6 min read
From Quotation to Invoice: A Simple Sales Flow for Traders in Nepal
A practical quotation-to-invoice flow for Nepali traders and wholesalers: agree the price, dispatch against stock, and keep the bill tied to the goods that left.
Traders in Nepal often agree a price on the phone, then send goods days later, sometimes in parts. If the bill is printed before the goods move, stock is wrong. If the goods move with no bill, the customer balance is wrong.
Keep the steps in order. Agree the items and price. Dispatch from a real location. Raise the sale for what left. Bill the remainder when the rest leaves.
Agree the price, then dispatch
Write the agreed items, quantities, and prices somewhere you can find again, even if that first note is not the tax invoice. When the vehicle is loaded, record the sale in Sajilo IMS against the warehouse that supplied the goods.
A partial dispatch should reduce stock only for the lines that left. The rest stays available. Do not invoice the full order and then “adjust” stock later.
Purchases should follow the same discipline
A supplier’s quotation is not stock. Stock arrives on goods receipt. Sajilo IMS purchase orders and goods receipts exist so you can order, then receive what actually came, including a short delivery.
Selling from a purchase order that has not been received is how you promise goods that are still on the highway.
One customer, one balance
The invoice, the delivery, and any later return should name the same customer. A cash bill for a regular trader hides udharo and makes the next call awkward.
If the price changes between quotation and dispatch, change it on the sale you save, with a reason. Do not keep two prices in two notebooks.
Frequently asked questions
- Should we print a quotation on the POS?
- If your setup has a quotation step, use it. If it does not, keep the agreed list, then save the sale only when goods leave. Do not save a sale just to remember a price.
- What if the customer returns part of the order?
- Raise a return for those lines so stock comes back to the warehouse that should hold it, and the customer balance falls by the same amount.
Ready to tighten inventory control?
Register for Sajilo IMS or talk to our Nepal-based team about warehouses, stock, and reporting for your business.