BISMALLAH — Kistet Sales & Customer Management INSHA'ALLAH

This guide covers how Kistet Engineering & Trading manages sales, customers, and quotations in DOBiz SmartERP.

Sales Workflow

Lead/Opportunity → Quotation → Sales Order → Delivery → Sales Invoice → Payment

Customers

Viewing Customers

1. Go to DOBiz SmartERP > Selling > Customer
2. See a list of all customers
3. Key customers for Kistet:
4. Ethiopian Electric Power (EEP)
5. Water Works Construction Enterprise
6. Ministry of Water and Energy
7. Various dam projects

Creating a Customer

1. Click + Add Customer
2. Fill in:
3. Customer Name — Company or individual name
4. Customer Type — Company
5. Customer Group — e.g., "Government", "Private"
6. Territory — e.g., "Ethiopia"
7. Default Currency — ETB (or USD)
8. Default Company — Kistet Engineering & Trading
9. Add Contact details:
10. Name, phone, email
11. Add Address details:
12. Physical address
13. Billing address
14. Shipping address
15. Click Save

Opportunities (Leads)

Creating an Opportunity

1. Go to DOBiz SmartERP > CRM > Opportunity
2. Click + Add Opportunity
3. Fill in:
4. Opportunity From — Customer
5. Customer — Select or create
6. Opportunity Type — Project, Service, Equipment Sale
7. Opportunity Amount — Estimated value
8. Project — Related project (if known)
9. Expected Closing — When decision is expected
10. Click Save

Opportunity Stages

• Open — New enquiry
• Quotation — Quotation sent
• Converted — Won, converted to Sales Order
• Lost — Not awarded
• On Hold — Customer postponed

Quotations

Creating a Quotation

1. Go to DOBiz SmartERP > Selling > Quotation
2. Click + Add Quotation
3. You can create from:
4. Opportunity (recommended — pre-fills customer info)
5. Directly — Blank quotation
6. Fill in:
7. Customer — Select client
8. Quotation To — Contact person
9. Project — If related to a specific project
10. Valid Till — Expiry date (typically 30-60 days)
11. Add Items:
12. Item — Select product or service
13. Qty — Quantity
14. Rate — Unit price
15. Amount — Auto-calculated
16. Add Taxes:
17. VAT 15%
18. Set Terms:
19. Payment terms (e.g., 50% advance, 50% on delivery)
20. Delivery timeline
21. Warranty period
22. Click Save

Quotation Status

• Draft — Being prepared
• Open — Sent to customer
• Ordered — Customer accepted → converted to Sales Order
• Lost — Not accepted
• Expired — Passed valid till date

Sales Orders

Creating a Sales Order

1. From the accepted Quotation, click Create > Sales Order
2. Verify:
3. Customer details
4. Items and quantities
5. Pricing
6. Delivery date
7. Click Save > Submit

Sales Order Status

Pricing

Item Pricing

Each item can have: - Standard Selling Rate — List price - Standard Buying Rate — Purchase cost - Customer-specific pricing — Special rates for key customers - Volume discounts — For bulk orders

Price Lists

1. Go to DOBiz SmartERP > Selling > Item Price
2. Create price lists for different customer categories:
3. Standard Selling — Default prices
4. Government — Special rates for government projects
5. Export — USD pricing

Sales Reports

Key Reports

1. Go to DOBiz SmartERP > Selling > Reports

Customer Communication

Sending Documents to Customers

From any transaction, you can: 1. Click Print — To generate PDF 2. Click Email — To send directly to customer 3. The system stores all sent communications

Customer Portal

Customers can: - View their quotations and orders - Check invoice status - View payment history - Access at: https://ethiobiz.et

Sales Tips

• Always create Quotations before Sales Orders
• Set valid till dates — Prevents stale pricing
• Include all costs — Equipment, installation, training, warranty
• Get POs in writing — Upload customer PO to the Sales Order
• Track follow-ups — Use Opportunities for pending leads
• Convert quickly — Don't let opportunities go cold