Order to cash

Carry the dealer's accepted terms through fulfilment, reviewed invoicing and cash application.

5 stages · 2 approvals

Roles and responsibilities

Sales Representative Sales Manager Warehouse Operator Accountant Finance Manager System 1 Quote Quotes 2 Sales order Draft → Submitted 3 Pick and ship PickTasks 4 Invoice Draft → PendingApproval receivables · system 5 Cash applied CashReceipts
  1. Step 1Quote
    My Quotes Due
    Quote NumberDealerValid UntilNet Total
  2. Step 2Sales order
    Sales Orders Awaiting ApprovalSubmitted
    Order NumberDealerOrder DateNet Total
  3. Step 3Pick and ship
    My Pick Tasks
    Pick NumberOrder LinePlanned StartPlanned End
  4. Step 4Invoice
    Invoices Awaiting ApprovalPendingApproval
    Invoice NumberDealerInvoice DateNet Amount
  5. Step 5Cash applied
    Unapplied Customer Cash
    Receipt NumberDealerReceived AtCurrency
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

Sales Representative prepares the dealer offer using its effective price list, quantity tier and product unit. Freeze the conversion, currency, discounts and tax basis, retaining unavailable margin when cost is unknown. Actual send and dealer acceptance evidence belong to the exact current offer revision; a prepared message or superseded response cannot establish the agreement.

Responsible
Sales Representative
Records
QuotesQuoteLinesPriceListEntriesProductUnits
Effect
Prepare the exact priced offer and acceptance basis
Approval required

Sales order

An independent Sales Manager approves the complete dealer-accepted order, excluding its preparer and material editors. Review quantities, net price, ship-to details, payment terms, the title rule and current credit exposure. Finance Manager separately approves any required credit exception. The order still needs its Sales Manager decision, and changed material scope requires renewed review.

Responsible
Sales Manager
Status
Draft → Submitted
Records
SalesOrdersSalesOrderLinesCreditReviewsApprovalDecisions
Effect
Independently accept the complete commercial scope

Pick and ship

Warehouse Operator picks approved stock against exact claims. Warehouse Manager independently releases the ready delivery plan before actual dispatch. Under dispatch terms, actual handover transfers title and cost once; under delivery terms, goods remain owned in transit until the accepted delivered portion transfers title. Partial or failed results leave the remainder explicitly unresolved.

Responsible
Warehouse Operator
Records
PickTasksInventoryReservationsShipmentsShipmentLinesDeliveryResultsStockEvents
Effect
Record actual fulfilment and the applicable title event
Approval required

Invoice

An independent Finance Manager reviews Accountant's invoice against unused title-transferred shipment quantities, accepted net allocations, tax evidence and the eligible entity period. Approval binds the current complete revision. Posting creates receivables, revenue and tax without issuing stock cost again. A planned route, unverified delivery or repeated source event cannot create another billable quantity.

Responsible
Finance Manager
Status
Draft → PendingApproval
Records
InvoicesInvoiceLinesSalesAllocationsJournalEntries
Effect
Review and post only eligible unbilled source scope

Cash applied

Accountant attributes actual confirmed receipt evidence and applies available cash to the same dealer's posted invoice. Receipt currency and invoice currency remain distinct, with approved discounts or write-offs recorded separately. The application clears the existing unapplied-cash liability instead of debiting Bank again. Required exceptions and refunds follow their independent Finance Manager decisions.

Responsible
Accountant
Records
CashReceiptsCashApplicationsBankStatementLinesJournalEntries
Effect
Settle the debt from actual available receipt funds
Approvals and exception handling

2 approvals required in this process

  • Sales order Sales Manager signs · pick and ship waitsSalesOrders, SalesOrderLines, CreditReviews, ApprovalDecisions
  • Invoice Finance Manager signs · cash applied waitsInvoices, InvoiceLines, SalesAllocations, JournalEntries
  • Accepted net values already include allocated discountsOrder and invoice conversion cannot subtract the same discount again.
  • Credit exposure counts receivablesUninvoiced commitments once, including shipped but unbilled scope. Concurrent orders reserve the same finite limit atomically.
  • Soft-to-hard conversion replaces a stock claimPicking and later proof of delivery cannot each create another physical issue.
  • The original promise remains alongside an accepted reschedule, preserving the basis for delivery performance.
  • A financial credit does not restock goodsReturns retain original quantity, title, cost and invoice lineage through their separate authorized actions.Returns
  • Cash and credit reservations prevent simultaneous applications or refunds from spending the same balance.
  • Corrections preserve executed historyReconcile dependent allocations. Transport acknowledgment never proves dispatch, customer acceptance or bank settlement.

When the process needs attention

  • exception Sales order

    Finance Manager separately approves any required credit exception.

  • reject Pick and ship

    Partial or failed results leave the remainder explicitly unresolved.

  • exception Cash applied

    Required exceptions and refunds follow their independent Finance Manager decisions.

Records and postings

StageRecordsEffect
1 Quote QuotesQuoteLinesPriceListEntriesProductUnits Prepare the exact priced offer and acceptance basis
2 Sales order SalesOrdersSalesOrderLinesCreditReviewsApprovalDecisions Independently accept the complete commercial scope
3 Pick and ship PickTasksInventoryReservationsShipmentsShipmentLinesDeliveryResultsStockEvents Record actual fulfilment and the applicable title event
4 Invoice InvoicesInvoiceLinesSalesAllocationsJournalEntries Review and post only eligible unbilled source scope
5 Cash applied CashReceiptsCashApplicationsBankStatementLinesJournalEntries Settle the debt from actual available receipt funds
Data model →

Process reports

All reports

Order Fulfillment

Accepted SalesOrderLines by dealer/order/line: original quantity and promise, net actual dispatch, title transfer, delivery, billing, approved cancellation and remaining commitments from SalesAllocations and shipment/return lineage; returns do not erase the original dispatch history.

Dealer Margin

Posted net revenue/credits against associated title-issue/return cost for the same scoped quantities, by entity/dealer/product; unpriced/unbilled and partial-return cohorts disclosed, zero revenue gives unavailable margin percentage, not zero margin.

Cash and Bank Reconciliation

Actual bank balances, statement matches, unapplied customer/supplier balances, reserved unsettled/uncertain instructions and returned payments by entity/currency; pending transport responses are not cash settlements.

Receivables and Payables Aging

As-of posted open debit balances net actual applications/credits/corrections by entity, party, document currency and due-date bucket, with functional carrying reconciliation; unapplied cash and credit surplus shown separately, never silently netted across parties/entities.

Exceptions and Approval History

Current source-revision decisions, expired/invalidated approvals, stock/count/delivery/finance exceptions and correction chains; counts use unique economic case identities and actual timestamps, not duplicate retries.

Run by an agent

Agent support

The assistant cannot supply a required independent human approval or replace actual receiving, dispatch, delivery, production acceptance or bank evidence. It cannot turn an acknowledgment into settlement, a credit into warehouse stock, or a planned route into a completed delivery. Materially changed content must follow the appropriate renewed review.

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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, PriceListEntries, ProductUnits ✓ Sales Representative prepares the dealer offer using its effective price list, quantity tier and product unit. › order to cash · sales order on SalesOrders, SalesOrderLines, CreditReviews, ApprovalDecisions ⏸ approval · waiting for the sales manager # 3 more stages after approval: pick and ship, invoice, cash applied

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