Nano Sales Manager

Introduction

About the program

Nano Sales Manager will help you to arrange the process of selling the products and services from the first meeting with a potential client to the turning him into a permanent customer. The Application will also demonstrate you the efficiency of this process by means of the sales funnel. The sales funnel is a diagram in the form of inverted pyramid. Each part of the pyramid is a percentage of the clients being at one of the stages of the selling process (introduction, presentation etc.). The form of pyramid corresponds to the efficiency of your work at each stage of selling. The lowest part of the pyramid illustrates the percentage of the clients who have purchased your products and passed all stages. Thus, the sales funnel visually demonstrates you the stages where you lose the clients.
To automate more complicated selling processes use the projects in the "Organizer" module as described hereinafter.

Other options of the application:
  • Keeping the product catalog with the photos.
  • Tracing the stock on hand taking into account the reserves and the income estimates.
  • Estimation of the products requirement taking into account the minimum and maximum provisions, the level of re-order and purchasing rate.
  • Clustering the clients according to the credit status, types of prices, types of discounts, ABC-class, fields of activities.
  • Controlling the amount of the maximum credit on products for every client.
  • Tracing the debtors and creditors.
  • Creation of the sales orders, printing and sending the invoices and delivery notes to email.
  • Controlling the profitability of each transaction and each product.
  • Working with the suppliers with the help of the "Purchases" module.
  • Accounting of monetary transactions in terms of invoices, transactions, and categories of incomes and expenditures.
  • Adjustment of taxes.
  • Reports on sales, purchases, finances and stock.


Principle of operation

How to arrange the sales in the application.

The program allows you to automate various business-processes of sales. In the most simple case these are the processes with a short cycle when a client found you by himself and wants to purchase your product or service. The only thing left for you to do is to create a sales order, add the necessary products therein, accept the payment, give the products to the client and set the "Completed" status of the order.
To automate more complicated selling processes use the projects in the "Organizer" module as described hereinafter.
  • Make a separate project for every new client in the organizer
  • When developed the project passes a number of stages. You may adjust them by yourself but by default the application is set to the following stages:
    1. Introduction
    2. Presentation
    3. Commercial offer
    4. Contract is signed
    5. Sold
  • After every contact with a client add a comment to the project with the contact summing up. And, probably, change the project status.
  • It is very important to indicate the revision date and time in the project card. It indicates when you will need to keep in contact with the client next time. There is a switch of the revision date with the positions "Today", "Tomorrow", and "The day after tomorrow" in the projects list. Using it you will easily find the projects you need to work with at the present moment.
  • If you get a refuse from a client at any stage leave the project in this status and indicate the refuse reason in the project card. For example, at the "Commercial offer" stage a client may refuse due to high price.
  • If you get a refuse from a client at any stage leave the project in this status and indicate the refuse reason in the project card. For example, at the "Commercial offer" stage a client may refuse due to high price.
  • The project can help you to handle the client's objections. To do this you can find the solutions for typical client's objections on the "Help" tab. Fill this library on the assumption of the experience of communication with the clients and from other sources of information on that subject.
  • When the project comes to the sale create the sales order directly in the project card on the "Sales" tab. The order will be linked with this project.

You may arrange the customized sales as well. Issue the invoices for the products not available in stock, transfer the sales orders in the "Proved" status and then by means of the "Shortages of stock" report estimate the products requirement and create the orders for the suppliers. Upon receipt of the products from the suppliers you forward them according to already made sales orders to your clients.

How the inventory accounting works.

Nano Sales Manager works with one stock and uses the fields of the card of a product for count of inventory, reserves and estimates of the products supply. The products purchase orders and sales orders control the values of these fields. If the status of purchases or sales is changed the fields of the cards of the products included in these purchases and sales are recalculated according to this table.
Fields of the card of a product defining the stock status
Field Way of calculation
Received Amount of products in purchases in the "Completed" status
Issued Amount of products in sales in the "Completed" status
On-hand On-hand = Received - Issued
Reserve Amount of products in sales in the "Confirmed" status
Available Available = On-hand - Reserve
Expected Amount of products in purchases in the "Confirmed" status

You may define the statuses of the orders and purchases influencing the change of these fields by yourself

Adjust the statuses of the orders and purchases in the "Settings - Directories" menu
Thus, simply changing the status of a purchase or sale you control the status of your stock. Use the "Inventory turnover" report in the "Products" menu to view the history of the stock movements.
Stock reserve control and replenishment.
The main instrument of control of the stock of products in the program is the "Shortages of stock" report. To use all its capabilities fill all the following fields in the cards of products on the "Quantity" tab:
Field Assignment
Min. stock Quantity of a product less than which the closed stock should not decrease. Otherwise you will have to refuse the client.
Max. stock If the provisions exceed this amount it will result in filling the stock and operating assets freezing.
Reorder level Quantity of products indicating it is necessary to form the order for the supplier.
Reorder quantity Quantity of products usually ordered from the supplier.

Work with debtors

To work with the payment adjourning use these two fields in the organization card:
  1. Payment term (days)
  2. Credit Limit
Payment term (days) is used by the program when an order is created for a certain client.
And if the Credit Limit is set, the program will warn about its exceeding in the orders of this client. To avoid accidental delivery to a debtor.

Use the "Debtors" report to detect the debtors.

Work with creditors

Estimation of your debt to the creditors is performed according to the statuses of purchases. Use the "Creditors" report for this.

Revenue margin. How much you have earned.

To estimate the profitability of the sales the program uses the base cost from the product card. It is deducted from the selling price taking into account the discounts and accumulated in the "Revenue" field of the sale card.

The "Revenue margin" report will show the revenue in terms of products, clients, brands, categories of products and regions. Also you can generate the "Dynamics of sales" and "Bestseller" reports regarding the earned revenue.

Currency

Nano Sales Manager is a single currency application. It receives currency (name and format rules) from the localization settings of the operating system.
In spite of this you can store the prices and base cost of the products in any other currency (figuratively) and indicate this currency exchange rate in relation to your national currency in the sales and purchase orders on the "Others" tab. For example, if your national currency is euro but you store the prices in dollars it is necessary to enter 0.8 (depending on current quotations of these currencies) in the sale in the "Currency exchange rate" field.

To avoid repeated manual entering the currency exchange rate in the sale or purchase change it in the Directories in the default values

Complete route: "Settings" menu - "Directories" - "Default values" - "Finances" - "Currency exchange rate".

Quick start

Test data and insight into the application


After installation the application contains the test orders, purchases, organizations and opening balances. After getting acquainted with the application operation using the test data you may delete them and start entering your data.

To get insight into the program let's consider a test case. Namely - let's purchase and sale a product and find out how much we have earned.

Step 1.
Add a new product. In the "Products" menu find the "Product catalog" and select the "Smartphones" category. Click the "+" button in the top right corner of the screen. The product card will be opened in the append mode. Enter the "Sony Xperia" name. Enter the "Base cost" 100, "Price 1" 130 on the "Prices" tab. Clock the "Add" button at the bottom of the form - the product will be added to the catalog.

You can create a new category of the products and a group of categories directly in the catalog.

To do this click the buttons "+ group" and "+" in the catalog.


In the "Products" menu find the "Inventory turnover" report. Open the report and set the "Sony Xperia" filter by product. Run the report by clicking the "Print" button in the top right corner of the screen. Now the report shows that there are no movements relating the product. Let's skip to the next step.

Step 2.
Open the list of purchases in the "Purchases" menu and click the "+" button in the top right corner of the screen. The purchase form will be opened in the append mode. In the computer version the same action can be done from the "Purchases (cards)" menu by clicking the "+" button in the top part of the card. Select a supplier, for example, Sony. Click the "Add" button. The purchase will be added. Now we should enter our product in the purchase.
Click the "Specification" button (in the mobile version this button is placed on the "More" tab) An empty list of the products of the purchase will be opened. Click the "+" button and select the Sony Xperia product. The application will offer you the base cost from the product card as the price before taxes. Click the "Add" button. Our next task is to pay off the purchase and take the product on charge in stock. In the "Purchases" card click the "Payments" button. In the list of payments click the "+" button. The application will offer you to pay off the total cost of the purchase (100). You may pay by instalments as well. Add the payment.
Skip back to the "Purchases" card and change its status to "Completed". The purchase is ready. The product must appear in stock. To make sure run again the "Inventory turnover" report filtered by this product. The report will show the income of one product.

Step 3.
Open the "Sales" menu - "Sales orders". Similarly with the procedure of the product purchase described above add a new order for the "Fiat" organization. Add the product to the specification. In the sales order card set the "Completed" status. Skip back to the "Inventory turnover" report. The report will show the income and expenditure of one product and the closed stock 0.

Step 4.
How much we have earned. Find the "Sales" report - "Revenue margin" and filter it by the "Sony Xperia" product. Run the report. It should show the income 30 as the difference between the selling price 130 and the base cost 100.

Database clearing


The application installation contains the test data helping to get insight into the principle of operation and logic of the application. To start working you need to clear the data base. To do this it is necessary to: Select "Data base clearing" in the "Utilities" menu. Select the types of objects to be deleted. Click the "Clear" button. A short notification about successful data base clearing from the test data will appear.

To start the numeration of your data from 1 and not to continue the numeration of the demo data click the "Empty database" button.

You always can create the demonstration base again by clicking the "Demo database" button.


Work with interface

Lists

List are a record set, for example, organizations. If there is not enough space for all the lists on the screen the application divides them into separate pages and puts a page selector underneath the list. The list may be sorted by any column. To do this you need to click the column title.
From the list you may get to the object card by clicking the active cell in the table of the list. Or the ‘>’ icon in the last column of each line. Period selector, context search field with the "Find" button and the "Filters" button may be placed above the list table.
The "Filters" button opens the form of selection of additional parameters of filtration of the data set in the list. After selection of the required parameters it is necessary to klick the "Apply" button. YOU can also save the settings of the filters for each list. The list can be exported in CSV and Excel. Some lists allow for adjustment of the columns displaying. To do this click the button in the form of sprocket above the list ("Adjustment").
To delete the records in the list it is necessary to mark the lines being deleted in the first column and click the "Delete" button. If the «+» button is clicked the object card will be opened in the append mode. After filling the card fields it is necessary to click the "Add" button in the bottom part of the card.

Toolbar button
Button Assignment
Filters.
Customize columns.
Print.
Export to CSV.
Export to Excel.
Refresh.
Delete.
Add.
Add products from catalog.


Cards of the objects

Are used to add and change the application objects. Such as product, client etc. If an object includes many fields the card may consist of several tabs. If an object has subordinate objects such as, for example, operations in organization, the top part of the card will include the navigation buttons to get to the subordinate lists of objects. In the mobile version this buttons are placed on the "More" tab. After entering the data in the card fields it is necessary to click the "Add" or "Change" button n the bottom part of the card to record the data in the application data base.

Filters

Are used in the lists and reports. The parameters in the filters are set in the form of the dates, numbers, text lines and elements of the guides. It is also indicated hoe to use the parameters in the filter - more, less, contains, does not contain etc. Text and numeric parameters are entered directly in the field from the keyboard. To enter the dates and elements of a guide it is necessary to click the «…» button. To clear the selection field it is necessary to click the «x» button. When selecting the elements of a guide the respective list of elements is opened. It is necessary to cancel the necessary elements in the first column and then click the "Ready" button in the left top corner.

Report generation

To generate reports it is necessary to do the following: Select the necessary report type in the menu. Select the parameters according to which the report will be generated. Click the "Print" button in the right top corner. The report generated according to the selected parameters will appear.

Universal properties of the objects (only in the computer version)

The main objects of the application (Products, Organizations, Sales, Purchases, and Projects) may contain any quantity of universal properties, For example, for the products the properties may be the terms of supply from different suppliers.
You can set any properties by yourself. Let's set the "Prices of competitors" property in a product as an example.
The sequence of the action is the following:
  1. Select the "Properties of products" in the "Products" menu. This may be done from the product card as well.
  2. Click "+ group" and add the "Marketing" group of properties.
  3. Click "+" and enter the new property name "Prices of competitors".
  4. Set the "Marketing" group of properties for it.
  5. Write "Comment" in the line 1 on the "Strings" tab.
  6. "Price" in the number 1 on the "Numbers" tab.
  7. "Date of change" in the date 1 on the "Dates" tab.
  8. Write "Competitor" in the "Name 1" field on the "Links" tab, select "Organizations" in the "Type 1" field.
  9. Click the "Add" button.
Ready. Now we can add the records in the base of competitors of our products. The filters by list are used.

You can also create new types of guides for universal properties, for example, "Types of competitors".

This can be done in the "Settings" menu - "Guides". Use the "+ group" and "+" buttons.

Adjustment of the application


Your organization

The application uses the organization with ID = 1 to store the requisites of your organization. These data are used to form the invoices. That is why open the card of organization 1 and enter correct names and requisites.

Most of settings of the application are focused in the "Settings" menu - "My profile".


Taxation

The application can take into account up to 2 taxes similar to VAT. The names and rates of these taxes are set in the guide: "Settings" - "Guides" - "Finances" - "Types of taxes". The taxes imposed on the product are indicated in the cards of the products. Also it is indicated whether the organization is a payer of these taxes in the cards of organizations. These data are used in the sales orders and purchases to calculate the tax amount. If an organization or a product is not taxable the tax is not included in the transactions.

Price formation

You can enter up to 4 selling prices for each product. Indicate the price the product will be sold at for certain client. The names of the prices are set in the guide "Settings" - "Guides" - "Sales" - "Types of prices". You can also define the discount type for each organization. Types and values of discounts are set in the guide "Guides" - "Sales" - "Types of discounts".

Default values

Open the "Settings" guide - "Directories" - "General" - "Default values" and introduce the necessary changes.

Entry of opening balances


Stock

In the "Purchases" menu add the purchase for your organization with a date, for example, the last day of the previous month. Set the "Filled" status of the purchase. Add all stock on hand in this stock with prices in the "Purchases" specification. The stock on hand can be entered automatically when the products are imported from the CSV-file. To do this the file should include the column named "On hand". The import is described below.

Cash balance of the current accounts

In the "Finances" menu - "Current accounts" add the income with the date for each current account, for example, the last day of the previous month, with the amount of the current balance.

Balances with vendors

Create a separate purchase in the "Filled" status for each creditor and add therein any product such as a "Service" amounting to the debt.

Balances with clients

Create a separate sales order in the "Filled" status for each debtor and ship any product such as a "Service" using it amounting to the debt.

Products


General data

If you have short product range it is not necessary to enter the categories, brands, item numbers etc. of the products, having a simple product list is enough. If there are a lot of products the categories may be entered. And if there are a lot of categories as well the groups of categories may be also entered. Thus you will have a three-layer product catalog. The "Color" field is used to retouch the products in the list. For example, obsolete products may be marked by red color.

Item type

The products can be of two types: "Product" and "Service". The inventory accounting of services is not kept.

Organizations


General data

Organization with ID = 1 is your organization. It must not be deleted from the data base. The rest organizations are the clients or suppliers. The "Color" field is used to retouch the organizations in the list. For example, the debtors may be marked by red color.

Clients

Enter the types of prices and discounts as well as the credit amount and period for the clients. The entry of delivery address will be also helpful.

Purchases

General information

Are entered in the "Purchases" menu. Pay attention to the "More" menu in the specification of the purchase. The following functions are available in this menu:
  • Order printing
  • Copy the purchase
  • Bluetooth scanner
  • Search by SKU


Copying

A purchase can be copied in a new purchase or purchase order. To do this open the purchase card and go to the "Specification" tab. Click the "More" button in the top right corner of the screen and select "Copy". A form with copying parameters will be opened. Set the necessary parameters and click the button in the top right corner of the screen.

Sales orders


Are entered in the "Sales" menu. Pay attention to the "More" menu in the specification of the order. The following functions are available in this menu:
  • Invoice printing
  • Copy the order
  • Bluetooth scanner
  • Search by SKU


Copying

A sales order can be copied in a new order or purchase. To do this open the order card. Click the "Specification" button. Click the "More" button in the top right corner of the screen and select "Copy". A form with copying parameters will be opened. Set the necessary parameters and click the button in the top right corner of the screen.

Sending invoice to a client

Click the "Invoice" button in the sales order card. A new window with the invoice will be opened. Click the printer button to print the invoice. Or the mail button to send the invoice to the client.

Utilities

Backing up the database

To avoid information loss it is recommended to create back up copies of the data base. For this it is necessary to do the following:
  1. Select "Backup" in the "Utilities" menu.
  2. By clicking the button of creation of a new archive.
The archive containing the data for the current moment.

Database recovery

To retrieve the data from archive it is necessary to:
  1. Select "Backup" in the "Utilities" menu.
  2. Click the name of the archive containing the data you need.
  3. Click the "Retrieve" button.
  4. A warning about deleting the data with replacement thereof by those contained in the archive will appear. Click the "Yes" button if you indeed want to retrieve the data from the selected archive


Database clearing

Database clearing is used to delete all data stored in the application. To clear the database it is necessary to:
  1. Select "Clear database" in the "Utilities" menu.
  2. Select the parameters to be deleted.
  3. Click the "Clear" button.


Import from CSV

Is performed from the "Utilities" menu - "Import from CSV". The list of files already includes three files:
  1. Companies.csv - an example of a CSV-file with the organizations. You can use it as a template to import your clients and suppliers.
  2. Products.csv - an example of a CSV-file with the products.
  3. Readme.csv. Click this file to read short instructions.


Requirements to the file format
  1. UTF8 data coding.
  2. Field separators: comma, semicolon or tabulation
  3. Field marks - double quotes.
  4. The first line should contain the names of the fields of the product or contractor. Examples of the files for import are given in: Products.csv and Companies.csv. Any fields from the card of the product or contractor can be used. The sequence of the fields is not important.
  5. Synchronization of the products is performed by the fields Id, SKU, Bar code, Name.
  6. Synchronization of the contractors is performed by the fields Id, Name.
  7. If there is a column named "On-hand" in the file of the products the purchase order will be created.


Synchronization of the database of the mobile application and Mac edition of the program

  1. How to send the data base from a mobile device to Mac.
    • Make a back up copy of the data base in the "Utilities" menu - "Backup".
    • Send this database (zip-file) to iCloud, email or Dropbox.
  2. How to download the data base in the program for Mac
    • Click the iCloud button in the "Utilities" menu - "Backup" to download the data base archive from iCloud.
    • Or drag the data base archive in this window from Dropbox or that one received by email or iTunes by means of the Finder.
    • Click the necessary archive and click the "Restore" button. The current data base will be replaced by the data base from the archive.
    • Attention!!! Do not forget to make a back up copy of the current data base before retrieving from the archive.
  3. How to send the database from Mac edition to a mobile device.
    • Make a back up copy of the database in the "Utilities" menu - "Backup".
    • Send this base (zip-file) to iCloud.
    • Or send the file to Dropbox. To do this click the "Show in Finder" button in the "Utilities" menu - "Backup" and copy the necessary archive in the folder of the application in Dropbox.
  4. How to download the data base in mobile application.
    • Click the iCloud button in the "Utilities" menu - "Backup" to download the data base archive from iCloud.
    • Click the Dropbox button in the "Utilities" menu - "Backup" to download the data base archive from Dropbox.
    • By means of iTunes.