Order to cash

Connect approved local goods orders with delivery, billing and collected cash.

5 stages · 2 approvals

Roles and responsibilities

Front Desk Coordinator Property Manager Warehouse Operator Accountant Finance Manager System 1 Quote Quotes 2 Sales order SalesOrders 3 Pick and ship PickTasks 4 Invoice Invoices receivable · system 5 Cash applied CashReceipts
  1. Step 2Sales order
    Sales Orders Awaiting ApprovalSubmitted
    Order NumberPropertyAccountShipment Mode
    Customer Handover
  2. Step 4Invoice
    Invoices Awaiting ApprovalPendingApproval
    Invoice NumberPropertyAccountDocument Type
    Credit Note
Red diamonds require approval.Rows show responsibility for each step.Dashed lines are records the system creates.

Process steps

Follow the process from start to finish. Select a step to see who acts and what changes.

Quote

Front Desk Coordinator prepares the account, items, quantities, terms and current price basis. Product units, currency and tax treatment remain explicit. Customer agreement and the quote's revision are retained for the order reviewer, including any changes to promised quantities or delivery arrangements.

Responsible
Front Desk Coordinator
Records
QuotesQuoteLinesAccountsPriceListEntries
Effect
Current customer offer
Approval required

Sales order

Independent Property Manager approves the exact order revision, excluding its preparer and material editors. Current commercial authority, required credit review and finite exceptions must be satisfied. The accepted scope freezes the local billing route and allocates quantities and net amounts that later fulfillment can consume.

Responsible
Property Manager
Records
SalesOrdersSalesOrderLinesSalesAllocationsCreditReviewsApprovalDecisions
Effect
Independently accepted local goods order

Pick and ship

Warehouse Operator picks eligible approved stock and records verified actual handover after Warehouse Manager's required readiness authorization. Actual customer handover or carrier dispatch issues the exact quantity and carrying value once. Partial shipments preserve the remainder; delivery confirmation retains acceptance history without another stock issue. Only remaining scope confirmed eligible after reconciliation supports a further attempt.

Responsible
Warehouse Operator
Records
PickTasksInventoryReservationsShipmentsShipmentLinesStockEventsDeliveryConfirmations
Effect
Actual handover and stock cost once
Approval required

Invoice

Independent Finance Manager approves the current invoice against actual title-transferred, unreturned and unbilled source. Net amount, tax and adjustments follow the accepted allocation and reviewed posting basis. Posting creates the receivable and appropriate revenue/tax effect without repeating shipment cost. A PMS folio mirror never creates a second local invoice for that source.

Responsible
Finance Manager
Records
InvoicesInvoiceLinesSalesAllocationsApprovalDecisionsJournalEntries
Effect
Approved local receivable and revenue/tax

Cash applied

Accountant records confirmed local receipt evidence and allocates eligible cash to remaining invoice debt. Payment and document currencies reconcile through their recorded rates and current carrying. Discounts, write-offs, credits and refunds follow their required Finance Manager decisions. Unapplied cash stays available only within its proper account and currency scope; another PMS tender import cannot recreate it.

Responsible
Accountant
Records
CashReceiptsCashApplicationsCreditApplicationsBankStatementLinesJournalEntries
Effect
Confirmed local cash allocated once
Approvals and controls

2 approvals required in this process

  • Sales order Property Manager signs · pick and ship waitsSalesOrders, SalesOrderLines, SalesAllocations, CreditReviews, ApprovalDecisions
  • Invoice Finance Manager signs · cash applied waitsInvoices, InvoiceLines, SalesAllocations, ApprovalDecisions, JournalEntries
  • A room reservationGuest stay or imported folio charge follows PMS ownership; this local goods path does not duplicate its billing or cash.
  • Picks and reservations remain distinct from actual handoverAnd uncertain delivery outcomes remain blocked for reconciliation.
  • Customer returns trace original issue and dispositionPhysical return, credit and replacement authorization remain separate decisions.
  • Credits first settle remaining eligible original-invoice debt; surplus becomes bounded available credit rather than a negative invoice balance.
  • Returned payments preserve settlement historyReopen only the remaining valid debt; refunds require their own approved actual settlement.

Records and postings

StageRecordsEffect
1 Quote QuotesQuoteLinesAccountsPriceListEntries Current customer offer
2 Sales order SalesOrdersSalesOrderLinesSalesAllocationsCreditReviewsApprovalDecisions Independently accepted local goods order
3 Pick and ship PickTasksInventoryReservationsShipmentsShipmentLinesStockEventsDeliveryConfirmations Actual handover and stock cost once
4 Invoice InvoicesInvoiceLinesSalesAllocationsApprovalDecisionsJournalEntries Approved local receivable and revenue/tax
5 Cash applied CashReceiptsCashApplicationsCreditApplicationsBankStatementLinesJournalEntries Confirmed local cash allocated once
Data model →

Process reports

All reports

Goods Order and Billing Position

Follow each approved local SalesOrders/SalesOrderLines revision and conserved SalesAllocations through current claims, actual ShipmentLines/DeliveryConfirmations, Invoices/InvoiceLines and source-bound return/credit history; preserve the Property Manager order and Finance Manager invoice decisions, distinguish picked/ready quantity from actual title/handover and eligible unbilled scope, allocate accepted net/tax and final remainder once across partial outcomes, retain delivered/returned/lost history without reopening original entitlement, and exclude PMS-owned guest/corporate ledger components so the report cannot manufacture a local receivable or duplicate revenue from a mirrored folio.

Room Readiness

At each property's declared cutoff, show one current room with separate PMS occupancy/assignment, local HousekeepingTasks cleaning evidence, independently approved HousekeepingInspections and active RoomRestrictions/RoomDiscrepancies; current readiness requires its exact turnover revision and every applicable prerequisite, with blocked, unknown, conflicting and awaiting-confirmation scope visible; count distinct rooms once despite multiple tasks or overlapping blocks and preserve local restriction versus PMS sellability as separate dimensions, never turn a Clean task or sent status request into an occupied-room checkout or authoritative Available flag.

Local Financial Statements

Produce company GL, trial balance, income statement and balance-sheet views from posted JournalEntries/JournalLines at an explicit period/currency cutoff with permitted property/department dimensions, reconciling stock/transit/WIP, local AR/AP/GRNI, bank/cash/tax/FX and the separate PMS guest/deposit/corporate/tender control balances to their source reports; include each opening, physical use/output/title, approved local document, PMS bridge, clearing settlement and signed correction exactly once, exclude nonposting source mirrors and active claims from posted totals while showing unresolved close obligations separately, and do not imply consolidated books, cross-company netting or a universal lodging-tax return.

Run by an agent

Agent support

An assistant cannot supply an independent human approval or invent an external result. A requested booking is confirmed only from authoritative PMS evidence. Room readiness requires the actual work and selected inspection, and monetary or stock effects require their own approved sources.

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# Example after configuration $ curl -fsSL https://www.erp.ai/skill.md | paste into your agent › order to cash · quote on Quotes, QuoteLines, Accounts, PriceListEntries ✓ Front Desk Coordinator prepares the account, items, quantities, terms and current price basis. › order to cash · sales order on SalesOrders, SalesOrderLines, SalesAllocations, CreditReviews, ApprovalDecisions ⏸ approval · waiting for the property manager # 3 more stages after approval: pick and ship, invoice, cash applied

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