In the early stages of operation, many small and medium enterprises to choose the simple solutions, cost savings to manage your sales activities. One of the most popular options is file Excel, sales management. Easy to use, flexible, free – Excel become the “engine temp” is used before the business, ready to deploy system accounting software professional.
However, the only use Excel for a long time can potentially risky, especially when business begins to scale, need to integrate data accounting – sales – logistics into a unified whole. This article will help you understand Excel file sales management online, the reason businesses often choose this tool when new start, time to move on to the solution professional accounting – software accounting management comprehensive sales.
1. File Excel, sales management, what is?
File Excel, sales management online is a spreadsheet file using the software Microsoft Excel or Google Sheets to record, track, handle the data related to the sales process in business. Specifically, businesses can use Excel file to:
- Information storage products (sku, name, price, inventory)
- Recorded orders arising daily
- Track revenue, public debt customers
- Synthesis report from time to time (day, week, month)
Here's the solution be viewed as a beginning simplest way to control cash flow from operations sales – when businesses do not have conditions for development accounting software or no need for complex systems.
2. Download now Excel file sales management online simple (new 2025)
To support the business is still in the testing phase, here are the free resources help you get started with Excel more effectively before switching to software.
File Excel, sales management online free (standard template 2025), including the sheet:
- Product category
- Manage orders
- Customer
- Personality inventory automatically
- Reported revenue by month
Suggestion tool support relay:
- Google Sheets + Google App Script: generate a report automatically, easy to use online.
- Airtable / Notion: visual Management, drag and drop, be used for small team.
3. The structure of an Excel file sales management simple, efficient
To Excel file really works in the sales support, temporary connection with the accounting, enterprises need to build a file structure in the direction logic – scientific – easy to control data. Here are the core components that a file Excel, sales management online should be:
Sheet product Management
Here is where to store the entire product portfolio of the business. Information should be:
- Product code (SKU)
- Product name
- Commodity group
- Unit
- Retail price / wholesale price
- The number of current inventory
- Threshold minimum of inventory
- Notes / description (depending on industry)
Purpose:
- Help sales staff quick lookup.
- Combined with sheet orders to inventory.
- Is the data platform to report selling inventory.
Sheet order Management
This is the heart of the Excel file sales management online because it contains data that arise daily. Information need have:
- Order code
- Single day
- Customer name
- Products purchased – quantity – unit price – discount (if have)
- Total money orders
- Status: paid / public debt
- Notes (if any)
Benefits:
- Recorded transactions in real time.
- The basis for general revenue – public debt.
- Combinations are with sheet revenue & inventory to track cash flow, inventory instant.
Sheet Customer Management
When extended scale businesses that need to manage customer information, to care, to monitor purchase history. Data required:
- Code KH
- Customer name
- Email – telephone number – address
- Group of customers (retailers, agents, vip...)
- The total number of units purchased, total amount, last purchase
Benefits:
- Support business division classification potential customers.
- The first step to deploy CRM as business grow more.
Sheet Management revenue by day/month
Aggregate data from sheet orders to report fast turnover, which may be accompanied by charts, table KPI. Information display:
- Revenue days
- Revenue months
- The rate of growth cycle
- The rate of complete menu / menu
- Gravity by product group or channel sales
Suggested specifications: Use Pivot Table + chart to visualize data.
Sheet inventory control
Help track the amount of inventory over time, give a warning when the product is almost over. Information need have:
- Item code – product name
- Survive the beginning of the period
- For sale (automatically deducted from sheet orders)
- Additional income (if any)
- Survive the end of the period
- Red alert when below the minimum threshold
Potential risks: When no timely update, files are prone to errors or duplicate data, affect the planning of purchases or sales.
Sheet synthesis report
This is sheet highest, using data from the sheet to another in order to integrated into the dashboard mini. Can present indicators such as:
- Sales date / month / quarter
- Top selling products
- Group of customers buy most
- Inventory the most
- The rate of single refund / return
This section helps business owners to capture business situation quickly every day without need to open each sheet.
4. Why small and medium businesses often start with Excel file sales management simple?
- The cost is almost equal to 0: Excel is often pre-installed in the computer, office or used for free via Google Sheets. Businesses do not need the initial investment for the software, do not incurred operating costs monthly. This is the key element for the business is in a stage of reduction of the budget.
- Easy to pattern design according to the needs: The business owner or accountant can create Excel template sales manager, under the process private. The File may be expanded or edited according to industries such as: retail, wholesale, business, food, fashion, services, etc.
- No need for technical training: Excel is the tool familiar to most office staff, especially the accounting department. No need training time complexity as when deploying new software.
- Integrated temporary accounting process is at: Business can separate the sheet to manage orders, customers, inventory, and then integrated into the final report states. Here's how flexible when there is no system for automatic connection between the parts.
Additional data: According to the report of VietnamFinance 2024, 64% of enterprises SMEs in Vietnam using Excel to manage sales in the first 2 years of establishment. Among them, more than 70% still maintain this tool until arises the problem of false data, lack of transparency or the volume of transactions increases.
5. Limitations of using Excel file sales management online long
Whether is a solution efficient start, but the Excel file management sales online doesn't have to be the sustainable when businesses step into the development phase. Here are the common risks:
- Easy to errors due to data entry manually: Excel does not have features checking errors or warning smart. When entering the wrong price, customer name, number... will lead to the data of revenue, public debt is false.
- Without the right authorization & security: Everyone can edit the file contents. Just 1 mistake that may cause loss or damage to data, the entire sale system.
- No link data with accounting, treasury, public debt: Excel cannot automatically updates the data into the accounting system, or student, bill. The accounting department must manipulate the whole, leads to: Late reports; recognized the wrong sales; False inventory; Difficult to control public debt customers
- Not respond when expanding a multi-branch, multi-channel: When you open the add point of sale new or more business on the floor, ecommerce, Excel can't gather data on the concentration – induced disorders, lack of transparency.
Figures worth noting: According to the study of BizInsider Vietnam (2023), more than 80% of businesses use Excel've met at least 1 times misleading accounting data leads to financial reporting is returned. In it, 42% of cases lead to loss of customers or financial losses.
This is the time businesses need to weigh the switch to the accounting software professional integrated management sales AccNet ERPwill help businesses:
- Sales management – accounting – logistics on a single system
- Automatic updates revenues – liabilities – inventory in real time
- Warning, low inventory, manage orders, many branches
- Create financial reports accurately in just 1 click
6. When business should transfer from Excel to accounting software professional?
File Excel, sales management online simply logical tools in the initial startup phase. However, when a business enters a phase of growth, expanding sales channels, manage the public debt complex, then the continuation of Excel users will create more barriers in operation, accounting, decision making. Here are 5 signs that business should upgrade system:
- The number of orders increased from 30 units/day and above: When a business has over 30 transactions per day, the import will cause overload, easily confused, wrong number of material orders, wrong inventory, which leads to a lack of orders, delivery delay or loss of customers.
- Connection related departments: sales – inventory – accounting: Excel serves as a table, take notes independently. When the need to synchronize data sales with inventory recorded accounting, it is imperative to manipulate the craft, take time, wrong number high.
- Failure of financial statements: Due to data scatter, the accounting department often meet difficulty in collating data output – input. The report public debt, tax, profit... is slow, wrong, even led to legal risks if false tax reports.
- Manage multi branch or sales online multi-channel: The use of multiple Excel file separately by each branch/sales channel, causing fragmentation data. Businesses do not have the overall look in real time, not timely decisions.
- Want to grow but have limitations because the data is not transparent: The lack dashboard overall lack of, lack of security that businesses can't deploy KPIS, measure employee performance, track net profit according to the product.
Solution: Switch to the accounting software integrated the sales AccNet ERP
AccNet ERP is the foundation accounting software designed especially for enterprise supports synchronization of business from the sale – warehouse – liabilities – accounting integrated on the same system. Outstanding benefits of AccNet ERP:
- Recorded orders – export inventory – invoice automatically, no need to enter manually
- Automatically report sales, profits, debts and instant updates
- Authorized users, prevent edit wrong data security accounting
- Connect multiple branch management, goods according to each point of sale
- Financial statements – cash flow – inventory displayed visualization form dashboard
No longer worry about late report wrong number, or the loss of accounting data. With AccNet ERP, you control the entire business processes based on real data – in real time.
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File Excel, sales management online simple solution is effective for stage startups. However, when businesses expand, requiring the precision – sync – transparency in accounting data, operating, then Excel does not have enough capacity to meet the. Instead of continuing patched the Excel file discrete business should invest in foundation accounting software integrated as AccNet ERPto:
- Sync sales process – accounting – logistics
- Reduced processing time of data crafts
- Increased accuracy – transparency report
- Decision support fast from financial data in real time
Are you looking for a software solution, accounting integration, sales management optimized for business English? Please contact us for advice or book a free demo software AccNet ERP today according to the information below!
CONTACT INFORMATION:- ACCOUNTING SOLUTIONS COMPREHENSIVE ACCNET
- 🏢 Head office: 23 Nguyen Thi huynh, Ward 8, Phu Nhuan District, ho chi minh CITY.CITY
- ☎️ Hotline: 0901 555 063
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