EspoCRM for distributors and wholesalers

Price lists decide what a customer pays, so they are the first decision to settle. Confirm how the Sales Pack models price lists, which accounts each list applies to, and whether one customer can hold more than one list. Keep the number of lists small at the start, because every additional list is a rule that each quote must resolve correctly.

• Currency and tax basis: decide whether prices are stored net or gross and in which currency each list is held before any product is imported.
• Default list: set a fallback list so that a new account without an assigned price never produces an unpriced quote.
• Discount rules: where a discount is a percentage off a list, place the calculation in Formula Script in a before-save script so the same rule applies in the UI and the API.
• Who can edit prices: restrict edit rights on price list records to a pricing role, and use Advanced Pack workflows to route any discount above a threshold you define.
• Sample account test: create one illustrative account per list and confirm the quote shows the expected price.

Check that every active account resolves to exactly one price list before you open quoting to sales staff.

The quote-to-order path is where pricing, stock and approval logic meet. Decide which status changes move a quote into a sales order, and which fields lock once an order is confirmed, so that a price cannot change after the customer has accepted it. Design the quote layout and the order layout separately so each team sees only the fields it needs.

• Status model: define statuses before layouts, because workflows, dynamic logic and permissions all key off them.
• Locking after acceptance: make price and quantity read-only after confirmation using dynamic logic on the layout, and add a before-save check in Formula Script so the API path enforces the same lock.
• Line totals and taxes: calculate line totals in Formula Script so the stored value matches the figure the customer sees.
• Stock check at order: enable inventory validation before selling, since the Sales Pack validates availability before an order is confirmed, and test what a user sees when stock is short.
• Role separation: let sales users create quotes, and route confirmation of orders above a value you set through a BPM approval step.

Test a confirmed order end to end in a non-production instance and verify the totals, the lock state and the stock check before go-live.

Inventory is disabled by default as of Sales Pack v2.0, so enabling it is a deliberate decision with consequences for every later record. The module tracks product quantities and warehouse locations through a transactional model, which means the stock figure is the result of recorded movements. Decide the warehouse structure first, because it shapes transfers, purchasing and reporting. Consult the Sales Pack inventory management documentation for the current setup steps in your version.

• Enable late in the build: turn the module on after the product catalog and units of measure are final, since historic movements are harder to correct later.
• Warehouse structure: model each physical site, and any zone or bin you count separately, and confirm whether locations are separate records or fields.
• Opening balances: load opening stock as recorded inventory transactions so the audit trail starts at go-live.
• Corrections by reversal: agree that errors are fixed with a reversing transaction, and restrict who can post adjustments through roles.
• Stock panels on products: add a warehouse-by-product view to product layouts so sales and buying staff see availability where they work.

Reconcile the first physical count against the system quantity for each warehouse before selling from that warehouse.

Transfers move stock between warehouses and must net to zero across the business. Because the Sales Pack records stock as transactions, a transfer should appear as a paired outbound and inbound movement. Confirm how goods in transit are represented, because the answer changes what a stock report shows during a shipment and whether a sale can draw on that stock.

• In-transit treatment: confirm whether goods in transit count at the source, the destination or in a separate state, and reflect that choice in the status model.
• Approval thresholds: use an Advanced Pack workflow to require approval for transfers above a quantity or value you define.
• Sales availability: confirm whether stock on a pending transfer is available to orders, and check that the availability check applies to the sending warehouse.
• Receiving checks: require the receiving user to confirm quantities, with Formula Script flagging any variance from the sent quantity.
• Split permissions: give one role the right to create transfers and another the right to receive them.

Run one transfer through the full cycle, from request to receipt, and confirm both warehouse balances match the expected figures.

Purchasing is the inbound side of the same stock record. Purchase orders show what is expected, but on-hand stock should change only when goods arrive, so that open orders and physical stock stay separate. This topic does not set the scope of the purchasing features, so confirm in the Sales Pack documentation which purchasing functions your version includes before you design around them.

• Receipt updates stock: post inventory on goods receipt, so on-hand figures reflect physical arrival and on-order figures reflect what is still expected.
• Supplier cost separate from customer price: keep supplier cost apart from customer price lists so margin reports remain accurate.
• Partial deliveries: agree how a partial receipt closes a purchase line and how the remainder stays open.
• Roles and approval: limit who can raise and approve purchase orders, and route approval above your threshold through a BPM step.
• Accounting handoff: if purchases post to an accounting system, decide which system owns the cost figure and confirm the export path.

Walk one supplier order from raise to receipt in a test instance and confirm on-hand and on-order quantities at each step.