To start familiarising ProLine, this page include definition of terms to get used to as it will be widely used within this documentation.
Standard Business Terms
Types of Contacts
When entering a contact, it can be for one or more purposes.
A contact, can be an individual or company, and can be classified as:
- Prospect – Before being a customer, a contact is a prospect. In other words, prospective to be customer.
- Customer – A contact that gives business to you.
- Supplier / Vendor – A contact that you gives business to.
- Introducer – A contact that introduces business to you.
- Sales – A contact that helps you to get customers. Mostly this contact is staff of your company.
- Tech / Specialist – A contact that helps you deliver the order to customers. An example would be the engineer, programmer, support technician, doctor, lawyer and others. Mostly this contact is staff of your company.
Estimates / Quotations
A quotation is a document to Prospect that specifies the deliverables with its pricing.
Pricing in quotation is usually fixed, meaning that once customer confirms the quotation, the pricing is the agreed price.
As for estimate, it is a rough guide for pricing, of which price may vary based on actual conditions.
Bill / Invoice
A bill or invoice is a document to request payment from customers.
A cash bill is usually given to customer upon receipt of money as it is dealt with cash transactions.
An invoice is a credit sales, meaning that customer is given a grace period to pay instead of pay instantly.
Credit Note / Debit Note
Sometimes, bills or invoices need to be adjusted or cancelled due to various reasons such as mistakes or requested by customers.
To cancel an invoice, usually a credit note with a full amount reversed based on the invoice.
A shortcut in ProLine is to use the Cancel function that will automatically create a full amount credit note.
For discounts or deduction in the invoice, a credit note with a specified amount lesser than invoice amount can be used.
As for the opposite, an increase in the invoice, a debit note can be used.
To deliver goods to customer, a Delivery Order (DO for short) is used as part of the acknowledgement of receipt of goods. In most cases, the DO does not include pricing or billing information, just showing the quantities of each goods delivered.
For customers with separate storekeeper and accounts department, the DO is issued separately from Invoice to ensure the sensitive information such as pricing are not disclosed to staff other than in accounts department.
When customer pays, an Official Receipt can be issued to them. The receipt provide important matching information such as the Customer the money was received from, the amount, the payment method such as cheque or cash and what it is paying for.
If the receipt is not required, then user need not print the document, just entering the receipt and posting it to accounts is sufficient.
A payment voucher is a document to facilitate the payment to a person or company. It includes information such as payment references like cheque number, date, amount, payee and cash account used.
Similar to a receipt, a Payment Voucher may not need to be printed out as it can be just used for accounts posting only.
Service Form / Job Sheet
A Service Form (also known as Job Sheet) is used when a staff attending to a Customer for job acknowledgement.
The information within the Service Form can also be used for time sheet reporting (productivity hours by staff) and job history for a particular customer.
Bill of Material (BOM)
A BOM defines the raw material and its quantities required to produce a given product. The product can be a component or a finished good (end-product). It may include predefined wastage or by-product produced from the production process.
For stock production that involves multiple stages, multiple BOMs are required to defined each stage until the completion stage.
Work Order / Production Order
In ProLine, we call it Production Order as in production of Stock. This is an internal Job Sheet where staff is ordered to produced a Product based on given specifications. It may involve other resources such as machinery, raw material, labour and more.
When we need to purchase goods from supplier, a Purchase Order is required to form a simple business agreement. A Purchase Order is similar to a confirmed Quotation, where it includes information such as the quantity of goods, pricing and delivery dates.
Goods Receive Note
A GRN or Goods Receive Note is issued when Supplier deliver the actual goods. Similar to a Delivery Order, a GRN specifies the goods received and its quantities, mostly without the pricing.
A GRN with pricing is usually called the Supplier Invoice.