CLOUD-BASED ERP SYSTEM

1. OVERVIEW

Retalo is a mobile-centric solution for B2B Commerce and fully centralised data in one complete cloud based ERP System. Retalo will provide fully solution for 4 most important roles in B2B system:

  • B2B Buyers
  • Sale Representative
  • E-commerce manager
  • Business Owner

This is the separeted guide for internal staff of distributors site on how to use back-end site which is based on Odoo Community 11 platform.

2. HOW TO LOGIN TO BACK-END SITE ?

To login to back-end site of Retalo.io, following the step:

  • 1. Access to your company domain site by using internet browser from your laptop.
  • 2. Enter your registered email and passwords. Then click Log in.
  • 3. If you fill up correctly your informations, your back-end site will display as follow

From top menu, there are modules display:

  • Discuss: this module is a space where you can keep track of your conversation within your company,
  • Sales: this is an application in which you can manage dashboard, list of customer and create quotations, sales orders to your customers.
  • Invoicing: if you want to manage and follow up your customer bills, then Invoicing will be a useful application design for you.
  • Apps: where you can find applications suitable for your purpose
  • Settings: where you can configure and manage users access right and company informations.

3. INITIAL SET UP BY ECOMMERCE MANAGER

3.1. How to manage company informations?

As eCommerce manager, you can easy access to change and adjust your company informations.

To change your company informations, please following these steps:

  • 1. From your back-end, go to Settings module.
  • 2. On left menu, click on Companies and a list of company name will display.
  • 3. Click on company that you want to change or adjust informations
  • 4. Company template will show up and please click on Edit. Now you can adjust information as desired, then click Save to save new informations you just entered

Please fill in obligatory fields as follow:

  • Company name
  • Company logo
  • Currency

3.2. How to manage products?

To view list of products, you first go to Sales then Retalo.io can show list of products in two different ways

By clicking on , Retalo.io will shown list of products

By clicking on , Retalo.io will shown kanban list of products

  • Search function helps you to find products by keywords from products names, category, attributes, location, warehouse and pricelists.
  • You can filter products by types, status, or by adding custom filter.
  • Group by function gives access to group products by any feature.
  • You can add Favorites to search products easily.

To create products, you click Create then Retalo.io will show a blank template as follow

Please fill in following required fields on this template:

  • Product name
  • Product picture
  • Product type
  • Category
  • Unit of measure
  • Purchase unit of measure
  • Barcode

Then you click Save to complete creation of new product.

3.3. How to update quantity stock?

From your product template, you can update quantity of product by clicking on Update Quantity On Hand

Then click on Apply to save new product quantity

3.4. How to adapt your prices to your customers and apply discounts?

Retalo.io has a powerful pricelist feature to support a pricing strategy tailored to your business. A pricelist is a list of prices or price rules to determine the suggested price. You can set several criterias to use a specific price: periods, min. sold quantity (meet a minimum order quantity and get a price break), etc. As pricelists only suggest prices, they can be overridden by users completing sales orders. Choose your pricing strategy from Sales ‣ Settings.

1. Prices per customer segment

Create pricelists for your customer segments: e.g. registered, premium, etc.
The default pricelist applied to any new customer is Public Pricelist. To segment your customers, open the customer detail form and change the Sales/Customers in the Sales & Purchases tab.

2. Temporary prices: Apply deals for holidays, etc. Enter start and end dates dates

Make sure you have default prices set in the pricelist outside of the deals period. Otherwise you might have issues once the period over.

3. Discounts, margins, roundings

The third option allows to set price change rules. Changes can be relative to the product list/catalog price, the product cost price, or to another pricelist. Changes are calculated via discounts or surcharges and can be forced to fit within floor (minumum margin) and ceilings (maximum margins). Prices can be rounded to the nearest cent/dollar or multiple of either (nearest 5 cents, nearest 10 dollars).

Once installed go to SalesConfigurationPricelists.

Each pricelist item can be associated to either all products, to a product internal category (set of products) or to a specific product. Like in second option, you can set dates and minimum quantities.

  • Once again the system is smart. If a rule is set for a particular item and another one for its category, Odoo will take the rule of the item.
  • Make sure at least one pricelist item covers all your products.

There are 3 modes of computation: fix price, discount & formula.

Here are different price settings made possible thanks to formulas.

  • Discounts with roundings

    e.g. 20% discounts with prices rounded up to 9.99.

  • Costs with markups (retail)

    e.g. sale price = 2*cost (100% markup) with $5 of minimal margin.

  • Prices per country

    Pricelists can be set by countries group. Any new customer recorded in Retalo.io gets a default pricelist, i.e. the first one in the list matching the country. In case no country is set for the customer, Retalo.io takes the first pricelist without any country group.
    The default pricelist can be replaced when creating a sales order

  • Compute and show discount % to customers

    In case of discount, you can show the public price and the computed discount % on printed sales orders and in your eCommerce catalog. To do so:

    • • Check Allow discounts on sales order lines in SalesConfigurationSettingsPricingDiscounts.
    • • Apply the option in the pricelist setup form.

3.5. How to configure wire transfer bank account?

This function helps you to get paid by your customers with wire transfer. From Invoicing module, you choose Payment/Wire Transfer/Configuration to set up your wire transfer bank account.

These features that you should fill the messages displayed in Retalo Buyer App

  • Help message
  • Thanks message
  • Pending message

3.6. How to manage buyer account

Retailer/Buyer can register to buyer app and start ordering product from their mobile phone. From back-end site, eCommner manager can manage the list of buyer account.

To view the list of buyer account, following these steps:

1. From top menu, go to Settings

2. From left menu, go to Users list, you can see the list of users in system and search any user with name or email.


Go see the instruction video below:

3.6.1. How to active/inactive buyer account?

To active or inactive buyer account, you can go to user details form and click Active or Inactive button.

3.6.2. How to change password of buyer?

To change password of buyer account, following these steps:

1. From user account details, click on Action > Change Password

2. Update new password, then click Change password

4. How to fulfil order by sale representative

Once receivce the order from buyer, Sale Rep will review the order, and fulfil the order as workflow from Confirm Order > Ship product to order > Send invoice to buyer > Register payment

4.1. How to confirm order?

To confirm order from buyer, follow these steps:

  • 1. From top menu, go to Sale Module.
  • 2. From left menu, access to Quotation list
  • 3. From this list, user can select any new quotation to review and confirm:
    • Click Edit to update the price or quantity
    • Click Send Email to send email to buyer with attahed order
    • Click Print to print the order
    • Once the order is finalised, click Confirm Sale to confirm order and start fulfiling order

Go see the instruction video below:

4.2. How to ship products to buyer?

The order confirmation will trigger an delivery order


Sale Rep clicks on Delivery Order to track the delivery status. From here, user can validate the delivery once the product is shipped to buyer successfully. The product quantity is updated in stock.
If product is not enough in stock, user can also partially ship and backorder by editing the “done” quantity, then click Validate. An backorder is created with status “Waiting”.


4.3. How to send invoice to buyer?

To send invoice based on ordered quantity, following the step:

  • 1. From Sale Order list, select any sale order with “To invoice”
  • 2. From Sale Order form, click Create Invoice. Invoice will be created successfully in “Draft” status
  • 3. User review the newly created invoice, then click Validate. Invoice will be changed to “Open” status, meaning that it’s waiting for payment.
  • 4. After validation, user can send invoice by email or print invoice:

Go see the instruction video below:

4.4. How to register payment ?

Once Sale Rep receive payment, user can register the payment following these steps:

  • 1. From top menu, go to Invoicing module
  • 2. From left menu, go to Customer Invoice and select Invoice with “Open” status.
  • 3. User click Register Payment
  • 4. User click Register Payment, to register the payment amount and payment method, then click Validate.

    User can pay partially and keep open the invoice or mark invoice as fully paid.