Questions about the Sales Module

Question 1: Can I upload an Excel file containing pricing policy information to Getfly?

If you have a list of pricing policies for products and want to upload them quickly to Getfly, you can use the pricing policy upload feature. Here's a detailed guide:

Step 1: Go to Sales → Sales Policy → Pricing Policy → Upload Pricing Policy → Getfly Upload Template.

Step 2: Edit the Excel file with the Pricing Policy Template.

• The Excel file contains all the products being used in Getfly, categorized by sheets (each sheet represents a product group).

• For product groups without a pricing policy, delete the corresponding sheet in the Excel file.

• For products without a pricing policy, delete the product row in the sheet.

• The columns for quantity ranges (e.g., 1-4, >=17, etc.) are suggestions from Getfly. If you only want to apply one or a few quantity ranges, you can delete some columns or adjust the column names to match your pricing policy (e.g., >=10).

• The price in each row/column represents the final price of the product after applying the discount policy (e.g., if the original price is 10,000, and the discount is 5,000, you would enter 5,000 in the corresponding cell).

Step 3: Upload the completed pricing policy file to Getfly CRM.

• Select the file to upload → Upload.

• By default, the uploaded pricing policy will only apply to the user who uploaded it. To allow other users to access this policy, edit the pricing policy and assign user groups.

• After uploading successfully, go to Edit Policy to select details such as applicable users/ time frame → Activate Policy.

Note:

• The pricing policy applies in Sales and Quotes. Once the pricing policy expires, no orders can be created from quotes.

• Any pricing policy that has already been applied cannot be edited. You can delete, copy, or deactivate the policy.

Question 2: I want to hide certain data fields in the order management screen. Is there a way to do that?

The order management screen displays many data columns, but if you don’t want to display all of them and only want to show key information, here’s how you can hide/show data fields:

1. Instructions:

• To toggle data columns in the Sales or Purchase order management screen, go to Sales or Purchases → Customize.

• Here, you can toggle the display of columns in the order management screen by clicking to enable or disable the columns you want to display → click Apply.

• You can quickly search for the fields you want to show/hide using the search bar.

2. Notes:

• Some fields, such as Order Code, Status, Assigned Staff, Order Date, and Customer, are default fields that cannot be hidden.

• A maximum of 40 columns can be displayed on the order management screen.

• This display setting is customized per account, so each account can choose which information to show in Sales or Purchasing management.

Question 3: How do I apply credit adjustments between orders for the same customer using payment receipts?

You can perform credit adjustments between orders using a receipt as follows:

Method 1: Quick payment for multiple orders with outstanding balances

This method is useful when a customer makes a payment for multiple orders (e.g., total balance of 30 million, customer pays 20 million).

Step 1: Go to Receipts → click Add New Receipt.

Step 2: In the Add New Receipt screen, choose Payment from Customer via Order → select the customer and press Enter to display the list of orders with outstanding balances.

Step 3: Allocate the payment amount to each order to facilitate reconciliation.

Step 4: For orders not paid, click the trash icon to remove them.

Step 5: Click Add New to create the receipt.

Method 2: Payment from the "Unpaid" section

Step 1: Go to Sales.

Step 2: Find the customer who needs to make a payment.

Step 3: Click on the Unpaid section.

Step 4: Select multiple orders that need to be paid.

Step 5: Click Pay to complete the process.

Question 4: How can I prevent employees from editing orders after payment?

You can enable the setting to prevent edits to approved orders after payment.

Instructions:

Step 1: Enable the setting to prevent order edits after approval Go to Settings → System Configuration → CRM → Approval Process → enable Do not allow editing of orders after approval.

Step 2: Process the order The order processing flow is as follows:

Staff create the sales order.

The accountant processes the payment.

After payment, the order is approved.

Once approved, the order details are locked and cannot be edited.

Note: If you need to edit an approved order, follow Step 1 to disable the Do not allow editing of orders after approval setting.

Question 5: Why does an approved quotation remain in the quotation section and does not automatically transfer to the sales section?

An approved quotation will not automatically convert into an order or record revenue.

The quotation processing workflow is as follows:

Employee creates a quotation →

Department head/manager approves the quotation →

Employee clicks to create an order from the quotation details →

The order will be displayed in the sales section and revenue will be recorded for the employee.

Question 6: How can I record and track multiple payments for the same order on Getfly?

Getfly system records revenue based on the actual time the order is processed.

If you want to track the amount paid for an order, you can find this data under the “Amount Collected” section.

Instructions for Operation:

Step 1. Payment for the order

To make a payment for the order, go to the order details → select Payment (this applies to accounts with permission to process order payments) → For subsequent payments, repeat the above step (enter full payment date and amount for each payment).

Step 2. Tracking the order by actual payment date

Go to the Order List screen → select the Amount Collected tab to view orders paid in the current period (by default, this includes orders paid in the current month). You can also select other payment periods as needed.

Question 7: How to add, edit, or delete an order source on Getfly?

1. Add a new order source

To create a new order source, go to Settings → System Configuration → CRM Configuration → Orders → Order Source → select Add New → Enter the source name and click Add New to complete.

2. Edit an order source

To modify an order source, go to Settings → System Configuration → CRM Configuration → Orders → Order Source → the order source list screen will appear → select the Edit icon and modify the source name → click Update to finish.

3. Delete an order source

To delete an order source, go to Settings → System Configuration → CRM Configuration → Orders → Order Source → the order source list screen will appear → select the Delete icon, the system will prompt a confirmation message: "Are you sure you want to delete?" → select Yes to complete.

Question 9: How to download orders on Getfly?

1. Permissions

To download sales orders from the Getfly system, you must first be granted the "Download Sales Order" permission.

In the permissions setup table → check the Download Sales Order function as shown in the image.

2. Download Sales Order

Once granted permission, go to the Sales Orders screen (F4), select the time period and adjust the number of orders displayed per page for downloading → click Download.

3. Types of Sales Order Downloads on Getfly

Currently, Getfly supports three types of sales order downloads:

• Simplified Download: No product information included.

• Full Download with Products: Includes all products in the order (customer information is displayed in a single line).

• Full Download with Detailed Information: Includes complete order details such as order date, customer information linked with each product in the order.

When granted permission to download orders, you can download any of these versions without distinction.

The information fields available in the downloads are as follows:

Full Download with Products	Full Download with Detailed Information	Simplified Download
Order Date	Order Date	Order Date
Creation Date	Creation Date	Creation Date
Order Code	Order Code	Order Code
Executor	Executor	Executor
Customer Code	Customer Code	Customer Code
Customer Name	Customer Name	Customer Name
Phone Number	Phone Number
Email	Email
Address	Address
Contact Person	Contact Person	Contact Person
Contact Person's Phone	Contact Person's Phone	Contact Person's Phone
City/Province	City/Province	City/Province
District	District	District
Customer Source	Customer Source	Customer Source
Tracking Code	Tracking Code
Warehouse Code	Warehouse Code
Product Code	Product Code
Product Name	Product Name
Description	Description
Unit	Unit
Product Group	Product Group
Quantity	Quantity
Cost Price	Cost Price
Selling Price	Selling Price
Discount (%)	Discount (%)
Discount (Amount)	Discount (Amount)	Discount (Amount)
VAT(%)	VAT(%)
Total Amount	Total Amount
Product Profit	Product Profit
Sales Revenue	Sales Revenue	Sales Revenue
Discount (Amount)	Discount (Amount)
Revenue After Discount	Revenue After Discount
Shipping Fee (Amount)	Shipping Fee (Amount)
Installation Fee (Amount)	Installation Fee (Amount)
Revenue Before Tax	Revenue Before Tax
VAT (Amount)	VAT (Amount)	VAT (Amount)
Revenue	Revenue	Revenue
Amount Paid	Amount Paid	Amount Paid
Remaining	Remaining	Remaining
Profit	Profit	Profit
Order Terms	Order Terms
Payment Method	Payment Method
Payment Method Per Installment	Payment Method Per Installment
Payment Date	Payment Date
Order Source	Order Source
Creator	Creator	Creator
Total	Total	Total
Custom Field	Custom Field

Question 10: How to change the information fields in an order on Getfly?

In the order creation screen:

• Some information fields cannot be adjusted, including Customer Information, Products (Product Table), Gifts & Points, and Shipping Information.

• The fields that can be changed and adjusted include Order Information, Additional Information, Delivery Terms, and Payment Information.

Detailed Instructions:

1. Order Information

In the order information section, you can change the names of the data fields, but you cannot rearrange the order of these fields, nor can you add or remove new data fields.

• Renaming a Data Field

To change the name of a data field, go to Settings → select Data Definitions → choose Orders → click the edit icon next to the field you wish to rename. Enter the new name in the Property Name field → click Update to save the information.

1. Additional Information

In the additional information section, you can add new fields, rename existing fields, and rearrange their order.

• Adding a New Data Field

To add a new field, go to Settings → select Data Definitions → choose Orders → click Add New to add a new field. Enter the field name and data type, then click Update to save the information.

• Renaming a Data Field

To rename a field, go to Settings → select Data Definitions → choose Orders → click the edit icon next to the field you wish to rename.

• Rearranging the Data Field Order

To change the order of fields, go to Settings → select Data Definitions → choose Orders → click and hold the left mouse button on the field you wish to move. Drag the field to the desired position, and it will be updated accordingly.

1. Order Terms

In the order terms section, you can delete the names of the delivery time and delivery location fields and enter your desired terms.

You can also add new terms by clicking Add Additional Terms.

Note: The system allows you to delete additional terms if needed.

1. Payment Information

In the payment information section, you can rename the data fields, but you cannot rearrange their order, nor can you add a new field to this section.

To rename a data field, go to Settings → select Data Definitions → choose Orders → click the edit icon next to the field you wish to rename. Enter the new name in the Property Name field → click Update to save the information.