Order-to-cash

Step by step

1. Lead qualified Sales Rep

   Sales Rep records the inquiry and activity history, then matches or creates the correct account, contact and opportunity. Qualification retains a stable source identity so repeating the action cannot create another customer or duplicate opportunity.

   • Retain the qualified customer relationship
   • Updates Leads, Activities, Accounts, Contact persons

2. Opportunity Sales Rep

   Sales Rep maintains stage, expected close, probability and next action. Sales Manager reviews forecast and ownership within entity scope, keeping open pipeline and accepted outcomes distinct.

   • Maintain the forecast and next action
   • Updates Opportunities, Activities

3. Quote Sales Rep or Sales Manager

   Sales Rep resolves effective product prices and prepares net offered amounts. Eligible quotes within their discount authority use the explicit own-approval path; otherwise Sales Manager decides. Actual discount derives from authorized list versus offered price. The complete version, cost/currency basis and decision are frozen before sending and acceptance.

   • Authorize the exact offered terms
   • Updates Quotes, Price book entries, Document revisions, Approvals
   ApprovalA person approves before the work moves on.

4. Sales order Sales Manager or Controller

   Sales Manager approves within order authority and available customer credit; Controller reviews exceptions. Credit includes open invoices and existing approved unbilled commitments, with atomic reservation for this order. Controller separately controls lifting a credit hold. Conversion preserves accepted net value without discounting it again.

   • Preserve accepted value and reserve credit
   • Updates Sales orders, Sales allocations, Credit exposures, Approvals
   ApprovalA person approves before the work moves on.

5. Allocate or make Warehouse Operator or Production Planner

   Warehouse Operator reserves eligible stock for from-stock work; Production Planner handles make-to-order demand. Contract delivery cycles and their generated orders are counted once. Direct recurring billing follows its own agreed cycle instead of inventing a physical shipment.

   • Reserve or plan the remaining demand once
   • Updates Inventory reservations, MRP runs, Work orders, Contract cycles

6. Pick and ship Warehouse Operator

   Warehouse Operator confirms eligible dispatch against its line, quantity, lot or serial and cost. Warehouse shipments consume exact stock claims. Seller-as-principal drop-ship deliveries use verified title-transfer and customer-delivery evidence through in-transit ownership; no warehouse custody is fabricated. Partial dispatch consumes only its scope; labels alone cannot ship goods.

   • Post actual dispatch and its cost
   • Updates Shipments, Shipment items, Stock events

7. Invoice Controller

   Finance Clerk submits the eligible shipment or direct-cycle amount at the frozen accepted net price, with final tax and coding. An independent Controller approves the exact regular-invoice revision through Approvals before posting or issue. The actual approver cannot be its originating person, preparer or material editor, including under delegation. Finance Clerk executes only that approved revision after current source and period checks. Concurrent preparations cannot reuse the same unbilled scope. Issued corrections follow the authorized credit path, and an external delivery retry does not issue another invoice.

   • Independently approve the exact regular invoice, then post and issue its eligible scope
   • Updates Invoices, Invoice items, Sales allocations, Approvals, Document revisions
   ApprovalA person approves before the work moves on.

8. Cash applied Finance Clerk

   Finance Clerk records confirmed received money once against bank and unapplied-cash control, then settles the identified invoices. Cash consumed, document-currency settlement, discounts, write-offs and withholding retain separate amounts and rates. Aging follows residual debt; a credit or refund does not erase historical cash or remove an active hold without authority.

   • Reclassify cash and settle the documented debt
   • Updates Payments received, Payment applications, Credit applications

Sales Rep

Develops and prices the deal.

Sales Manager

Decides commercial authority.

Controller

Handles credit exceptions and independently approves regular invoices.

Warehouse Operator

Dispatches.

Production Planner

Plans made goods.

Finance Clerk

Invoices and reconciles cash.