Motor vehicles

Sell imported vehicles from proforma to invoice, complete and approve the internal Sale Sheet, take instalment payments, and pay sales commissions.

Getting started

Motor vehicles is an add-on module. Your account owner adds it from Settings, then Modules. In the menu it is called Vehicle Sales. It follows each sale from quotation to payment; it does not track vehicles in stock.

Each sale moves through the same steps: proforma, approval, invoice, Sale Sheet, then payments, After Sale Sheet and commission.

1. Open Vehicle Sales, then List, and add your sales staff, clients, vehicle names and dealers or auction houses. These fill the drop-downs on proformas and Sale Sheets.
2. Make sure each bank, cash and mobile money account you take payments into is in the chart of accounts.
3. Open Proformas and invoices and press New proforma to quote your first customer.

To issue proformas, invoices, Sale Sheets and payments your role needs to be able to enter documents. To approve a proforma, approve or return a Sale Sheet, delete an invoice, and approve or pay a commission your role needs to approve.

How to

Add staff, clients, vehicles and dealers

1. Open Vehicle Sales, then List.
2. Choose the tab: Staff, Clients, Vehicles or Dealers / Auction houses.
3. Fill in the name and the other details, for example Designation for staff, Phone Number, TIN and Client Source for clients, or Year and Engine Size for vehicles.
4. Press Add to List.

You can also press + beside Client, Sales Executive / Staff or Vehicle on a proforma to add one without leaving the form.

Issue a proforma quotation

1. Open Vehicle Sales, then Proformas and invoices, and press New proforma.
2. Choose the Client. Their Phone Number, TIN and Client source fill in and can be changed.
3. Choose the Sales Executive / Staff and the Vehicle, and set the Proforma date and Valid until.
4. Under Car details, add the Year, Engine Size, Car color, Mileage (km) and Model code if you have them.
5. Enter the Vehicle price in TSh. Under Additional charges, add any products the customer also pays for.
6. Write the Payment terms, one per line. They print on the proforma.
7. Press Issue proforma quotation.

The proforma waits for approval. No invoice is issued and nothing is posted to your books yet. While it waits you can press Edit proforma, Print Proforma or Delete proforma on the sale page.

Approve a proforma and create the invoice

1. Open the sale from Proformas and invoices, on the Proformas tab.
2. Press Approve proforma. Your role needs to approve.
3. When the customer goes ahead, set the Invoice date and press Create invoice.

Creating the invoice posts the revenue and what the customer owes. The sale moves to the Invoices tab, and you can press Print Invoice.

Complete the Sale Sheet

1. Open the invoiced sale and press Complete Sale Sheet. You can also find it under Sale Sheets, on the Draft / awaiting approval tab, and press Complete.
2. Check the client, staff and vehicle details, and fill in Stock ID / Chassis No, Dealer / Auction House, Date of Sales and Office Branch / Location.
3. Under Import CIF calculation, enter the vehicle's CIF costs. For costs in US dollars, enter the Exchange Rate TZS / USD.
4. Under Additional direct costs, add costs such as clearing and transport.
5. Check the Total Cost (TC), the Invoice Price (IP) Given to Customer and the Margin / Profit (IP - TC).
6. Set the Commission Rate (%) and any Debt Recovery from the sales executive.
7. Press Save draft Sale Sheet to finish later, or Submit for approval.

The Sale Sheet is for office use only and does not change the invoice. It can't be submitted until its costs are filled in.

Approve or return a Sale Sheet

1. Open the sale, or open Sale Sheets and find it on the Draft / awaiting approval tab.
2. Press View Sale Sheet to check it.
3. Press Approve Sale Sheet, or Return to draft so the salesperson can correct it.

Approved sheets move to the Approved Sale Sheets tab. Press Print Sale Sheet for a paper copy.

Receive a customer payment

1. Open Vehicle Sales, then Payments, and press Receive payment on the invoice. You can also use Customer payments on the sale page.
2. Enter the Amount and Payment date.
3. Choose the Payment type: First installment, Second installment, Insurance or Other. Choose Add a new type… to name your own.
4. Choose the account under Deposit to, add Notes and press Record payment.

The payment clears what the customer owes. The Payments page shows each invoice's Invoiced, Paid and Pending amounts, and the payments received between the dates you choose.

Record the After Sale Sheet

1. Open a sale whose Sale Sheet is approved and find After Sale Sheet.
2. Enter any Adjustment to the invoice amount and the actual costs incurred. If the actual costs are the same as the Sale Sheet, press Actual cost equals Sale Sheet cost to copy them in.
3. Press Save.

The After Sale Sheet shows the final Invoice amount, Adjustment, Actual cost (with commission) and Profit. It does not change the Sale Sheet. Press Print After Sale Sheet for a copy.

Record and pay a commission

1. Open Vehicle Sales, then Commissions.
2. Under Sale Sheets waiting for a commission, find the sale. If the Sale Sheet has no sales executive from the list, choose one. Press Record commission. The commission is the Sale Sheet margin times the rate, less debt recovery.
3. Under Waiting for approval, set the date and press Approve. This posts the commission as owed to the salesperson.
4. Under Approved, to pay, choose the payment date and the cash or bank account, and press Pay.

To cancel a commission, type a reason and press Cancel. Approving and paying need a role that can approve.

Update a vehicle's order status

1. Open the sale and find Vehicle order.
2. Under Update status, choose Ordered, In transit or Delivered, and set the Delivery date when it arrives.
3. Press Save status.

See the sales report

1. Open Vehicle Sales, then Sales report.
2. Choose From and To, and narrow by Branch, Seller or Client source. Press Show.
3. Press Export CSV for a spreadsheet, or Print.

Every issued invoice appears here. Cost and profit follow once its After Sale Sheet is recorded. Proformas are not included.

Settings

This module has no settings of its own. The staff, clients, vehicles and dealers you pick from are kept under Vehicle Sales, then List.

Questions

Why can't I delete an invoice?

Deleting an invoice reverses its revenue entry and removes its Sale Sheet. It is blocked once customer payments, a vehicle order or a commission exist, and your role needs to approve.

Why can't I add actual costs yet?

Adjustments and actual costs can be added only after the Sale Sheet is approved.

Why is no commission due on a sale?

The commission comes from the approved Sale Sheet. If the sale made no margin, or the Sale Sheet has no commission rate, no commission can be recorded. Debt recovery must also be less than the commission.

Can I change a proforma after it is approved?

No. Only a proforma awaiting approval can be edited.

Help guides

• Getting started: Sign up, set up your company with its TIN and VRN, choose your modules, invite your team and get Mifumo on your phone.
• Team, roles and permissions: Add users, give each one a role per company, build your own roles with the permission grid, work together with mentions, and import or export spreadsheets.
• Approvals: Maker-checker on the documents you choose. People who can't approve submit, an approver posts or sends back with a reason, and nothing reaches the books before approval.
• Sign-in and security: Passwords, passkeys, two-step sign-in with an authenticator app, a text message or email, recovery codes, requiring two-step sign-in for everyone, and staying signed in.
• Group of companies: Run several companies under one login, give people a group role in every company, record intercompany entries once, and read consolidated reports with intercompany balances taken out.
• Accounting: Your books in one place. Invoices, receipts, bills, expenses, banking, journals, VAT returns and financial statements, all posting to one double-entry ledger in TSh.
• Inventory: Stock products, warehouses, adjustments, transfers and stock counts with a barcode scanner, landed cost on imports, purchase and sales orders, the point of sale till, and stock reports.
• HR and payroll: Employees, monthly payroll with PAYE, NSSF, SDL, WCF and HESLB worked out for you, payslips, salary advances, per diem, leave, staff attendance by phone with GPS or QR, a shift roster, and final dues for leavers.
• CRM: Leads, a drag-and-drop pipeline of deals, follow-ups, quotes from deals, a full customer timeline, SMS and email campaigns, and your own mailbox synced in.
• Asset management: Keep a fixed asset register, charge depreciation, track who has each asset, and record disposals with the right journal entries.
• Project management: Projects with their team, tasks, board and timeline, time logged on timesheets, milestone and time invoices, and the margin of every project.
• FTTx projects: Track fibre roll-out purchase orders from your clients, the work you pass to subcontractors, and the money in and out on each PO.
• Transport jobs: Record each cargo trip with its trucks, drivers and deliveries, attach the proof of delivery, see the margin on every delivery, and turn the job into an invoice.
• Construction: Run each building contract with its bill of quantities, interim payment certificates, advances, retention, completion certificates and site costs.
• Manufacturing: Write recipes for what you make, plan production runs, issue materials from stock and put finished goods into stock at what they really cost.
• Pharmacy: Counter dispensing with patient and prescription details, medicines with TMDA numbers, first-expiry-first-out batches, expiry write-offs and the prescription register.
• Motor vehicles: Sell imported vehicles from proforma to invoice, complete and approve the internal Sale Sheet, take instalment payments, and pay sales commissions.
• Property management: Properties and units, tenants, leases and rent billed as invoices, arrears, repairs and statements for owners you manage for.
• Law firm: Matters and case management (stages, parties, tasks, documents), time and costs, billing a matter in one step, the client (trust) account kept matter by matter, a court diary with reminders, the conflict check log and the advocate compliance register.
• Livestock: A register of every animal or batch of birds, with health records, withdrawal periods, breeding and births, milk and eggs, and sales invoiced to the buyer.
• Helpdesk: Customer problems and requests as numbered tickets, each with someone in charge, deadlines to answer and to solve, replies by email and internal notes.
• Mining: Run each mine as a project, record the money it receives, see spending against those funds, and get a profit and loss for every mine and for the company.
• Field Service: Jobs your technicians do at the customer's site, each with a time slot, a checklist, the parts used from stock, the hours worked, the customer's signature on the phone, and an invoice from the job.
• Hospital: Patients, appointments and the queue from triage to the doctor, the lab, the pharmacy and the cashier. Wards with admissions, bed days and deposits, the theatre list and imaging. Bills split between the patient and their insurer, with claims and reports. The Pharmacy module is included.
• Sign: Send a contract, lease or offer letter to be signed by link, on a phone or computer, and keep the signed copy with a record of who signed, when and from where.
• Event ticketing: Set up an event with its ticket types, publish it after paying a one-off fee, and sell tickets from your own sale page. Buyers pay you by Lipa Namba or online, and get QR tickets by SMS and email. Ticket money goes straight to you, never to Mifumo.