Sales process registers

These registers define what kinds of sales exist, which steps a sale goes through, and what extra information is collected from customers and participants. They affect every sale created in Willba, the webshop and the POS.

SAL - Sales Facet (sales types)

A sales facet is a type of sale, for example Accommodation, Meeting, Course or Event. Staff pick the type when creating a new sale, and the type decides which sections the sale has.

Field	What it affects
Name, Abbreviation, Color	How the type is shown in sales lists, calendars and search.
Sales type	The basic shape of the sale: SALES (a normal sale or reservation), EVENT (an event people can enrol in), ENROLLMENT (an enrolment to an event).
Features	Which sections are available on sales of this type. See Features below.
Open features	Which of those sections are shown open by default. Features not listed here are available but hidden until the user opens them.
Customer required	When on, invoices of these sales always need a customer — also cash invoices. When off, a cash sale can be completed without a customer (typical for POS sales).
Probability estimate	Lets staff enter a probability (%) for offers of this type, used in sales forecasting.
Participant list defaults	Page size, sorting and grouping of the participant list. Only used when the Participants feature is on.
Hide new sales creation	Hides this type from the quick "new sale" choices in the POS. The type can still be used elsewhere.
Default participant fields	Custom participant fields (see participant fields) added automatically to new sales of this type.
Default dimension labels	Dimension labels pre-filled on new sales of this type. Staff can change them.
Dimension target	Which dimensions can be selected on sales of this type.
Sales marks as unavailable	For sales types that only block capacity, e.g. Maintenance or Renovation. Reservations of these sales are left out of occupancy reports and the Statistics Finland accommodation report.
Restricted to sites	Sites where this type can be used. Empty = all sites.

SAL - Facet feature

The list of features a sales type can switch on. The names are fixed — each entry must match one of the names below exactly (upper case). Only add entries with these names: a misspelt name causes errors when sales types are opened.

Feature	Enables
ACCOMMODATION	Room reservations and assigning participants to rooms. Enforced: rooms cannot be added to a sale whose type lacks this feature.
PARTICIPANTS	The participant list and the estimated participants field.
RESERVATIONS	Calendar resource reservations (meeting rooms, equipment, staff).
PRODUCTS	Product rows.
MEALS	Meals and packet meals.
TASKS	Tasks.
ATTACHMENTS	File attachments.
GUEST_COMMUNICATION	The Communication tab for DigitalGuest messages.
COMMISSION	Commission settings. Requires Sales commission to be enabled in Global Configuration.
PUBLISH, PUBLISH_ROOM	Publishing the sale, or its rooms, to the webshop.
VST	The VST options for state subsidy reporting. Only sports institutes need this.
OVERVIEW	The overview section. Include it on every sales type.
ORDERS	The orders section.
ENROLLMENTS	Enrolments. Only for event sales types.

SAL - Sales States

Sales states are the steps a sale moves through, such as Inquiry, Offer sent, Confirmed, Invoiced. You can name the steps freely, but each one must be linked to one of Willba's fixed basic states (System state), which decide how the sale behaves.

Basic state	Meaning
DRAFT	Not yet a real sale. Does not reserve capacity.
OPEN	An active sale.
CLOSED	Completed.
CANCEL_PROCESS	Cancellation in progress.
CANCELLED	Cancelled. Releases capacity.
DELETED	Deleted.

Which basic state can follow which is built into Willba. Your own states add names and extra checks on top.

Field	What it affects
Key	Short technical name of the state. Do not change once sales use the state.
Name	Label shown to staff. Translated per language.
System state	The basic state, see the table above.
Is confirmed	An OPEN state marked confirmed counts as a confirmed booking — for example accommodation availability shows it as confirmed instead of tentative.
Process order	Order of the states in the state picker. Also decides which state Willba uses automatically: the first DRAFT state for new drafts, the first confirmed OPEN state when a sale is confirmed automatically (for example from the webshop), and the first CLOSED state when a sale is completed automatically.
Disabled	Hides the state from the picker. Sales already in the state are not affected.
Required validations	Conditions that must be met before a sale may enter this state. See below.

Required validations

Validation	The sale can enter the state only if…
Customer exists	the sale has a customer.
All orders completed	every order is closed or cancelled.
All orders cancelled or no payments and accepted invoices	no active order has payments or accepted invoices.
No payments	the sale has no payments.
No accepted invoices	no invoice has been accepted.
No pending check-outs	all guests have been checked out.
No checked participants	no participant has been checked in.
No sent offer or confirmation	no offer or confirmation document has been sent.

SAL - Sales State Reason

Reasons staff can select when changing a sale's state, typically cancellation reasons. Translated per language. Do not change the key of a reason that is in use.

SAL - Check tasks

Tasks created automatically after a visit ends, for example "Check sale before invoicing". Willba checks ended sales on a schedule and creates the task once per sale.

Field	What it affects
Name	Task title.
Assignee	User group the task is assigned to.
Due after days / weeks, Fixed weekday, Due time	When the task is due, counted from the visit's end date.
Active on	Sales types that get the task.
Active in sites	Sites where the task is created. Empty = no site; select at least one.

Check tasks can also be used as a condition in automated sales actions. Changing a check task does not affect sales that have already been processed.

SAL - Payment agreements

Payment agreements (code + name) record how a sale is agreed to be paid, so that everyone handling the sale knows what to do. Examples:

• Advance payment
• Payment on site
• Do not print revenue invoice

Sales can be filtered by payment agreement, and payment agreements can be used as a condition in automated sales actions. A payment agreement does not change invoicing or accounting by itself.

SAL - Guest Communication Templates

Message templates for the DigitalGuest integration.

Field	What it affects
Name, Code, Description	Identify the template. The code must match the template in DigitalGuest.
Message recipients	Who receives the messages: participants, the customer, and/or the event's customer.
Default for dimensions	The template is selected automatically for sales with these dimension labels. When several templates match, the one matching the most labels wins.
Restricted to sites	Sites where the template is available. Empty = all.

PAR - Participant Field Definitions

Custom fields for collecting extra information about participants, for example emergency contact or t-shirt size. The fields appear in Willba's participant details and, if chosen, on the webshop registration form.

Field	What it affects
Key	Short technical name of the field. Use the same key in every language version of the field.
Name, Description	Label and help text. Translated per language.
Field type	Text, text area, number, date, yes/no, dropdown or multi-select.
Options	Choices for dropdown and multi-select fields.
Options editable	Whether users can add their own values to a dropdown / multi-select.
Active	Inactive fields are no longer offered for new sales.
Default webshop visibility	Required, visible or hidden on the webshop form. This is only the starting value: each sale can override it, and changing the default does not affect sales that already use the field.

Fields are added to sales either manually or automatically through a sales type's default participant fields.

The standard participant fields (name, birth date, allergies, …) are configured separately in the webshop registers.

CNF - Sales config

Field	What it affects
Default facet for reservation	The sales type used when a sale is created directly from a calendar reservation, or by the webshop.
Default facet for room	The sales type used when a sale is created from a room booking.

CNF - Order defaults

Field	What it affects
Offer valid to durations	Choices (in days) for an offer's validity. The first value is the default.
Invoice due at durations	Choices (in days) for an invoice's payment term. The first value is the default.
Default durations	Company-specific default offer validity and payment term, overriding the first values above.
Refund payment types	Which payment method may be used to refund a payment made with a given method, e.g. online payments refunded as cash. If nothing is set, Willba's built-in rules apply.

Related global settings

In GLB - Global Configuration:

• Sales default language — the language of new sales, which decides the default language of their documents and emails. Staff can change the language per sale.
• Sales commission — shows or hides commission fields throughout Willba.