Order to cash
Carry an approved goods order through actual shipment, billing and collection.
5 stages · 2 approvals
Roles and responsibilities
-
Step 1Quote
Quote NumberAccountValid UntilNet Total
-
Step 2Sales order
Order NumberAccountContractNet Total
-
Step 4Invoice
Invoice NumberAccountDocument TypeNet AmountCredit Note
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Quote
Estimator prepares the customer offer with products, quantities, units, prices and payment terms. Preserve the cost and commercial assumptions used for review and the exact version the customer accepts. Revisions retain the earlier offer and its evidence. A project variation follows its own contract approval path instead of quietly changing this order's remaining supply.
Approval required
Sales order
Independent Commercial Manager reviews the submitted order, accepted scope, customer exposure, currency and required commercial exceptions. The decision excludes the preparer and material editors and binds the current order and reviewed contract basis, including standalone goods sales. Approved quantities and amounts become the bounded source for stock and billing allocations; a later increase requires review of the affected scope and authority.
Pick and ship
Warehouse Operator picks released eligible stock and records actual customer handover or carrier dispatch. Warehouse Manager controls the stock release and physical exceptions. The actual handed-over quantity transfers title and owns its stock and cost effect once. Partial shipment leaves the remainder available only through its outstanding order demand. Delivery confirmation preserves subsequent acceptance history; a return or loss cannot make the old shipment into a fresh supply event.
Approval required
Invoice
Independent Finance Manager reviews the prepared invoice, exact available shipment allocations, tax treatment and financial basis. Earlier claims reduce the scope available to another draft. A separately approved performance assessment owns any earned revenue. Invoice issue records receivable, tax and contract-position movements, without another revenue, inventory or cost-of-goods posting. Partial billing consumes only its allocated amount, retaining the final rounding remainder with the original source.
Cash applied
Accountant applies confirmed receipt evidence to the eligible customer and company balances. Preserve the document, cash-currency and current functional carrying amounts. A partial payment leaves the rest due; unapplied money remains a reconcilable liability. Discounts, write-offs, refunds and protected corrections require their separate Finance Manager authority. An uncertain bank outcome remains a reconciliation task rather than proof of settlement.
Approvals and exception handling
2 approvals required in this process
-
Sales order
Commercial Manager signs · pick and ship waits
SalesOrders, SalesOrderLines, CreditReviews, DocumentRevisions, ApprovalDecisions -
Invoice
Finance Manager signs · cash applied waits
BillingObligations, BillingAllocations, Invoices, InvoiceLines, RevenueAssessments, ApprovalDecisions, JournalEntries - Actual personMaterial authorship determine independence; a different login or role alone cannot supply it.
- Shipment, invoiceCash retain distinct economic identities, with retries returning their existing effects.
- Customer returns retain the original shipped scope; replacements require new authorized fulfillment.
- Missing rates or tax evidence stay unresolvedWhile reviewed zero amounts retain their evidence.
- Site transfersAccepted project services use their own routes without fictional customer shipments.
When the process needs attention
-
exception
Sales order
Independent Commercial Manager reviews the submitted order, accepted scope, customer exposure, currency and required commercial exceptions.
-
exception
Pick and ship
Warehouse Manager controls the stock release and physical exceptions.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Quote | AccountsContactPersonsQuotesQuoteLinesEstimateComponents | Prepare the reviewable goods offer |
| 2 Sales order | SalesOrdersSalesOrderLinesCreditReviewsDocumentRevisionsApprovalDecisions | Authorize current commercial scope |
| 3 Pick and ship | SalesAllocationsInventoryReservationsPickTasksShipmentsShipmentLinesStockEventsDeliveryConfirmations | Record actual handover and post its stock cost once |
| 4 Invoice | BillingObligationsBillingAllocationsInvoicesInvoiceLinesRevenueAssessmentsApprovalDecisionsJournalEntries | Approve and issue the allocated customer balance |
| 5 Cash applied | CashReceiptsCashApplicationsBankStatementLinesJournalEntries | Settle the approved scope from confirmed cash |
Process reports
All reportsRevenue and Contract Balances
Reconcile approved RevenueAssessments/RevenueAssessmentLines and effective PerformanceAllocations with signed ContractBalanceMovements at the reviewed accounting-contract unit, retaining obligation-level allocated price, evidence and recognized/billed/assigned-advance components; present the net contract asset or liability only after same-unit aggregation, keep unconditional AR and tagged conditional retention from being counted again, and preserve reviewed monetary classification, historical nonmonetary advance basis, current carrying and attributable FX without netting unrelated contracts or entities.
Local Financial Statements
Produce each entity's trial balance, income statement and balance-sheet mappings from posted JournalEntries/JournalLines in the selected period/cutoff, retaining original and compensating effects with balanced functional debits and credits; reconcile stock, production WIP, accepted subcontract accruals, resource absorption and actual-cost clearing, net contract positions, receivables, payables, retention and advances to their distinct sources and opening controls, with no cross-entity netting, implicit consolidation or second journal from a report.
Estimate Comparison
Compare Quotes, QuoteLines and EstimateComponents by project, offered revision and accepted alternative using frozen quantities, units, selling assumptions and effective cost/rate evidence; show material, labor, equipment, subcontract and other planned cost separately from accepted price and approved changes, retain reviewed zero versus unresolved cost, and leave margin percentage unavailable when its cost basis is unresolved or its net-price denominator is zero.
Material Availability and Use
Reconcile InventoryPositions, StockLayers, reservations and StockEvents with project requirements, material usage and transfer/return history by entity/product/location/required lot or serial at a retained cutoff; report owned quantity and current carrying separately from customer/vendor custody, available versus held or claimed stock, actual job consumption and issued production WIP, excluding internal transfers and repeat supplier billing from new project expense.
Progress and Billing Position
Compare current accepted ProjectContracts/SalesOrderLines with cumulative ProgressApplications, externally evidenced ProgressCertificates and conserved BillingObligations/BillingAllocations by contract and source currency; show certified-to-date, prior certified increments, active billing claims, gross billed, conditional/unconditional retention and eligible unbilled scope independently of paid cash, preserving the same stored-material amount through installation while allowing separately priced installation work and a separately assessed first revenue-recognition delta.
Run by an agent
Agent support
An assistant cannot provide a required independent human decision or invent customer certification, accepted site work, actual delivery or payment. It cannot treat unused stock as consumed, turn intermediate production progress into finished goods or bill the same source twice.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› order to cash · quote on Accounts, ContactPersons, Quotes, QuoteLines, EstimateComponents
✓ Estimator prepares the customer offer with products, quantities, units, prices and payment terms.
› order to cash · sales order on SalesOrders, SalesOrderLines, CreditReviews, DocumentRevisions, ApprovalDecisions
⏸ approval · waiting for the commercial manager
# 3 more stages after approval: pick and ship, invoice, cash applied
Other processes
5 moreEstimate to contract
Carry a reviewed estimate into an agreed scope, budget and financial basis.
8 stages · 4 approvals
Procure to pay
Match supplier commitments to real deliveries, accepted subcontract work and payment.
8 stages · 4 approvals
Record and certify work
Connect accepted site activity to a reviewable customer progress application.
7 stages · 4 approvals
Prefabricate to stock
Make accepted assemblies from released work, traced material and actual workshop cost.
8 stages · 5 approvals
Bill and collect
Bill eligible contract scope and keep advances, retention and cash reconciled.
7 stages · 4 approvals