Sales and customer orders

Sales Representative starts with an active customer in the correct legal entity. The account carries billing identity, payment terms, credit limit and a price list; ordering and delivery contacts are separate records. For a shipbuilding supply team, a customer may request a set of stocked components for a scheduled delivery. The representative needs the right buying unit and receiving address before promising a date.

A quote preserves its currency, price list, product unit, quantity and allocated discounts. Sales Manager reviews the offer before it is sent. The sent offer and the customer’s acceptance evidence are distinct from internal approval. A changed price or quantity needs a new reviewed revision, so a later price-list edit does not silently change an accepted agreement.

• Account basis. The sales team checks customer status, terms, contacts and the applicable entity before preparing the offer.
• Accepted scope. Order lines retain the original promise, accepted quantity, net amount and any later cancellation of unused scope.
• Credit review. Finance Manager decides a required credit exception separately from Sales Manager’s order approval.

Agree which entity trades with each customer, how product units convert to base stock units, who owns price-list versions and which tax treatment applies. Set the title rule for each order: dispatch or delivery. That choice affects when ownership leaves stock and when billing can use the quantity. Give Sales Representative the order work and Sales Manager the independent commercial decision; a preparer must not approve their own revision.

Decide how to handle a customer on hold and a quote whose validity has passed. The credit review needs current receivables and accepted but uninvoiced commitments. Two concurrent orders must not both consume the same remaining credit capacity. Keep any commercial exception tied to an amount, currency and expiry.

Take a customer order for stocked fittings with one line ready now and another waiting for purchased supply. Keep the full accepted quantity and original promise visible. Reserve available stock only for eligible scope. When the first line ships, record its exact allocation; the remaining order stays open. If the customer changes the later quantity, release only unused commitment through the reviewed change path. Do not change the already dispatched price or quantity.

Compare the order to its quote and credit decision. Check that the shipped portion cannot be billed twice, and that any delivery-title portion is billed only after accepted delivery. The case should still explain what was promised, what left the warehouse and what remains owed.

• My customer orders — The representative follows owned orders and their current status.
• Orders awaiting approval — Sales Manager reviews submitted revisions and customer context.
• Dealer order board — Operations sees approved and partly shipped commitments.

See order through settlement and supply through receipt.