Taxes applied in your country are installed automatically for most localizations.

Default taxes set in orders and invoices come from each product’s Invoicing tab. Such taxes are used when you sell to companies that are in the same country/state than you.

To change the default taxes set for any new product created go to Invoicing/Accounting ‣ Configuration ‣ Settings.

Tip

If you work in a multi-company environment, the sales and purchase taxes may have a different value according to the company you work for. You can login into two different companies and change this field for each company.

 

Specifying Terms and Conditions is essential to ensure a good relationship between customers and sellers. Every seller has to declare all the formal information which include products and company policy; allowing the customer to read all those terms everything before committing to anything.

KIU BMP lets you easily include your default terms and conditions on every quotation, sales order and invoice.

Set up your default terms and conditions

Go to SALES ‣ Configuration ‣ Settings and activate Default Terms & Conditions.

In that box you can add your default terms & conditions. They will then appear on every quotation, SO and invoice.

 

As you send quotations, it is important to set a quotation deadline, both to entice your customer into action with the fear of missing out on an offer and to protect yourself. You don’t want to have to fulfill an order at a price that is no longer cost effective for you.

Set a deadline

On every Quotation or Sales order you can add an Validity (Expiry Date).

Use deadline in templates

You can also set a default deadline in a Quotation Template. Each time that template is used in a quotation, that deadline is applied. 

On your customer side, they will see this:

Pricelists can also be used to manage prices in foreign currencies.

• Check Allow multi currencies in Invoicing/Accounting ‣ Settings. As admin, you need Adviser access rights on Invoicing/Accounting apps.
• Create one pricelist per currency. A new Currency field shows up in pricelist setup form.

Tip

To activate a new currency, go to Accounting ‣ Configuration ‣ Currencies, select it in the list and press Activate in the top-right corner. Now it will show up in currencies drop-down lists.

Prices in foreign currencies can be defined in two fashions.

Automatic conversion from public price

The public price is in your company’s main currency (see Accounting ‣ Settings) and is set in product detail form.

 

The conversion rates can be found in Accounting ‣ Configuration ‣ Currencies. They can be updated from Yahoo or the European Central Bank at your convenience: manually, daily, weekly, etc. See Accounting ‣ Settings.

With original pricelist

After choosing EUR pricelist

Set your own prices

This is advised if you don’t want your pricing to change along with currency rates.

 

Import templates are provided in the Import Tool of the most common data to import (contacts, products, bank statements, etc.). You can open them with any spreadsheet software (Microsoft Office, OpenOffice, Google Drive, etc.).

How to customize the file

• Remove columns you don’t need. However, we advise you to not remove the ID column (see why below).
• Set a unique ID to every single record by dragging down the ID sequencing.
• Don’t change the labels of columns you want to import. Otherwise, KIU BMP won’t recognize them anymore, and you will have to map them on your own in the import screen.
• Feel free to add new columns, but the fields need to exist in KIU BMP. If KIU BMP fails in matching the column name with a field, you can match it manually when importing by browsing a list of available fields.

Why an “ID” column?

The ID is a truly unique identifier for the line item. Feel free to use one of your previous software to ease the transition into KIU BMP.

Setting an ID is not mandatory when importing, but it helps in many cases:

• Update imports: you can import the same file several times without creating duplicates.
• Import relation fields (see here below).

How to import relation fields

An KIU BMP object is always related to many other objects (e.g., a product is linked to product categories, attributes, vendors, etc.). To import those relations, you need to import the records of the related object first from their own list menu.

You can do this using the name of the related record or its ID. The ID is expected when two records have the same name. In such a case, add ” / ID” at the end of the column title (e.g., for product attributes: Product Attributes / Attribute / ID).

 

Selling subscription products will give you predictable revenue, making planning ahead much easier.

Make a subscription from a sales order

From the sales app, create a quotation to the desired customer, and select the subscription product your previously created.

When you confirm the sale the subscription will be created automatically. You will see a direct link from the sales order to the Subscription in the upper right corner.

It often happens that your employees have to spend their personal money while working on a project for your client. Let’s take the example of an consultant paying an hotel to work on the site of your client. As a company, you would like to be able to invoice that expense to your client.

Expenses configuration

To track & invoice expenses, you will need the expenses app. Go to Apps ‣ Expenses to install it.

You should also activate the analytic accounts feature to link expenses to the sales order, to do so, go to Invoicing ‣ Configuration ‣ Settings and activate Analytic Accounting.

Add expenses to your sales order

From the expense app, you or your consultant can create a new one, e.g. the hotel for the first week on the site of your customer.

You can then enter a relevant description and select an existing product or create a new one from right there.

Here, we are creating a Hotel product:

Under the invoicing tab, select Delivered quantities and either At cost or Sales price as well depending if you want to invoice the cost of your expense or a previously agreed on sales price.

To modify or create more products go to Expenses ‣ Configuration ‣ Expense products.

Back on the expense, add the original sale order in the expense to submit.

It can then be submitted to the manager, approved and finally posted.

It will then be in the sales order and ready to be invoiced.

 

A pro-forma invoice is an abridged or estimated invoice in advance of a delivery of goods. It notes the kind and quantity of goods, their value, and other important information such as weight and transportation charges. Pro-forma invoices are commonly used as preliminary invoices with a quotation, or for customs purposes in importation. They differ from a normal invoice in not being a demand or request for payment.

Activate the feature

Go to SALES ‣ Configuration ‣ Settings and activate the Pro-Forma Invoice feature.

Send a pro-forma invoice

From any quotation or sales order, you know have an option to send a pro-forma invoice.

When you click on send, KIU BMP will send an email with the pro-forma invoice in attachment.

A down payment is an initial, partial payment, with the agreement that the rest will be paid later. For expensive orders or projects, it is a way to protect yourself and make sure your customer is serious.

First time you request a down payment

When you confirm a sale, you can create an invoice and select a down payment option. It can either be a fixed amount or a percentage of the total amount.

The first time you request a down payment you can select an income account and a tax setting that will be reused for next down payments.

You will then see the invoice for the down payment.

On the subsequent or final invoice, any prepayment made will be automatically deducted.

Modify the income account and customer taxes

From the products list, search for Down Payment.

You can then edit it, under the invoicing tab you will be able to change the income account & customer taxes.