Demo data note: Screenshots use representative demo data captured from a live environment. Some lists appear in an empty state where the demo tenant is unseeded, and add-on modules (such as Rental) appear only when enabled for the organization. Never use real customer or supplier records in a public demo.
How the commercial modules fit together
The commercial side of ColorsX74 ERP runs two end-to-end cycles and two relationship modules. Sales drives quote-to-cash: quotation → order → invoice → receipt, with returns and credit notes for exceptions. Purchase drives procure-to-pay: RFQ → purchase order → goods receipt → vendor bill, with three-way matching, returns, and debit notes. Contracts manages agreements through their lifecycle, and the Rental add-on manages physical assets that go out and come back. Customers and vendors are shared Contacts, so the same party can buy and sell without duplication. Everything posts into Accounting.
Sales — quote to cash
What it is. The Sales workspace is the customer revenue engine. From its home you reach Orders, Invoices, Quotations, Returns, and Credit Notes; advanced selling (commissions, recurring invoices, sales reports) lives behind the Advanced Features tab via the sales-advanced add-on.
How to use it — the happy path.
- Quotation. Create a quotation for a customer with priced lines; send it for acceptance.
- Order. Convert the accepted quote to a sales order (or create an order directly with New Order), confirming quantities, prices, and delivery.
- Invoice. Raise the invoice from the order so it carries the same lines; issue it to the customer.
- Receipt. Record the customer payment against the invoice in Accounting → Payments to close the cycle.
Exceptions are first-class: use Returns when goods come back and Credit Notes to reduce or refund an invoice.
Use it wisely. Always start from a quotation or order rather than keying a standalone invoice — the link is what keeps revenue, fulfilment, and the audit trail consistent. Use returns and credit notes instead of editing or deleting issued invoices; an issued document should be corrected by a documented reversal, not quietly changed. Keep drafts as drafts until you genuinely intend to commit them.
Purchase — procure to pay
What it is. The Purchase workspace mirrors Sales for the buy side. From its home you reach Purchase Orders, Vendor Bills, RFQ, Receipts, Returns, and Debit Notes; advanced procurement (three-way match, vendor performance, recurring bills, purchase reports) is delivered by the purchase-advanced add-on under Advanced Features.
How to use it — the happy path.
- RFQ. Issue a request for quotation to compare suppliers before committing.
- Purchase Order. Convert the chosen quote (or use New Order) into a PO that commits price and quantity.
- Receipt. Record goods received against the PO so stock and the matching control update.
- Vendor Bill. Enter the supplier's bill and match it three ways — PO, receipt, and bill must agree before approval.
- Payment. Pay the approved bill from Accounting → Payments on its due date.
Use it wisely. The three-way match is the single most valuable control here — make it a hard gate before any bill is approved, so you never pay for goods you did not order or did not receive. Use RFQ for material spend to keep suppliers competitive, and let vendor performance, not habit, drive who you buy from. Schedule payments by due date to protect cash without damaging supplier relationships.
Contracts — lifecycle management
What it is. The Contracts module manages agreements from drafting through renewal. It provides a contract list, a template editor with variable fields, version history and reviews per contract, an alerts screen for upcoming expiries and milestones, and a dashboard that summarises the portfolio.
How to use it. Build reusable templates with variables so new contracts are generated consistently; create a contract and let it carry versions and reviews as it is negotiated; rely on alerts to warn you before renewal or expiry dates; and watch the dashboard for the portfolio view. There is also a public, anonymous external-signing page so a counterparty can sign without a portal login.
Use it wisely. Invest in good templates once — they pay back on every contract in consistency and review speed. Set alerts with enough lead time to actually act (renew or renegotiate before, not after, expiry). Use versions and reviews to keep the negotiation history attached to the contract rather than scattered across email.
Rental — asset utilisation (add-on)
What it is. The Rental add-on manages physical assets that go out and come back: an asset register, a booking calendar, pricing rules, handovers and returns, deposits, rental invoices, maintenance, and reports. It is a federated marketplace module and appears in the navigation only when enabled for the organization.
How to use it. Register assets, set pricing rules, book on the calendar to see availability, take a deposit and record a handover when an asset goes out, then a return when it comes back; maintenance tracks servicing and rental invoices bill the usage.
Availability: Rental is a marketplace add-on. If it is not enabled for a tenant, the menu item and routes are gated and you will be redirected to the marketplace — that is expected, not a fault. The screenshots above were captured while the add-on was enabled and are retained as a feature reference.
Use it wisely. Always record condition at both handover and return so deposit disputes have evidence. Keep the calendar authoritative — book through it, not around it — and schedule maintenance between bookings so an asset is never rented out due for service.
Contacts — shared customers and vendors
What it is. Contacts is the shared directory of parties — customers, vendors, and others — used across Sales, Purchase, Contracts, and Accounting. Sales "customers" and Purchase "vendors" both resolve here, so a party that you both buy from and sell to exists once.
Use it wisely. Avoid duplicate contacts — search before you create, because duplicates fracture a party's history across the system. Keep tax identifiers and payment terms on the contact so documents inherit them automatically.
Suggested demo flow
- Sales: quotation → order → invoice, then show returns/credit notes as the exception path.
- Purchase: RFQ → PO → receipt → bill, landing on three-way match as the headline control.
- Contracts: template editor → a contract with versions/reviews → alerts → dashboard.
- Rental (if enabled): assets → calendar → handover → return, with deposits and maintenance.
- Tie it together in Contacts and remind the audience everything posts into Accounting.