Orders & receivables

Allocate the accepted order

Sales Ops creates orders from the current active contract. Each order line consumes a bounded portion of its accepted contract line or cycle. Separate deliveries can use separate orders without repeating the full contract amount on every order.

The allocation preserves entity, customer, currency, charge unit and agreed net value. A discount already included in the quote is not applied again. The final eligible portion takes only the rounding remainder required to reconcile to the accepted source.

Order cancellation releases unused scope through the controlled path. It cannot erase an actual delivery, issued invoice or customer payment. Changes to commercial terms return for the required contract review before they create new executable commitments.

Finalize tax and issue the invoice

AR Clerk prepares invoice lines from unused eligible billing scope. The review compares accepted terms, order allocation and delivery, period or usage evidence. Concurrent preparations reserve that scope so the same quantity cannot appear on two invoices.

Tax assessment retains supply facts, jurisdiction, date, exemption evidence and rounding. Missing tax remains unresolved; zero tax requires its own valid basis. Finance exceptions go to an independent AR Clerk, while a material commercial-total deviation also needs the appropriate Sales Manager review.

Local invoice issue, accounting acceptance and sending have separate records. The configured accounting system owns its financial posting and revenue-recognition treatment. A successful email does not prove accounting acceptance, and a received accounting acknowledgment does not prove customer payment.

Apply money without losing its original identity

AR Clerk records an evidenced receipt or reconciled external cash record. Unidentified or unapplied money retains its original amount, currency and source while attribution is investigated. Editing an invoice’s paid amount cannot substitute for cash evidence.

Application separately records cash consumed in payment currency and the amount settled in invoice currency. Approved settlement discount and write-off remain noncash components. An invoice for 100 can close from 98 cash and a permitted 2 discount while recorded cash remains 98.

Current available cash and outstanding invoice debt are reserved together. Entity and customer must match, and any currency conversion retains its explicit basis. External accounting settlement evidence explains the financial exchange treatment rather than implying CRM maintains a separate general ledger.

Preserve credits, refunds and returns

Credits retain eligible original invoice lines, net value and tax. Issuance and application are separate: a credit can settle debt or remain available for a later permitted use. Historical cash applications survive a credit on a fully paid invoice.

Routine credits and write-offs follow the reviewed AR policy. Exceptions require an independent AR Clerk. Every refund needs independent authorization within payout authority and exactly one funding source: available unapplied cash or reserved surplus credit.

Uncertain requests retain their reservation until authoritative reconciliation. Confirmed rejection before execution can release it; a return after execution uses traced compensation. Credit-funded refunds do not also consume the original payment, and a replay cannot reopen or settle the same debt twice.

Follow up on the actual remaining balance

Outstanding Invoices uses residual debt, dates and dispute state. Dunning checks the current balance, permitted recipient, suppression and reminder cadence before sending. A scheduled job does not grant authority to resend an unresolved message repeatedly.

Cutover preserves original documents and explicit settled-to-date history as nonposting evidence. The opening residual and its historical applications reconcile once; imported Sent or Paid states cannot issue another invoice, reminder or refund.