Order to cash
Carry the accepted order through shipment, invoice approval and cash application.
5 stages · 2 approvals
Roles and responsibilities
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Step 1Quote
Quote NumberAccountChannelValid Until
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Step 2Sales order
Order NumberAccountChannelFulfillment ModePickup
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Step 3Pick and ship
Pick NumberOrder LineReservationStatusIn Progress
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Step 4Invoice
Invoice NumberDocument TypeAccountContextCredit Note
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Step 5Cash applied
Receipt NumberAccountContextSource KindCash
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Quote
Sales Associate prepares the product, quantity, price, tax basis and requirements for the customer. Retain the effective pricing and unit conversions, allocate discounts once and route required commercial exceptions to independent Sales Manager review. Preserve actual current offer acceptance, including original store or channel evidence; an outgoing message is not agreement.
Approval required
Sales order
Independent Sales Manager approves the complete customer-accepted order, excluding its preparer and material editors. Review quantity, net value, purchase context, handover terms and credit exposure. Finance Manager separately authorizes a required credit exception. The approved order creates one bounded stock or assembly requirement, never another copy of the same channel order.
Pick and ship
Fulfillment Operator picks eligible stock against the exact order claims. Independent Warehouse Manager releases the ready fulfillment before actual store or pickup handover, or carrier dispatch. That evidence consumes quantity and carrying value once. A planned shipment, label or uncertain carrier response cannot establish dispatch or authorize another stock issue.
Approval required
Invoice
Independent Finance Manager reviews Accountant's invoice against actual handed-over, unbilled quantities and their accepted net allocations. Check tax evidence, currency and the eligible entity period for the complete revision. Posting records receivables, revenue and tax without charging shipment cost again. Later delivery confirmation adds no additional billable quantity.
Cash applied
Accountant attributes actual confirmed receipt evidence and applies available cash to the same customer's eligible posted debt and purchase context. Cash and invoice currencies remain distinct; approved discounts and write-offs are separate noncash amounts. The application clears existing unapplied cash rather than debiting Bank again. Required exceptions, credit use and refunds retain their independent decisions.
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, CreditReviews, ApprovalDecisions -
Invoice
Finance Manager signs · cash applied waits
Invoices, InvoiceLines, SalesAllocations, JournalEntries - Submitted commercial content is frozenMaterial changes need a successor revision and renewed decisions.
- Fulfilled quantitiesOriginal promises stay historical when the remainder is amended or rescheduled.
- Stock holds follow the exact goodsBlock picking or dispatch even after relocation.
- Partial shipmentsInvoices consume only eligible remaining quantity and accepted net value, with final rounding assigned once.
- Customer delivery results distinguish acceptedRefused, failed and damaged quantities; a repeated attempt cannot redeliver already accepted goods.
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Returns preserve original shipment historyRequire physical evidence and reviewed disposition. Credit alone does not restock goods or establish a refund.
Returns - Repeated commands retain the original economic identityConflicting or uncertain results remain for reconciliation before another effect is attempted.
When the process needs attention
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exception
Quote
Retain the effective pricing and unit conversions, allocate discounts once and route required commercial exceptions to independent Sales Manager review.
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exception
Sales order
Finance Manager separately authorizes a required credit exception.
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exception
Cash applied
Required exceptions, credit use and refunds retain their independent decisions.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Quote | QuotesQuoteLinesPriceListEntriesProductUnits | Prepare the exact customer offer |
| 2 Sales order | SalesOrdersSalesOrderLinesCreditReviewsApprovalDecisions | Independently accept the complete commitment |
| 3 Pick and ship | PickTasksInventoryReservationsFulfillmentsFulfillmentLinesStockEvents | Record actual handover and its single stock-cost effect |
| 4 Invoice | InvoicesInvoiceLinesSalesAllocationsJournalEntries | Review and bill eligible unbilled fulfilled quantities |
| 5 Cash applied | CashReceiptsCashApplicationsBankStatementLinesJournalEntries | Settle the debt from actual available receipt funds |
Process reports
All reportsSales by Channel and Store
Posted invoice net revenue and independently approved credit reductions by entity/channel/store/product at a stated posting cutoff, joined to accepted PurchaseContexts without inventing customer identity. Show booked orders, fulfilled-unbilled and recognized revenue as distinct populations. Margin uses matched title-issue/return cost for the same scope; zero revenue or unknown cost gives unavailable percentage. Document currencies stay separate unless a disclosed retained functional conversion is used.
Order Fulfillment
Each accepted SalesOrderLines base quantity and original promise versus live cancellation, actual handover/title, delivered, returned and billed allocations. On-time percentage uses eligible quantity completed by OriginalPromiseAt over quantity due in the stated cohort; open/late/cancelled scope is disclosed. Partial handovers determine full completion only when all uncancelled scope completes. Revised promises and repeated failed confirmations cannot inflate success.
Receivables and Payables Aging
As-of posted remaining debits by entity/party/document currency/due-date bucket net exact live application/correction lineage. Unapplied cash, supplier prepayments and credit surplus remain separate, with purchase-context restrictions and functional carrying reconciliation. No silent cross-party/entity offset.
Returns and Credits
Authorized versus actual physical return/disposition, original issue value, independently approved credit, reserved/actual refund and separately approved replacement by original purchase context. Physical and financial populations remain separate; a commercial credit is not proof of returned stock or cash. Refused/returned/accepted delivery overlap uses exact unit/scope union rather than adding duplicate quantities.
Run by an agent
Agent support
An assistant cannot provide a required independent human approval, invent customer acceptance or treat an uncertain provider response as confirmed money. It cannot promise goods already held or committed to another order, receive the same finished kit twice, or release a refund without its eligible source and decision.
# 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 Associate prepares the product, quantity, price, tax basis and requirements for the customer.
› 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
Other processes
5 moreCollect and reconcile
Connect actual collections, invoice applications and processor payouts without counting the money twice.
7 stages · 2 approvals
Procure to pay
Purchase needed supply, accept the goods received and settle the right supplier balance.
7 stages · 3 approvals
Assemble to stock
Turn released recipes and actual assembly work into accepted finished stock.
8 stages · 5 approvals
Return and refund
Connect returned goods, customer credit and the actual refund without losing the original purchase.
9 stages · 4 approvals
Count and adjust
Count a controlled stock population and review the exact quantity and value before correction.
7 stages · 2 approvals