Order to cash
Carry the customer promise from a reviewed offer to actual payment.
5 stages · 2 approvals
Roles and responsibilities
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Step 1Quote
Quote NumberAccountValid UntilNet Total
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Step 2Sales order
Order NumberAccountShipment ModeNet TotalCustomer Handover
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Step 3Pick and ship
Shipment NumberOrderModeWarehouseCustomer Handover
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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
Sales Coordinator prepares the offer from current product, selling-unit, price and customer terms. The offer retains specification, label and minimum remaining-life requirements alongside the agreed delivery basis. Cost and margin evidence remain explicit for review; actual customer agreement and successful offer transmission have their own evidence.
Approval required
Sales order
Sales Manager independently approves the complete accepted order revision, excluding its preparer and material editors. Prices, discounts, units, delivery requirements and remaining quantities are frozen. Required Finance Manager credit exception is additional. Later changes to unexecuted scope need renewed review while performed quantities retain their history.
Pick and ship
Warehouse Operator picks and packs the exact eligible population against current claims. Holds, expiry, opening limits and customer remaining life are rechecked; changing the delivery date can invalidate an earlier selection. Warehouse Manager independently releases the ready shipment before actual carrier dispatch or customer handover. That handover owns title, stock issue and cost of goods sold once.
Approval required
Invoice
Accountant prepares billing from unbilled title-transferred scope and its accepted net allocations. Finance Manager independently approves every invoice revision, excluding preparers and material editors. The local posting establishes receivables, revenue and applicable tax without another stock issue. Actual customer transmission remains separate from approval and posting.
Cash applied
Accountant records confirmed customer cash and allocates eligible unapplied funds to the invoice under reviewed policy. Receipt and invoice currency amounts keep their own basis. Application clears current carrying without another bank movement; required discount, write-off or refund decisions remain with independent Finance Manager. Uncertain evidence retains the affected claims for reconciliation.
Approvals and exception handling
2 approvals required in this process
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Sales order
Sales Manager signs · pick and ship waits
SalesOrders, SalesOrderLines, SalesAllocations, CreditReviews, ApprovalDecisions -
Invoice
Finance Manager signs · cash applied waits
Invoices, InvoiceLines, SalesAllocations, JournalEntries, ApprovalDecisions - Partial handoverBilling consume the same accepted quantity and value only once, including the final rounding remainder.
- A later holdReturn or loss preserves actual shipment and accepted delivery history; it does not reopen the original dispatch.
- Physical returnQuality disposition, credit and refund retain separate evidence and decisions.
- A submitted change invalidates stale unexecuted approvalInstructions, while actual completed events remain immutable.
When the process needs attention
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exception
Sales order
Required Finance Manager credit exception is additional.
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hold
Pick and ship
Holds, expiry, opening limits and customer remaining life are rechecked; changing the delivery date can invalidate an earlier selection.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Quote | QuotesQuoteLinesAccountsProductsPriceListEntries | Proposed commercial terms and customer requirements |
| 2 Sales order | SalesOrdersSalesOrderLinesSalesAllocationsCreditReviewsApprovalDecisions | Approved customer commitment and remaining allocations |
| 3 Pick and ship | PickTasksInventoryReservationsLotPortionsShipmentsShipmentLinesStockEvents | Actual custody movement followed by evidenced title and stock issue |
| 4 Invoice | InvoicesInvoiceLinesSalesAllocationsJournalEntriesApprovalDecisions | Approved receivable, revenue and tax for eligible delivered scope |
| 5 Cash applied | CashReceiptsCashApplicationsBankAccountsCreditApplicationsFinanceCorrections | Actual receipt and bounded settlement of outstanding debt |
Process reports
All reportsLot Availability and Shelf Life
Show InventoryPositions and LotPortions with Lots, InventoryReservations, QualityHolds and the effective ShelfLifePolicies/LotDateEvents: owned quantity, disjoint restricted or claimed scope and currently eligible quantity in each product's base unit, with explicit unknown dates and evaluation time; apply customer remaining-life and expected-delivery requirements only for the identified order scenario and do not add parent portions to their children.
Order and Supply Position
Compare remaining SalesOrderLines with reviewed purchasing, ReceiptAcceptances, SalesAllocations and actual ShipmentLines at compatible company/product/unit cutoffs; preserve accepted, reserved, performed, cancelled and returned history as distinct populations, show quality/date eligibility in the selected delivery scenario and do not treat held receipts, expected production or a financial credit as immediately available supply.
Quality and Release Position
Follow QualityInspections, InspectionResults, NonConformanceReports and QualityDispositions against the applicable controlled specification and exact lot population, showing missing/unknown evidence, independent decisions and unresolved restrictions; retain overlapping hold reasons without counting the same held quantity twice, and distinguish valued physical output from quality eligibility without creating another inventory balance.
Run by an agent
Agent support
An assistant cannot provide required independent human approval, establish food fitness or invent an actual inspection, production event, delivery or payment. It cannot clear unresolved holds through a summary, extend a lot's life without the required evidence or treat an imported result as a release decision.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› order to cash · quote on Quotes, QuoteLines, Accounts, Products, PriceListEntries
✓ Sales Coordinator prepares the offer from current product, selling-unit, price and customer terms.
› order to cash · sales order on SalesOrders, SalesOrderLines, SalesAllocations, CreditReviews, ApprovalDecisions
⏸ approval · waiting for the sales manager
# 3 more stages after approval: pick and ship, invoice, cash applied
Other processes
5 moreProcure to pay
Bring ingredients and packaging from reviewed purchase through supplier settlement.
8 stages · 3 approvals
Review and release
Bring evidence and remaining restrictions together before releasing a population.
7 stages · 1 approval
Allocate and dispatch
Choose suitable lots and carry their claims through actual customer handover.
7 stages · 1 approval
Trace and withdraw
Find affected goods and coordinate a reviewed response with clear follow-through.
8 stages · 3 approvals