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Sales Policy

Every organization has its own unique way of functioning. Through this option, users can instruct IMMS to behave in a particular manner to suit the functioning of the organization. In technical jargon this process is known as setting the flags. Hence, setting the flag as YES or NO to certain options, determines the behaviour of IMMS.

It is very important for the user to know the implications of setting the flag in a particular position. Administrator/User, after taking inputs from all the concerned, needs to take an informed decision before setting the flag in a particular position. Positions of some flags cannot be changed during the year.

Through this option, user can define parameters which influence many important matters related to the Sales department. They affect many entries and reports of the Sales Module.

Click on the button to enter/change the values of the flags.

Screen Layout of Sales Policy

Field Description of Sales Policy

Do you Require Dispatch Instruction Note before Delivery Challan?

Turn the flag 'On' or 'Off' by clicking on it.

If 'On' is chosen, it become mandatory to print out Dispatch Instruction Note before making a Delivery Challan.

If 'Off' is chosen, Delivery Challan can be made without printing out the Dispatch Instruction Note.

Do You Require One Sales Invoice to One OAF Link?

Turn the flag 'On' or 'Off' by clicking on it.

If 'On' is chosen, IMMS will allow to make a Sales Invoice against one OAF only.

If 'Off' is chosen, IMMS will allow to make a Sales Invoice against multiple OAF.

Do you require Delivery Challan Cum Invoice?

Turn the flag 'On' or 'Off' by clicking on it.

If 'On' is chosen, IMMS will allow to create a Dispatch Cum Invoice instead of first creating Delivery Challan and than Sales Invoice.

If 'Off' is chosen, IMMS will allow to create a Delivery Challan and than Sales Invoice separately.

Want to Post Discount Separately during Invoicing?

Turn the flag 'On' or 'Off' by clicking on it.

If 'On' is chosen, Discounts provided in various Sales Orders will be posted to a separate Account specified in 'Discount Group' field.

If 'Off' is chosen, Discounts provided in various Sales Orders will NOT be posted to any separate Account.

Do you want to define Raw Material Item's basic purchase rate for Sales OAF to control purchasing of such Items?

Turn the flag 'On' or 'Off' by clicking on it.

As we know, while purchasing required Bought-Out Items to fulfil an Order, rate of those Items is by default considered as specified through the Item Vendor Purchase Master - Entry option of Purchase module. But in some cases the Customer may negotiate the price of such Items at the time of placing an Order. This option provides the facility to enter the negotiated Basic Rate of all the Bought-Out Items that are part of an Order Acknowledgement Form. As a result, those changed rates are considered while procuring required Bought-Out Items.

If 'On' is chosen, IMMS will allow to enter negotiated rates for Items belonging to an OAF through Basic Purchase Rate Entry for OAF Item option in Sales Module. Further while creating an Indent or Purchase Order for the same OAF, IMMS will consider these new rates of the Items and will display an appropriate message indicating the same.

If 'Off' is chosen, IMMS will NOT display Basic Purchase Rate Entry for OAF Item option in Sales Module. Moreover, the rates of Item while procuring will be by default considered from Item Vendor Purchase Master - Entry option of Purchase module.

Want to enter LC (Letter of Credit) and/or BG (Bank Guarantee) details for Sales Order?

Turn the flag 'On' or 'Off' by clicking on it.

While saving Sales Order details through Sales Order Receipt Entry option of Sales module, IMMS will allow the user to specify whether the Letter of Credit and Bank Guarantee details for that Sales Order are required or not.

If 'On' is chosen, IMMS will allow the user to specify whether Letter of Credit and Bank Guarantee details for that Sales Order are required or not.

If 'Off' is chosen, IMMS will NOT provide the option to specify whether Letter of Credit and Bank Guarantee details for that Sales Order are required or not.

Allow to Round Off Total Invoice Value?

Turn the flag 'On' or 'Off' by clicking on it. You can NOT change the setting of this flag later on.

If 'On' is chosen, IMMS will automatically round off the Total Invoice Value.

If 'Off' is chosen, IMMS will NOT round off the Total Invoice Value.

Do you want to derive Export Item's Rate from entered Domestic Rate and Exchange Rate for Export Currency?

Turn the flag 'On' or 'Off' by clicking on it.

While generating a Sales Order, Basic Price of the Sales Item for the Customer is by default considered from Item Customer Master option of Sales Module. But it may happen that the Rate has been entered in Domestic Currency and Sales Order is being made in Foreign Currency. In that case IMMS allows a user to convert the Domestic Rate into Foreign Currency.

If 'On' is chosen, IMMS will automatically convert the Domestic Rate entered through Item Customer Master option into the selected Foreign Currency of Sales Order by considering the latest Exchange Rate of that Currency.

If 'Off' is chosen, IMMS will not convert and display zero as Basic Price. You can enter it as per the requirement of the Sales Order.

Cost of Goods Sold Account Group:

Specifies the default IMMS Account Group for posting of Cost of Goods Sold.

While specifying the Account Group for the first time, click on the field to access a list of 'Expense' Account Groups and Sub Groups defined through Accounts Master Entry option of Finance Module. Select your desired Account Group or Sub Group from the list by clicking on it. Alternatively you can also enter the Account Group Code or Sub Group Code. Press <TAB>. The system will check whether the right Code has been entered or not.

Cost of Goods Sold Account Code:

Specifies the default IMMS Account for posting of Cost of Goods Sold.

While specifying the Account for the first time, click on the field to access a list of Accounts belonging to the selected Account Group or Sub Group defined through Accounts Master Entry option of Finance Module. Select your desired Account from the list by clicking on it. Alternatively you can also enter the Account Code. Press <TAB>. The system will check whether the right Code has been entered or not.

Agent Commission Expense Account Group:

Specifies the default IMMS Account Group for posting of Commissions of Agents.

Agent Commission Expense Account:

Specifies the default IMMS Account for posting of Commissions of Agents.

Do You Want to Create Automatic Sales/Service Item Code base on Eng. Item Master/Pur Service Item Master

Turn the flag 'On' or 'Off' by clicking on it.

If 'On' is chosen, than -

while creating an Item through Item Master Basic Detail - Entry option of Materials module, IMMS will automatically generate a corresponding Sales Item with the same Item Code. Later on the user can enter rest of the Sales related details of that Item through Sales Item Master : Product / Spare option of Sales module.
while creating a Service Item through Item Master - Service option of Purchase module, IMMS will automatically generate a corresponding Service Sales Item with the same Item Code. Later on the user can enter rest of the Sales related details of that Service Item through Sales Item Master : Service option of Sales module.

If 'Off' is chosen, IMMS will NOT create any Sales Item Code for the Internal Item Code. Neither will it create Service Sales Item for the Service Item. Therefore the user will require to create Sales Items through Sales Item Master : Product / Spare and Sales Item Master : Service option respectively of Sales module.

Do you want to receive one Sales Order against multiple Quotation Items?

(Only un-common items from multiple quotation to same customer can only be clubbed under one sales order)

Turn the flag 'On' or 'Off' by clicking on it.

IMMS provides the facility to create a Sales Order against one or multiple Quotations.

If 'On' is chosen, IMMS will allow to create a Sales Order against one or more Quotations. Additionally, the user can select particular Items belonging to a Quotation that should be considered for the Order. But only un-common Items belonging to the selected Quotations can be clubbed under one Sales Order.

If 'Off' is chosen, IMMS will allow to create a Sales Order against a single Quotation only. In this case, all Items belonging to that Quotation will be considered for the Order.

Do you require Project Cost Control through CCN?

Turn the flag 'On' or 'Off' by clicking on it.

IMMS provides the facility to trace the source of Cost incurred to the Company due to changes in an under-execution Order.

If 'On' is chosen, IMMS allows to specify the source of changes during CCN Entry option. The changes can be due to two factors -

Customer :- changes asked by the Customer which can be either changeable or non-chargeable
Internal :- changes due to Internal factors

If the changes are due to Customer, then during the Sales Order Amendment, the user can mention whether the changes are Chargeable or Non-Chargeable and whether the Customer Bill of Material for the Sales Item can be changed through CCN Entry or not. In case the changes are Chargeable, it is mandatory to change the Sales Rate to the new applicable rate and enter the description about changes as Remarks.

In case changes are due to Internal factors, IMMS makes it compulsory to enter Reason for the same.

If 'Off' is chosen, IMMS will not record the reason or source of changes in Orders while they are under execution.

Want to Book Sales Order for Warranty (Free) Supply?

Turn the flag 'On' or 'Off' by clicking on it.

It may happen that a company needs to supply some additional Items to the Customer but free of cost. Such Items may or may not be supplied against some previous order. IMMS allows to differentiate such Orders as 'Free Supply' Orders.

If 'On' is chosen, IMMS provides the facility to specify a Customer Order as 'Free Supply' while entering Order details through Sales Order Receipt Entry option of Sales Module. Since these Items are supplied free of cost, IMMS will by default consider the rate of such Items as 1. The User is not allowed to change the Rate or enter any Discounts on them.

If 'Off' is chosen, IMMS will not provide the facility to book a 'Free Supply' Order.

No. of Months to consider for MRDN (Free Supply) OAF?

(Type : Numeric, Length : 2)

IMMS provides facility to access OAFs for which Delivery Challans have been made within a particular duration.

While creating a Free Supply Order through Sales Order Receipt Entry option, IMMS provides facility to enter/access only those existing OAFs for which Sales Delivery Challan has already been generated from the current date to the number of months entered in this field. For example if current date is 01/07/2016 and the number of months entered here is 2 than IMMS will consider only those OAFs for which Delivery Challans have been created between 01/05/2016 - 01/07/2016.

In case zero is entered in this field, IMMS will consider all OAFs for which Delivery Challans have been generated and authorized without checking on the creation date of Delivery Challans.

Do You Want Unique Sales Order Reference Number for Customer?

Turn the flag 'On' or 'Off' by clicking on it.

If 'On' is chosen, it is compulsory to enter the Sales Order Reference Number while generating Sales Order through Sales Order Receipt Entry option of Sales Module. The Reference Number should be unique for the same Customer. Similarly while amending an Order through Sales Order Receipt Amendment Entry option, it becomes compulsory to enter the Sales Order Reference Number.

If 'Off' is selected, Sales Order can be saved without entering the Sales Order Reference Number. Similarly while amending a Sales Order, Sales Order Reference Number is not compulsory to enter.

In Sales Quotation/Order, Sales Item Rate to be picked up from:

Denotes from where the Item Rate should be picked up.

Select either 'Item Customer Master' or 'Item Sales Master' from the given list.

In case 'Item Customer Master' option is chosen, then while creating Sales Quotation or Sales Order for an Item through Sales Module, by default its Rate will be picked as specified through Item Customer Master option.

In case 'Item Sales Master' option is chosen, then while creating Sales Quotation or Sales Order for an Item through Sales Module, its Rate will be picked as specified through Sales Item Master : Product/Spare option.

Allow to make Invoice without Road Permit:

Turn the flag 'On' or 'Off' by clicking on it.

Denotes whether Delivery Challans or Sales Invoices can be generated without entering the details of Road Permit or not.

If 'On' is chosen, IMMS will allow to make Delivery Challans or Sales Invoices without entering the details of Road Permit even if the Road Permit has been received against a Sales Order.

If 'Off' is chosen, IMMS further provides flexibility to specify whether Road Permit has been received for a particular Sales Order or not. If a Road Permit has been received for a Sales Order than in that case, IMMS makes it compulsory to enter Road Permit details while raising Delivery Challan or Sales Invoice against that Order. In case the Road Permit has not been received for a Sales Order, IMMS will still allow to generate Delivery Challan or Sales Invoice without entering the Road Permit details.

Want to Dispatch Material Without Manufacturing?

Denotes whether the feature of dispatching Material without Manufacturing is enabled or not.

The flag will be displayed 'On' if your organization has availed the feature to Dispatch Material without Manufacturing. Otherwise, it will be displayed 'Off'.

Please note that the value of this flag can not be changed and therefore the field will remain disabled.

Do you want to enter Expected Installation Date in Sales Order Entry?

Turn the flag 'On' or 'Off' by clicking on it.

Denotes the date when the Sales Item belonging to the Customer Order is expected to be installed at the client site. It can be further compared with the Actual Installation Date of the same Sales Item entered through Installation/Actual Maintenance Entry option of Post-Sales Service Module.

If 'On' is chosen, IMMS will allow to enter Expected Installation Date for each Sales Item while entering the Sales Order through Sales Order Receipt Entry option of Sales Module.

If 'Off' is chosen, IMMS will NOT allow to enter Expected Installation Date for each Sales Item while entering the Sales Order through Sales Order Receipt Entry option of Sales Module.

Do you want SJO and Sales Order closed at the time of DC Authorization?

Turn the flag 'On' or 'Off' by clicking on it.

Denotes whether SJO and Sales Order should be closed after Delivery Challan is authorized.

If 'On' is chosen, the SJO and Sales Order will be closed automatically for particular Sales Item against which Delivery Challan has been generated for all quantity when the Delivery Challan is authorized through Delivery Challan Authorization option of Sales Module.

If 'Off' is chosen, the SJO and Sales Order will not be closed automatically.

Do you require Equipment Attribute?

Turn the flag 'On' or 'Off' by clicking on it.

Denotes the Equipment Attribute of an Item.

If 'On' is chosen, IMMS will allow to enter Equipment Attributes of an Item right from its Inquiry to Quotation to the Sales Order.

If 'Off' is chosen, IMMS will NOT allow to enter Equipment Attributes for an Item.

Do you want to display last Sales/PO records in Quotation/Sales Order/Sales Order Amendment Entry?

Turn the flag 'On' or 'Off' by clicking on it.

This option allows users to enable or disable the display of last Sales Orders or Purchase Orders while entering Quotations and Sales Orders and while amendment of Sales Orders.

If 'On' is chosen, users can view Sales/PO records of Items being entered in Quotation/Sales Order/Sales Amendment Entry. Just below the flag, a list of all Users defined through User Management option will be displayed in a grid. The grid is as follows -

User Code:

Automatically displays the User code.

Select a particular User by clicking on the small box. Click again to de-select. You can select multiple users in the same fashion.

Only the selected users will be able to view the last Sales/PO records in Quotation/Sals/Sales Amendment entries.

User Name:

Name of the selected User will be displayed automatically.

If 'Off' is chosen, users can NOT view Sales/PO records in Quotation/Sales Order/Sales Amendment Entry.

How many records of last Sales/PO you want to display?

This flag will be displayed only when the above flag 'Do you want to display last Sales/PO records in Quotation/Sales Order/Sales Order Amendment Entry?' is selected as 'On'. Otherwise, this flag will not be displayed.

(Type : Numeric, Length : 3)

Denotes the number of last Sales / Purchase Orders.

Enter the number of last Sales / Purchase Orders of the Item that should be displayed to the user.

Do you want to capture Consultant Code in Quotation Entry?

Turn the flag 'On' or 'Off' by clicking on it.

Do you want to fetch Product Size in Quotation Entry from Item Master?

Turn the flag 'On' or 'Off' by clicking on it.. Once 'On' is selected, you can not change it back to 'Off'.

If 'On' is chosen, IMMS will display Product Size of the Item entered through Item Master Basic Detail - Entry option of Engineering module, right from Inquiry to the Sales Invoice.

If 'Off' is chosen, IMMS will NOT display Product Size of the Item right from Inquiry Entry to the Sales Invoice.

Do you want to generate Word template based Quotation Document?

Turn the flag 'On' or 'Off' by clicking on it.

Do you want to do QC of Packing Check List of Dispatch Without Manufacturing Items?

This flag will be enabled only when the flag 'Packing Detail is required to Dispatch Material Without Manufacturing' is selected as 'On'. Otherwise, this flag will remain disabled.

Turn the flag 'On' or 'Off' by clicking on it.

If 'On' is chosen, it is mandatory to enter QC details for the Packing check list through QC of Packing Check List option of Quality Control & Assurance Module once Packing details are entered.

If 'Off' is chosen, QC detail is not required to be entered for Packing Check List and material is automatically available for Dispatch.

Packing Detail is required to Dispatch Material Without Manufacturing

This flag will be enabled only when the flag 'Want to Dispatch Material without Manufacturing?' is selected as 'On'. Otherwise, this flag will remain disabled.

Turn the flag 'On' or 'Off' by clicking on it.

If 'On' is chosen, IMMS allows to enter packing related details while allocating the material through Allocation/WO Creation option of Planning Module.

If 'Off' is chosen, packing details can not be entered while allocating the material. Users need to enter the details separately.

Once you have entered all the information, click on 'Save' button to save or 'Cancel' to discard.