Order to Invoice Guide

The complete workflow from receiving an order to collecting payment.

Workflow Overview

graph LR
    A[Receive Request] --> B[Create Order]
    B --> C[Confirm Order]
    C --> D[Track Fulfillment]
    D --> E[Create Invoice]
    E --> F[Send Invoice]
    F --> G[Record Payment]

Step 1: Create Sales Order

From Client Request

1. Go to ERP > Sales Orders
2. Click New Sales Order
3. Select client
4. Add requested products
5. Enter quantities
6. Review pricing
7. Save as draft

Verify Stock

Before confirming:

• Check availability
• Note any shortages
• Communicate lead times

Step 2: Confirm Order

Review and Confirm

1. Open draft order
2. Verify all details
3. Click Confirm
4. Stock reserved
5. Order number assigned

Send Confirmation

1. Click Send Confirmation
2. Email prepared
3. Review and send
4. Client receives confirmation

Step 3: Track Fulfillment

Monitor Progress

Check order status:

• Pending picking
• In progress
• Shipped
• Delivered

Communicate Updates

Keep client informed:

• Shipping notifications
• Delivery updates
• Any delays

Step 4: Create Invoice

After Shipment

1. Open shipped order
2. Click Create Invoice
3. Review invoice details
4. Adjust if needed
5. Click Create

Invoice Verification

Check before sending:

• Correct client
• Accurate amounts
• Right terms
• Proper totals

Step 5: Send Invoice

Email Delivery

1. Open invoice
2. Click Send Invoice
3. Review email
4. Send to client

Alternative Delivery

• Download PDF
• Mail physical copy
• Portal access

Step 6: Record Payment

When Payment Received

1. Open invoice
2. Click Record Payment
3. Enter:
   • Amount
   • Date
   • Method
   • Reference
4. Save

Partial Payments

For installments:

• Record each payment
• Track balance
• Follow up on remainder

Tips for Success

Efficiency

• Use order templates
• Copy similar orders
• Batch process invoices

Accuracy

• Double-check quantities
• Verify pricing
• Confirm addresses

Communication

• Respond promptly
• Proactive updates
• Document interactions