Sales module and sales states

Sales states

The sales states refer to the different stages of sales seen in the "Reservation" details, such as "Offered", "Closed", "Billiable", "Lost", and "Invoiced". Based on the sales states, it is also possible to filter the reservation view, allowing you to search for, for example, all reservations that can be invoiced to the customer.

Enabling sales states

Users with editor rights to the Admin module can enable sales states by following these steps:

Open the "Admin" module and select "General settings"
Go to the "Rentals" subsection.
Click to turn on the "Sales States" option

Using sales states for reservations

More details on reservation creation can be found in the article: https://help.trail.fi/article/225-creating-a-reservation

Just like with other Trail reservations, a reservation is created in the "Planned" status until the first item is read out. A planned reservation automatically enters the "Offered" status when "sales states" are enabled. The "Offered" status is the first stage of sales states, where you can plan what kind of offer to provide to the customer. (See the "State" section in the image below):

When a reservation is in the "Planned and Offered" status, you can begin planning the items needed for the reservation. Please note that when the sales states are in use and the reservation is in "Planned and Offered" status, the system does not yet count these planned items as reserved for the reservation in the calculation. The reservation must be in "Closed" status for the system to calculate these items as reserved for the reservation.

In the reservation template, you'll see the buttons "Closed" and "Lost" at the top of the reservation page:

The reservation template can be used as a quote template for the customer. If the customer rejects the quote, the user presses the red "Lost" button. The reservation moves to the "Planned and Lost" status:

If the customer accepts the quote, the user presses the blue "Closed" button. The reservation moves to the "Planned and Closed" status. At the same time, the buttons at the top of the page change to a single "Can be billed" button:

Only when the quote is in the "Planned and Closed" status, can the items be checked out for the reservation, at which point the reservation changes to the "Out and Closed" status:

For the read-out items, you can also set a separate daily rate, apply discount percentages, and specify the rental duration in days.

In the image below, on the left side, you can set the "Rental Days" for the entire reservation and provide an overall "Discount Percent" for the reservation.

On the right side of the image, you can set the daily rate, discount percentage, and description separately for each model. You can set the daily rate by clicking the "Set Price" link next to the model in the "Reservations" field, where you can specify the daily rental price. Alternatively, you can click the edit icon to set also the discount percentage for that particular model and add a description.

When the reservation is ready to be invoiced to the customer, the user clicks the "Can be billed" button at the top of the page.

Afterwards, the reservation moves to the "Out and Billable" status. The button at the top of the page changes to "Invoiced":

When the reservation has been invoiced, the user clicks the "Invoiced" button at the top of the page. The reservation moves to the "Out and Invoiced" status. The button at the top of the page changes to "Cancel Invoiced":

The "Cancel Invoiced" button allows the user to cancel the invoicing if necessary. If the invoicing is canceled, the reservation returns to the "Can be billable" status.

When the items are returned to the reservation, the reservation moves to the "Returned and Invoiced" status:

Filtering reservations by sales status

In the "All reservations" list, the status of the sale and the reservation are displayed on the left-hand side. On the right-hand side, action buttons are displayed based on the status of sales:

From the "All reservations" list, you can filter the sales status according to your needs by selecting "sales status":

Sales module

The sales module is an additional add-on to Trail's reservation functionality. It enables:

Creating quotes for customers based on reservations
Printing quotes from reservations
Managing customer records
Creating, pricing, and adding additional services related to reservations, such as custom items, crews, and transportation

The sales module is an additional paid service. If you wish to enable the add-on, please kindly contact us at sales@trail.fi. Trail's customer support team will handle the actual activation of the module.

The usage of the sales module in reservations

The sales module allows adding and pricing custom items, crews, or transport to reservations. Users with editor rights to the Admin module can create new staff roles and transportation types. Additionally, the sales module provides a "Quote" view for reservations where costs are summarized.

In the "Schedules" section, you can define the validity period and payment terms of the quote, which will also appear on the quote template:

New sections "Quote", "Custom items", "Crews" and "Transports" appear on the right side of the reservation page:

Quote

In the "Quote" section, the costs of the reservation are summarized, including items, consumables, custom items, crew costs, and possible transport costs. In this section, it's also possible to set a separately agreed price for the reservation:

Custom items

"The Custom items" section refers to equipment that is not already listed in Trail but is required for the specific reservation. For example, this could include items like dishes for a summer event.

Crews

You can define the price of crews based on production roles separately in the Admin module and add them to the reservation using the "Add Crews" link. If the required role is not already available, you can also add it using the "Add Role" link. When adding staff, you can assign the role to a user in Trail from the "User" section. In the "Between" section, you can specify the number of days the role is needed.

Transports

In the "Transport Type" section, you can define transportation based on kilometers and specific needs, such as "Van - pickup". Transport types can be defined separately in the Admin module under the "Transport Type" section.

When defining a transport type, if you've set the price as "Is fixed", you don't need to specify the "Distance" separately in the reservation's "Transportation" section; the price will be automatically determined based on the transportation type. If an "Is fixed" price is not set, the transportation cost will be based on the distance. You can choose a vehicle in the "Vehicle" section if the vehicle models have been added to Trail.

Printing quote from the reservation

You can print a quote from the reservation with either summary, quote with subtotals, or quote with pricing:

Click on the "Quote" link on the right side of the reservation and select the type of quote you want to print:

Below is an example of the structure of a quote base with pricing:

Note that the total sum of reservation models is influenced not only by the daily rates but also by the discount percentage set for each model, the total number of rental days for the entire reservation, overall discount percentages for the entire reservation, and also if the "Rental Type" has been enabled in the "Rentals" section under "General Settings" in the Admin module, determining how the rental price for equipment is calculated. More information on this topic can be found in the article: https://help.trail.fi/article/374-rental-prices-for-reservation