# Sales, purchase, contracts, and rental

> Screenshots use representative demo data captured from a live environment. Some lists appear empty where the demo tenant is unseeded; add-ons (such as Rental) appear only when enabled. Never use real customer/supplier records in a public demo.

A step-by-step walkthrough of the commercial workspaces: quote-to-cash in Sales, procure-to-pay in Purchase, contract lifecycle management, and the rental operations add-on.

[← Public docs landing](README.md) · [Open HTML version](commercial.html)

## How the commercial modules fit together

**Sales** drives quote-to-cash (quotation → order → invoice → receipt, with returns and credit notes). **Purchase** drives procure-to-pay (RFQ → PO → receipt → bill, with three-way match, returns, and debit notes). **Contracts** manages agreements through their lifecycle; the **Rental** add-on manages physical assets that go out and come back. Customers and vendors are shared **Contacts**, and everything posts into Accounting.

## Sales — quote to cash

The happy path: **Quotation → Order → Invoice → Receipt** (record the receipt in Accounting → Payments). Use **Returns** and **Credit Notes** for exceptions. Advanced selling (commissions, recurring invoices, reports) is the sales-advanced add-on.

| Screen | Purpose | Image |
|---|---|---|
| Sales home | Launch point for the cycle | ![Sales](assets/screenshots/web/sales.png) |
| Quotations | Priced offers awaiting acceptance | ![Quotations](assets/screenshots/web/sales-quotations.png) |
| Orders | Confirmed demand | ![Orders](assets/screenshots/web/sales-orders.png) |
| New Order | Customer, lines, prices, delivery | ![New Order](assets/screenshots/web/sales-orders-new.png) |
| Invoices | Receivables you issue | ![Invoices](assets/screenshots/web/sales-invoices.png) |
| New Invoice | Raised from an order | ![New Invoice](assets/screenshots/web/sales-invoices-new.png) |
| Returns | Goods coming back | ![Returns](assets/screenshots/web/sales-returns.png) |
| Credit Notes | Reduce/refund an invoice | ![Credit Notes](assets/screenshots/web/sales-credit-notes.png) |
| Commissions (advanced) | Seller commissions | ![Commissions](assets/screenshots/web/sales-commissions.png) |
| Recurring Invoices (advanced) | Scheduled repeat billing | ![Recurring Invoices](assets/screenshots/web/sales-recurring-invoices.png) |
| Sales Reports (advanced) | Performance views | ![Sales Reports](assets/screenshots/web/sales-reports.png) |

**Wisely.** Start from a quote/order, not a standalone invoice — the link keeps revenue, fulfilment, and audit consistent. Correct issued invoices with returns/credit notes, never by editing.

## Purchase — procure to pay

The happy path: **RFQ → PO → Receipt → Vendor Bill → Payment**. Match the bill three ways (PO + receipt + bill) before approval. Advanced procurement (three-way match, vendor performance, recurring bills, reports) is the purchase-advanced add-on.

| Screen | Purpose | Image |
|---|---|---|
| Purchase home | Launch point | ![Purchase](assets/screenshots/web/purchase.png) |
| RFQ | Compare suppliers before committing | ![RFQ](assets/screenshots/web/purchase-rfq.png) |
| Purchase Orders | Committed price/quantity | ![POs](assets/screenshots/web/purchase-orders.png) |
| New PO | Vendor, lines, delivery | ![New PO](assets/screenshots/web/purchase-orders-new.png) |
| Receipts | Record what arrived | ![Receipts](assets/screenshots/web/purchase-receipts.png) |
| Vendor Bills | Supplier invoices | ![Bills](assets/screenshots/web/purchase-bills.png) |
| New Bill | Against PO and receipt | ![New Bill](assets/screenshots/web/purchase-bills-new.png) |
| Three-Way Match (advanced) | PO vs receipt vs bill | ![Match](assets/screenshots/web/purchase-match.png) |
| Returns | Send goods back | ![Returns](assets/screenshots/web/purchase-returns.png) |
| Debit Notes | Reduce a vendor balance | ![Debit Notes](assets/screenshots/web/purchase-debit-notes.png) |
| Vendor Performance (advanced) | Score suppliers | ![Vendor Performance](assets/screenshots/web/purchase-vendor-performance.png) |
| Recurring Bills (advanced) | Predictable charges | ![Recurring Bills](assets/screenshots/web/purchase-recurring-bills.png) |
| Purchase Reports (advanced) | Spend analysis | ![Purchase Reports](assets/screenshots/web/purchase-reports.png) |

**Wisely.** Make three-way match a hard gate before approving any bill. Use RFQ for material spend; let vendor performance drive sourcing; schedule payments by due date.

## Contracts — lifecycle management

Build reusable **templates** with variables, create contracts that carry **versions** and **reviews**, rely on **alerts** for renewals/expiries, and watch the **dashboard** for the portfolio. A public external-signing page lets counterparties sign without a login.

| Screen | Purpose | Image |
|---|---|---|
| Contracts home | Entry point | ![Contracts](assets/screenshots/web/contracts.png) |
| Contracts list | Every agreement with status/dates | ![List](assets/screenshots/web/contracts-list.png) |
| Template Editor | Reusable templates with variables | ![Template Editor](assets/screenshots/web/contracts-template-editor.png) |
| Alerts | Renewal/expiry/milestone warnings | ![Alerts](assets/screenshots/web/contracts-alerts.png) |
| Dashboard | Portfolio view | ![Dashboard](assets/screenshots/web/contracts-dashboard.png) |

**Wisely.** Invest in templates once. Set alerts with enough lead time to act. Keep negotiation history in versions/reviews, not email.

## Rental — asset utilisation (add-on)

The Rental add-on appears only when enabled. Register **assets**, set **pricing rules**, book on the **calendar**, take a **deposit** and record a **handover**, then a **return**; **maintenance** tracks servicing and **rental invoices** bill usage.

| Screen | Purpose | Image |
|---|---|---|
| Rental home | Asset utilisation hub | ![Rental](assets/screenshots/web/rental.png) |
| Assets | Rentable items and status | ![Assets](assets/screenshots/web/rental-assets.png) |
| Calendar | Availability and bookings | ![Calendar](assets/screenshots/web/rental-calendar.png) |
| Handovers | Sign-out and condition | ![Handovers](assets/screenshots/web/rental-handovers.png) |
| Returns | Check-in and reconcile deposit | ![Returns](assets/screenshots/web/rental-returns.png) |
| Deposits | Hold/release security deposits | ![Deposits](assets/screenshots/web/rental-deposits.png) |
| Maintenance | Track servicing | ![Maintenance](assets/screenshots/web/rental-maintenance.png) |

> **Availability:** Rental is a marketplace add-on. When not enabled, its routes are gated and redirect to the marketplace — expected behaviour. Screenshots were captured while it was enabled.

**Wisely.** Record condition at handover and return for deposit disputes. Keep the calendar authoritative; schedule maintenance between bookings.

## Contacts — shared customers and vendors

One shared directory of parties used across Sales, Purchase, Contracts, and Accounting. A party you both buy from and sell to exists once.

![Contacts](assets/screenshots/web/contacts.png)

**Wisely.** Search before creating to avoid duplicates. Keep tax IDs and payment terms on the contact so documents inherit them.

## Related pages

- [Overview, login, and dashboard](overview.md)
- [Accounting, reports, banking, tax, and payments](finance.md)
- [Inventory, manufacturing, marketplace, and add-ons](operations.md)
- [AI, ARIA assistant, document scan & draft, and AI setup](ai-automation.md)
- [Admin, settings, security, module access, audit, and approvals](admin-security.md)
- [Troubleshooting, browser requirements, and support handoff](troubleshooting.md)