Order to cash

Step by step

1. Allocate order Sales Ops

   Sales Ops creates the staged order from an active accepted contract. Each line reserves a bounded quantity and net amount from its contract line or cycle. Repeated generation keeps the original order identity, and cancellation releases only unused scope after checking downstream work.

   • Reserve accepted order scope once
   • Updates Orders, Order items, Commercial allocations

2. Confirm delivery Sales Ops or AR Clerk

   Sales Ops verifies partial delivery or provisioning proof against the order. Period-based services follow the signed cycle trigger. For metered work, Sales Ops verifies source usage and AR Clerk approves the signed billing basis. An active header or repeated callback cannot complete the whole order.

   • Confirm eligible delivery or measured work
   • Updates Fulfilment events, Usage records, Contract cycles
   Approvalfor delivery or usage assessment

3. Prepare invoice AR Clerk

   AR Clerk claims unused eligible fulfillment, period or usage scope and preserves the accepted net price. The preparation captures current tax evidence, currency, customer and dates. Missing tax remains unresolved, and concurrent drafts cannot each consume the same billing allocation. Prior minimum billing reduces the assessed usage-period charge.

   • Prepare bounded billing with resolved facts
   • Updates Invoices, Invoice items, Tax assessments

4. Review exceptions AR Clerk or Sales Manager

   An independent AR Clerk decides finance or tax exceptions within policy and authority. Sales Manager separately approves material changes to the commercial total. The invoice version cannot inherit a decision for different quantities, terms or tax facts; unresolved exceptions prevent issue.

   • Decide finance or commercial exceptions
   • Updates Tax assessments, Approval decisions, Document versions
   Approvalwhen required

5. Issue invoice AR Clerk

   AR Clerk issues the reviewed local document and records accounting handoff and customer delivery separately. Accounting acceptance comes from the configured authoritative route. A transport acknowledgment does not prove financial posting, and neither issue nor sending proves payment.

   • Issue locally and track external acceptance
   • Updates Invoices, Outbound deliveries, Integration events

6. Apply cash AR Clerk

   AR Clerk attributes evidenced received money and applies available cash to the same customer’s eligible debt. Payment-currency consumption, invoice-currency settlement, approved discounts and write-offs retain their separate amounts. Atomic reservations prevent double use of cash or invoice balance; remaining unapplied money stays visible.

   • Consume cash and settle documented debt
   • Updates Payments received, Payment applications, Invoices

7. Resolve credits and refunds AR Clerk

   An independent AR Clerk reviews disputed or above-policy credit/write-off scope and all refunds within payout authority. Routine eligible actions use their explicit policy. A refund reserves either available unapplied cash or surplus credit, never both, and waits for confirmed external settlement.

   • Authorize bounded credit or cash return
   • Updates Credit adjustments, Credit applications, Refunds
   Approvalfor required exceptions and every refund

8. Follow up AR Clerk

   AR Clerk reconciles residual debt, disputes and bank/accounting outcomes before dunning. Reminders recheck balance, recipient preferences and cadence at sending. Unknown execution retains reservations until evidence establishes settlement or safe retry; linked returns and reversals preserve the original document and cash history.

   • Reconcile outcomes and permitted reminders
   • Updates Dunning actions, Message deliveries, Integration events

Sales Ops

Coordinates orders and verifies delivery.

AR Clerk

Approves usage assessments, prepares billing and cash applications and independently decides required finance exceptions.

Sales Manager

Approves commercial changes.

Sales Rep

Follows the customer relationship and accepted commitment.