Sales & customer orders

Price the offer on a clear basis

Prepare the quote for the correct customer, selling entity and business contact. Select the effective price list and quantity tier, with the buying or selling unit converted through the product’s reviewed definition.

Keep drawings, specifications and other customer requirements with the offer. Their accepted version matters to engineering as much as the price: a later attachment cannot silently replace the requirement against which the customer agreed to buy.

Line discounts and the allocated header discount reduce the list extension once. The resulting net amount is the commercial amount carried forward. A displayed discount cannot be subtracted again when the order or invoice is created.

• Retain the quoted unit and base quantity together.
• Keep currency, tax treatment and conversion evidence explicit.
• Allocate header reductions and final rounding consistently.
• Preserve unknown margin when the required cost is unavailable.

Independent Sales Manager review handles the required price or margin exception. Routine preparation and sending follow the approved commercial policy; the separate order approval still applies to every accepted order.

Know which version the customer accepted

The offer freezes its products, quantities, prices, tax basis, requirements and terms. A sent message is not acceptance, and an internal approval is not the customer’s agreement.

Customer acceptance identifies the current unexpired version and the person authorized to accept it, including all required accepting parties. A response to a superseded offer cannot approve the latest revision. Successful sending and actual acceptance keep their own dates and evidence.

If material details change, prepare a successor for renewed review and acceptance. Already agreed or fulfilled work remains traceable instead of being overwritten by a new description or price.

Approve the whole customer commitment

Independent Sales Manager approval binds the complete order revision. Review the customer’s agreement, quantities, destination, payment terms, manufacturing requirements and current credit position before releasing the commitment to fulfilment.

Credit review combines open receivables and approved uninvoiced commitments without counting shipped but unbilled demand twice. A proposed increase retains its own exposure; reducing an unrelated order cannot hide it.

Finance Manager independently authorizes any required finite credit exception. That financial decision does not replace Sales Manager order approval. Missing limits or conversion rates leave the order unresolved rather than implying unlimited credit.

Give production one demand to fulfil

An approved order line supplies manufacturing with its remaining customer requirement. Planned supply and released work keep that identity, so the same accepted line cannot produce another demand merely because planning runs again.

Production planning can link made goods to the order or fulfil it from eligible stock. A proposed work order, a forecast or an opportunity does not prove that goods are ready. Sales can follow progress while shortages, quality holds and incomplete production remain visible.

Changes to the required quantity, specification or promised date must account for work already purchased, issued or completed. Engineering and production decisions remain with their own owners; commercial agreement cannot authorize an unreviewed factory change.

Follow partial shipments and billing

Partial fulfilment retains each line’s actual shipped quantity and remaining commitment. Picking reserves goods for the order; actual verified handover transfers title and stock cost once. Customer delivery confirmation adds its own result without issuing the goods again.

An invoice uses only eligible unbilled shipped quantities and their accepted net allocations. Independent Finance Manager approval reviews the exact billing revision. The invoice creates the receivable, revenue and tax without repeating the shipment’s inventory or cost effect.

Original promises remain visible beside agreed reschedules. Failed, refused or returned delivery does not erase what originally shipped, and another attempt cannot count already accepted goods again.

Make changes without losing completed work

Amendments change eligible remaining scope while preserving fulfilled quantities and value. Cancellation releases only unused commitments. Shipped goods, posted invoices and settled cash require their own traced return or correction.

A physical return and commercial credit remain separate decisions. Credit does not automatically restock inventory, and returned custody does not authorize a refund. Replacement, revised supply or short-close must explain the remaining customer obligation.