📘 Introduction to sales

Manage your orders, credit notes, payments and more in the Sales section. The Customers section is where all the data on your customers is held. The Customers section is also closely tied with the Sales section - using both of these sections will allow you to leverage Breww’s powerful CRM capabilities.

Orders

Breww allows you to easily manage your orders and payments. We’ll help you see which invoices are over-due payment and quickly input new orders. Using our accountancy integrations we can also sync them to your accounting platform.

Typically an order in Breww will progress though the statuses like follows:

graph LR Draft --> |Build order, add products, etc| Confirmed Confirmed --> |Prepare delivery/collection| Invoiced

Status Explanation
Draft Draft orders are completely editable. It’s a useful holding state for an order that hasn’t been finished for some reason, perhaps you are waiting to hear back from the customer about one final item or you want to flag to your delivery drivers that this isn’t ready to be delivered yet.
Confirmed Confirm an order when you are happy that, provided nothing changes, it is all good to deliver. This way your delivery team know it’s ready to go. Confirmed orders can be moved back into draft at any moment (with the exception of orders created by an external sales platform integration), so if a customer phones up to change their order it’s not a problem. Orders cannot be delivered until they have been confirmed.
Invoiced Invoiced orders are the point the order becomes an invoice. Breww will move confirmed orders that have left duty suspense to this stage automatically, but you can do it manually if you wish. This is the point the invoice will appear in your accountancy software if you have connected one. Invoiced orders cannot be edited.
Cancelled Cancelled orders cannot be delivered or invoiced.

However, this flowchart shows the possible options:

graph TD Draft --> |Build order, add products, etc| Confirmed Confirmed --> |Need to make a change?| Draft Confirmed --> |Prepare delivery/collection| Invoiced Confirmed --> Cancelled Draft --> Cancelled Invoiced --> Abort{Need to cancel?<br>Has the delivery left duty suspense?} Abort --> |Yes| CN{Raise a credit note instead} Abort --> |No| Cancelled


Price books

When you create products to sell within Breww (see the Products section) you enter the basic price. Price books are how you manage more complex pricing. You can create multiple price books (e.g. Retail and Wholesale) and then assign customers to the correct price book. This way you can ensure that customers are always charged the correct price, and that pricing itself never becomes a pain. There’s even some advanced price books:

  • Discount price books - created from a base price book on top of which discount rates are applied. These can be either a flat rate or a differential rate. Discounts appear on the invoice as discounts from the base price book price.
  • Price per ABV price book - charge by volume of alcohol. A price per ABV price book allows you to simply input the price per percentage, and we’ll calculate the rest.

Customer groups

The customer groups tool allows you to add individual customers to a group. This is used when dealing with pub chains and will allow you to deliver the beer to the relevant pub but send the invoice to the head office of the pub chain.


Customer tags

You can define your own “tags” in Breww which can then be assigned to customers or contacts. Tags are really flexible as you can make them work in so many ways and use them to filter lists and reports using BrewwQL. There’s some built-in tags (such as Receives invoice emails) which change the way the system treats the customers/contacts that have the tag (in this case the tag causes the email addresses associated to be included by default when you send an invoice to a customer via email).


Customer lists

Customer lists are used to build lists of customers that fall into a defined set of parameters using BrewwQL. Customer lists are especially useful in our CRM, for example, you could create a list of customers with the tag of Monday call if you know you always call them on a Monday.

Customer lists also dynamically update, meaning that every time you open a list, the customers on that list have been searched for again using the defined BrewwQL syntax. This means for example that if you have a list of customers whose last order value was over £100 but they haven’t ordered anything within the last 30 days, only customers fitting these parameters would be included in the list. The BrewwQL for this example would be:

average_order_value > 100 and last_order_date < "30 days ago"


Ullage

Ullage is used to manage lost or spoilt beer after you’ve sold it - and making sure you don’t pay unnecessary beer duty. If a customer contacts you to let you know some beer was lost and cannot be sold, you can reclaim the duty paid on that beer by using our ullage tool. This tool can be found at Containers > Actions & tools > Ullage.

but how do you create a price book? it doesn’t say?

If you go to Products > Price books then there’s a green “New price book” button in the top right. From there, it should guide you through the different options to get your price book set up as you need. Thanks.