Sales Workflow

Overview

The Sales function lets you move from quotation to order, billing, and collection with clear statuses and guardrails. This guide covers six supported flows, what each step means, which actions are available, who can do them, and practical tips to keep operations clean.

Workflow Types

1. **Estimate → Sales Order → Invoice → Payment
   ** Quote is approved, becomes an order, is billed, then payment is collected.

2. **Estimate → Invoice → Payment
   ** Quote is approved and billed directly, then payment is collected.

3. **Sales Order → Invoice → Payment
   ** Order is entered, then billed, then payment is collected.

4. **Sales Order → Sales Receipt
   ** Order is entered and paid immediately in one go, then shipped.

5. **Invoice → Payment
   ** A bill is created directly and then payment is collected.

6. **Sales Receipt
   ** Sale and payment are recorded together in a single step, then shipped.

Status & Actions

A) Estimate

• Open : Accept, Reject, Cancel, Convert to Sales Order / Invoice / Sales Receipt.

• Overdue : Same actions as Open (date passed).

• Accepted : Convert to Sales Order / Invoice / Sales Receipt; Cancel; Reject.

• Rejected (end) : May Accept or Cancel.

• Converted (end) : Downstream document exists.

• Cancelled (end).

B) Sales Order

• Pending Approval (from an approval rule, or an inter-company order awaiting the other company's acceptance): Approve → Open; Reject → Rejected.

• Open : Hold, Cancel, Create Invoice (full/partial), Pay with Sales Receipt, Create Shipment, Create Purchase Order / Work Plan if items are not available.

• On Hold : Unhold (returns to Open or Ready), Cancel.

• Backordered : Waiting for inbound or production; moves to Ready when available.

• Ready : Hold, Cancel, Create Invoice (full/partial), Pay with Sales Receipt, Create Shipment.

• Partial : More invoicing and shipments allowed; Fully Invoiced force-closes the order to Closed.

• Invoiced (end).

• Closed (end) : Force-closed via Fully Invoiced.

• Rejected (end) : Declined at Pending Approval.

• Cancelled (end).

C) Invoice

• Open : Hold, Cancel, Create Shipment, Create Payment (partial or full).

• On Hold : Unhold to Open, Cancel.

• Overdue : Same actions as Open.

• Partial : More payments allowed; fully paid → Closed.

• Closed (end) : Fully paid.

• Cancelled (end).

D) Sales Receipt

• Open : (Already paid) Hold, Cancel, Create Shipment (when shipment completes → Closed).

• On Hold : Unhold to Open, Cancel.

• Closed (end) : Shipment complete.

• Cancelled (end).

Role & Authorization (editing and control)

• Creation : Standard users can create Estimates, Sales Orders, Invoices, and Sales Receipts per assigned permissions.

• Editing : Documents are fully editable while Open. After conversion or posting (for example, an Estimate converted, a Sales Order invoiced, an Invoice paid), editing is limited.

• Admin-only :

  • Reopen end-state documents (Converted / Invoiced / Closed / Cancelled).

  • Delete documents that are not Open or that have downstream links.

  • Force status changes where allowed by company policy.

• Deletion : Generally allowed only while Open and with no downstream links ; otherwise admin only or not allowed.

Best Practice

• Pick one of the six flows per business scenario and train teams to it.

• Use statuses as gates: only move a Sales Order to Ready when items are available or production is complete; follow up on Overdue Invoices promptly.

• Keep “reopen” and “cancel after posting” as admin-only exceptions and require notes for audit clarity.

• Use partial flows intentionally (partial invoice or shipment) and review Partial queues daily.

• Document reasons in notes when using On Hold to pause work (for example, customer dispute or credit review).