Customer orders

A sales representative prepares the offer against a named customer, entity, selling unit and current price basis. The accepted order carries quantity, net value, ship-to details and the title rule into fulfillment. The team keeps each handoff tied to its source record so changes to a later step do not quietly rewrite the earlier decision.

A sales representative quotes a stocked item to a customer with agreed terms. The representative records the quoted quantity, expiry and acceptance evidence. The sales manager reviews the accepted order revision; finance handles a credit exception when the proposed exposure exceeds the customer limit. Keep the approved revision with the work. When circumstances change, record the correction or next decision against that version.

• Quote. Sales Representative records the item, selling unit, price and expiry before sending an offer.
• Accept. Sales Manager reviews the current order revision; Finance Manager decides a credit exception when required.
• Fulfill. Warehouse Operator works from accepted line quantities, leaving the unshipped remainder visible.

The preparation and execution records answer different questions. A planned quantity describes intent; a posted movement, accepted receipt or confirmed payment describes what actually occurred. Keep both when comparing what was promised with what happened.

Agree who maintains the customer billing identity, who may alter pricing, and which evidence proves customer acceptance. Set a finite credit limit and decide when dispatch or delivery transfers title. Document the decision owner for each exception. Give users only the entity and location scope they need. Use a pilot with an ordinary case and a partial or failed case before allowing routine work to depend on the configuration.

The item code and customer or supplier identity should stay stable during migration. Where a document carries a currency or unit conversion, retain the applicable version with that document. A later master change should apply to future work, not change an accepted transaction.

Follow one accepted order through a partial shipment. Compare accepted line quantity with each fulfillment and billing allocation. A second attempt to claim the same quantity must be held for review. Ask the preparer and decision maker to review the same case separately. Compare the source quantity, the actual recorded quantity and what remains available for the next step.

The receiving team should be able to explain why the record is ready, what still needs review and who owns the exception. Rehearse a repeat submission and a changed source after approval. Keep the original evidence visible when the case is corrected.

• Customer Order Board — See draft, submitted and accepted orders with their owners and remaining work.
• Orders Awaiting Approval — Review submitted orders before stock is committed.

Follow the connected process, then review the record map and access rules.