices are created when the sale is confirmed, many times you will go directly to creating a sales invoice.
Sales may be invoiced either by unit number or by quantity, grade and type of unit. The second invoice type is used for sites with ‘first out of stock’ release policies resulting from depot congestion. Both invoice types have single or multiple sales locations, they can reference the customer’s purchase order or even link to a supplier’s purchase order. Delivery (transport) charges may be added at a unit level. Sales invoices may be previewed, printed and emailed (as PDF’s) when completed, invoice reprints can be sent at any time.
Sale details are updated on inventory records at the time of sale and when equipment is released or collected. Payments and credits are allocated to an invoice and may be viewed from the invoice screen. Container numbers are recorded and viewed as invoice details.
In situations where containers will be picked up over an extended delivery period a sales order and equipment release may be generated. The sales order sets the sales price, pick up location, quantity, transport/handling and applicable taxes. As equipment is picked up by the customer it can be invoiced. This eliminates the need for manual tracking, improves cash flow and reduces the possibility of ‘double selling’ in high demand markets.
Containers can be released once the sales invoices has been printed. A separate release is created for each depot and can be sent to the customer, depot and a transport contact. Depending on the type of invoice, the release will instruct the depot to release specific containers or to release a quantity of containers by grade and type.
In ‘first out of stack’ situation where container numbers are advised by the depot a ‘letter of assignment’ can be printed and emailed to the customer once all containers have been picked up. The sales invoice and release documentation will be updated with the assigned container numbers as they become known.
Should a sales customer change their mind, their sales invoice can be partially or fully credited, removing some or all of the units. If the container condition is not as expected a partial credit against one or a number of specific units may be generated. Miscellaneous invoices and credits may also be used in certain circumstances to invoice for additional services; repairs, modifications, accessories, delivery etc.
Storage rates agreed with various depots can be input down to the equipment type level. The expected depot storage costs can be generated with a monthly procedure and checked against the depot invoice.
Statements can be generated and emailed to customers with outstanding balances. EQSPRO provides all of the aged debtor and transaction reporting required to help with the collection of receivables.
With EQSPRO it is even possible to create a tailored ‘available sales inventory’ for a customer and email individually or en masse to all customers in a location or region.
EQSPRO popular sales features
Pro forma invoice
Purchase orders & consignments
Tailored accounting interfaces
CLOUD version available
Sales margin report
Supplier accruals & invoices
Record all unit costs
Invoice by unit number
Step by step user guides
Invoice by quantity
Full & partial credits
English, German & Dutch documentation
Online ticketed help desk
EQSPRO for your intermodal business!
To get started with EQSPRO contact us by phone or email. We will arrange a conference call, an online demonstration and continue with a discussion of any unique requirements.