Sales actions cover the operational processes performed on a sales record.
Through these actions, the sale progresses through steps such as generating quotes, converting to orders, copying, or tracking past movements.

All actions:

• Depend on the current status of the sale
• Are directly related to the sales record
• Can be tracked through the Sales Timeline

Creating Quote (From Sales)

A quote can be created directly from a sales record.

The quote creation process is based on the current product, price, discount, and tax information on the sale.

When a quote is created:

• Products in the sale are copied directly into the quote
• Prices, discounts, and taxes are preserved
• The quote is created as a sub-record linked to the sale

From the sale:

• Multiple quotes can be generated for the same sale
• However, only one active quote can exist at a time
• Separate sales records are recommended for alternative quote scenarios

Created quotes:

• Can include a validity period
• Can receive a revision number
• Can be converted to PDF or Word output (template-based)

Creating Order (From Sales)

The process of creating an order from a sales record is the point where the sale becomes commercially binding.

Robosme offers two different order creation methods:

Standard Order

• Existing products, prices, and amounts on the sale are used directly
• A fast and clean order is created
• Data from the sale is transferred directly to the order

Custom Order

• Products and prices can be edited while creating the order
• Orders can be placed with different quantities or prices than the sale
• Adapts to instant customer demands

After the order is created:

• The order is tracked in relation to the sales record
• Sales and order amounts are updated to affect each other

Currency Exchange Rate Updates

A sale works with a single currency.

However, when exchange rates defined system-wide are updated:

• Amounts on the sale are not automatically recalculated
• The user can update sales values by performing an exchange rate update if desired

If there is no exchange rate in the system for the selected currency:

• The rate is assumed to be 1.0000

This approach prevents past sales from changing unintentionally.

Sales Cloning

Sales cloning enables the rapid creation of similar sales.

In the cloned sale:

• Products
• Prices
• Discounts
• Tax settings

are copied

However:

• Sales status
• Historical fields
• Process-related actions

are recreated.

This feature is especially useful for:

• Recurring sales
• Similar customer scenarios

saving time.

Closing the Sale

A sale is closed with a conscious action at the end of its lifecycle. In Robosme, a sale can only be closed in two ways:

• Won
• Lost

During the sales closing process, different information is requested depending on the selected closing type. This approach both improves reporting quality and ensures accurate analysis of sales results.

When Sales is Closed as Won

When a sale is closed as Won, the following information is entered:

• Description
  Used to specify how and under what conditions the sale was won.
• Actual Amount
  Represents the amount actually obtained from the sale. This amount may differ from the estimated amount.
• Win Reason
  Allows selection of the main factor that was effective in winning the sale
  (price, product, relationship, speed, need alignment, etc.).

This information is used in analyzing won sales and measuring success factors.

When Sales is Closed as Lost

When a sale is closed as Lost, the following information is entered:

• Description
  Free text field about why the sale was lost.
• Loss Reason
  Selection is made from standard reasons such as price, timing, need mismatch, budget, decision maker.
• Competitor Information
  Allows specifying which competitor the sale was lost to.

This structure produces critical data for lost sales analysis and competitive evaluations.

Open Order Check

Before closing a sale, the system checks for open orders linked to the sale.

If there are:

• Open
• Incomplete

orders linked to the sale, the following warning is shown to the user:

"There are open orders linked to this sale. Would you like to close these orders before closing the sale?"

This check:

• Prevents incomplete commercial processes
• Sales and order lifecycle is completed consistently

What Happens When a Sale is Closed?

When a sale is closed:

• Calculations on the sale are fixed
• The sale is excluded from pipeline and forecast calculations
• The actual commercial result of the sale is finalized

The sale is no longer an active process; it is a reporting and analysis record.

When is a Sale Closed?

The closure of a sale is usually done:

• After completion of orders linked to the sale
• Or loss of the process

This step is the final and irreversible step of the sales lifecycle.