Order to Cash User Manual
Content
Application link: http://creator.zoho.com/devdut/order-to-cash-application/#
The validity of this document is approved by the following person: Author & Application developer: Devdut Saha Designation: MBA 1st year student Organization: Vinod Gupta School of Management, IIT kharagpur Document version: 1.0 (First release) Date of release: 20/04/2010
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Table of Contents
MASTER DATA ENTRY .............................................................................................................................4 PRODUCT MASTER............................................................................................................................................4 INVENTORY MASTER..........................................................................................................................................5 CUSTOMER MASTER..........................................................................................................................................7 SALESMAN MASTER..........................................................................................................................................8 SEQUENCE MASTER...........................................................................................................................................9 TRANSACTIONS.........................................................................................................................................10 1. LEAD CAPTURING........................................................................................................................................10 2. SALES ORDER ENTRY...................................................................................................................................13 3. DELIVERY CHALLAN....................................................................................................................................16 4. INVOICE.....................................................................................................................................................18 5. PAYMENT RECEIVE......................................................................................................................................19
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Master Data Entry
Product Master
The Product Master is a form that defines the various products of the company. The fields of the form are as follows: Field Data type Description Product ID Numeric The field defines the Unique Product ID of each product. This will help to identify the product throughout the transactions. Description Text This field gives the description of the product. Name, features, forms, color etc can be entered. Unit Price Numeric This field gives the per unit price of the product. Quantity unit Dropdown select This field is used to identify how the product will be quantified. Steps: 1. Select the Product master form under the Master data section at the left hand side of the application. The form will open. 2. Enter the Product ID, Description, Unit Price and select the Quantity unit from the dropdown menu. 3. Click on select to save the data. 4. The saved data will appear in the Product Master view under Data section of the application.
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Product Master form
Product Master view
Inventory Master
The inventory master form defines the available quantity of each of the products and the reorder level. The inventory master also shows the quantity available and quantity booked of each product. The fields of the form are as follows: Field Data type Description Product ID Dropdown menu The product defined in product master has to be chosen. Description Text and Default This field gives the description of the product. Name, features, forms, color etc can be entered. Quantity Available Numeric This field gives the quantity available at the beginning for each of the products. Quantity unit Default This field is used to identify how the product will be quantified. Reorder level Numeric This field defines the Quantity available level at 5
which new purchases or productions are to be done. Steps: 1. Select the Inventory Master form from the Master Data section at the left hand side of the application. 2. Select the Product ID from the dropdown menu. The description and Quantity unit will be defaulted. 3. Enter the Quantity available and the reorder level quantity for the product. 4. Press Submit to save the data. 5. The data saved can be seen in the Inventory Master view under the Data section of the application. 6. In the Inventory Master view you can see a field “Quantity booked”. This field indicates the Quantities that are booked for the customer but not yet delivered to them. These goods are physically available in the inventory but not available for selection.
Inventory Master form
Inventory Master view
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Customer Master
The customer master form is responsible for maintaining the list of customers and their details. The form has the following fields: Field Data type Description Customer Name Text The name of the customer has to be entered. Address Text The contact address of the customer has to be entered. Contact no Numeric This field gives the contact no. of the customer Email Email This field is used to enter the email address of the customer. Credit rating Radio button This field gives the credit rating of the customer depending upon the purchases and the payments made. The rating can be very good, good, poor and very poor. Steps: 1. Select the Customer master form from the Master Data section at the left hand side of the application. 2. Enter the Customer name, address, contact no, email and credit rating. 3. Press on submit to save the data. 4. The data can be viewed from the Customer Master view under the Data section of the application.
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Customer Master form
Customer Master view
Salesman Master
The salesman master form is used to define the salesman data of the company. The fields of the form are as follows: Field Data type Description Salesman Text The name of the salesman has to be entered. Area Text The area of operation of the salesman has to be entered. Steps: 1. Select the Salesman Master form under the Master Data section at the left hand side of the application. 2. Enter the Salesman name and the area of operation. 3. Press on submit to save the data.
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4. The saved data can be seen at Salesman Master view under the Data section of the application.
Salesman Master
Salesman Master view
Sequence Master
This form is responsible for defining the starting no.s of different types of documents to be generated. The fields of the form are as follows: Field Data type Description Lead start no Numeric The starting no. of the lead no. is to be given. Sales order Start no Numeric The starting no. of the Sales order no. is to be given. Invoice start no Numeric The starting no. of the Invoice no. is to be given. Payment start no Numeric The starting no of the Payment no. is to be given. Delivery challan start no Numeric The starting no of the Delivery challan no. is to be given. Steps: 1. Select the Sequence Master form under the Master Data section at the left hand side of the application. 2. Enter the Starting no.s of Lead, Sales order, Invoice, Payment and delivery challan. 3. Press on submit button to save the data.
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4. The data should be entered only once in the sequence master form so that there will be only one row in the view. 5. The saved data can be viewed from Sequence Master View under the Data section of the application.
Sequence Master form
Sequence Master view
Transactions
1. Lead capturing
This form is responsible for initiating a lead of the customer who is interested to buy a product of yours. The fields of the form are as follows: Field Data type Description Existing Client? Radio select This field indicates whether the client is an existing one or a new one. Product Dropdown menu Select the Product ID of the product for sale. Description Default The description of the Product. Quantity Numeric Enter the Quantity ordered. Quantity unit Default The quantity unit of the product selected.
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Delivery date Salesman Client Client name Client details
Date Dropdown menu Dropdown menu Text File upload
Enter the date of expected delivery of the product. Select the salesman responsible for the lead capturing. Select the client in case it is an existing one. Enter the name of the customer in case it is a new one. Upload details of the client as a file in case it is a new one.
Steps: 1. Select the Lead Capturing form under the Transactions section ate the left hand side of the application. 2. Select whether the client is existing one or not. If the client is a new one select the client from the dropdown list that will be displayed. Otherwise enter the name of the client and upload the details of the client as a file. 3. Select the Product that is to be sold. The product description and the Quantity unit will be defaulted. 4. Enter the Quantity to be ordered and the delivery date of the product. Also select the salesman responsible for the lead capturing. 5. Press submit button to save the data. 6. The lead no. will be generated which can be seen from the “View log details” link appearing at the bottom of the form. 7. The saved data can be viewed from the Lead Capturing view under the Data section of the application.
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Lead capturing form with existing client
Lead no. generated
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Lead capturing form with new client
Lead capturing view
2. Sales order Entry
This form is responsible for creating a sales order from the lead generated. The fields of the form are as follows: Field Lead no Data type Dropdown menu Description The lead no. against which sales order has to be made needs to be selected. The client of the Lead will
Client
Dropdown menu/ Default
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Product Product description
Default Default
Quantity Quantity unit Delivery date
Default Default Date
Price
Default
Total amount Shipping address
Default/formula Default
be defaulted or it has to be selected. Te product ID will be defaulted. The product description will be displayed corresponding to the product ID. The Quantity in the lead will be defaulted for the product. The quantity unit of the product selected. The date of expected delivery of the product will be shown and it can be changed. The unit price of the product will be shown and it can be changed if required. The total value of the order will be displayed on the basis of Quantity*Price. The shipping address of the customer will be defaulted and it can be changed if required.
Steps: 1. Select the Sales order entry form under the Transactions section at the left hand side of the application. 2. Select the lead no. against which the sales order needs to be made. The details like client, Product, Quantity unit, price, delivery date and shipping address will be defaulted. 3. In case the client is a new one the client name has to be selected from the dropdown menu as the application will give a client value null error. The application expects that each new client will be entered into the customer master and then it will be selected in the sales order entry form. 4. The price, delivery date and shipping address can be changed if required. 5. Press on the submit button to save the data. 6. If the Quantity available for the product falls below the reorder level then the application sends mail to the purchasing department. If the quantity is not available then the sales order will not be created and a mail will be sent to the purchasing department. 7. The sales order no. will be generated which can be seen from the “View log details” link at the bottom of the form. 8. The system has the intelligence that once a lead has been converted to sales order it will not appear in the dropdown menu again.
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9. The saved sales orders can be seen from Sales order entry view under the Data section of the application. 10. In the sales order entry view the invoiced and delivered fields indicates whether the sales order has been invoiced and delivered respectively.
Sales order entry form
Sales order no. generated
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Sales order entry view
3. Delivery challan
This form is responsible for creating the delivery challan for the sales order during dispatch of goods to the customer. The fields of the form are as follows: Field Sales order Data type Dropdown menu Description The sale order against which goods are to be dispatched is to be selected. The client of the Sales order will be defaulted. Te product ID will be defaulted. The product description will be displayed corresponding to the product ID. The Quantity in the lead will be defaulted for the product. The quantity unit of the product selected. The transporter name has to be entered. The vehicle no. is to be entered. The address of the company dispatching the goods will be defaulted and it can be changed depending upon from where the goods are dispatched or registered office. The shipping address of the customer will be defaulted.
Client Product ID Product description
Default Default Default
Quantity Quantity unit Transporter Vehicle No. Deliver from address
Default Default Text Text Default
Deliver to address
Default
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Steps: 1. Select the Delivery challan form under the Transactions section at the left hand side of the application. 2. Select the Sales order against which delivery challan has to be made. The details of client, product, quantity and shipping address will be defaulted. 3. Enter the transporter details and the vehicle no. 4. The deliver from address will be defaulted and it can be changed if required. 5. Press the submit button to save the data. 6. The delivery challan no. will be displayed in the “View log details” link at the bottom of the form. 7. The application has the intelligence of tracking the sales order against which delivery challans has been made and those sales order will not be displayed in the dropdown menu in the future. 8. The saved/generated delivery challans can be seen at Delivery challan view under the Data section of the application.
Delivery challan form
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Delivery challan no. generated
Delivery challan view
4. Invoice
This form is responsible for generating customer invoice or bill. The fields of the form are as follows: Field Sales order Delivery challan no. Client Total amount Due date Data type Dropdown menu Default Default Default Date Description The sales order against which invoice is to be generated. The delivery challan related to the sales order will be displayed. The client of the sales order will be displayed. The total amount of the sales order will be displayed. The date up to which the payment can be made has to be entered.
Steps: 1. Select the Invoice form under the Transactions section at the left hand side of the application. 2. Select the sales order against which invoice has to be raised. Only those sales orders will be displayed in the list for which delivery challan has been made. 3. The details of client, delivery challan and total amount of purchase will be displayed. 4. Enter the Due date on which payment can be made. 5. Press the submit button to save and generate the invoice.
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6. The invoice no. generated can be seen at the “View log details” link at the bottom of the form. 7. The sales order against which invoice has been made will not be displayed again in the future in the dropdown list. 8. The saved invoices can be seen at Invoice view under the Data section of the application.
Invoice form
Invoice no. generated
Invoice View
5. Payment Receive
This form is responsible for accepting the payment from the customers. The fields of the form are as follows: Field Invoice Data type Dropdown menu Description The invoice against which payment is to be received
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Total amount Due date Payment mode Cheque/DD no Bank Remarks
Default Default Dropdown menu Numeric Text Text
has to be selected. The total amount of the invoice will be displayed. The due date of the payment will be displayed. The mode of payment (Cash, cheque, Demand draft) has to be selected. The cheque/DD no has to be entered. The bank name on which cheque/DD is drawn. Any remarks against the payment can be entered.
Steps: 1. Select the Payment Receive form under the Transactions section at the left hand side of the application. 2. Select the Invoice against which payment has to be received. The details of total amount, client and due date will be displayed. 3. Select the payment mode. If the payment mode is Cheque or Demand draft, enter the Cheque/DD no. and the bank on which it is drawn. 4. Enter remarks regarding the payment like if it is after due date etc. 5. Press on the submit button to save the payment receive. 6. The Generated payment receive no. can be seen at the “View log details” at the bottom of the form. 7. The saved data can be seen at Payment receive view under the Data section of the application.
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Payment Receive form
Payment receive no is generated
Payment receive view
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The validity of this document is approved by the following person: Author & Application developer: Devdut Saha Designation: MBA 1st year student Organization: Vinod Gupta School of Management, IIT kharagpur Document version: 1.0 (First release) Date of release: 20/04/2010
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Table of Contents
MASTER DATA ENTRY .............................................................................................................................4 PRODUCT MASTER............................................................................................................................................4 INVENTORY MASTER..........................................................................................................................................5 CUSTOMER MASTER..........................................................................................................................................7 SALESMAN MASTER..........................................................................................................................................8 SEQUENCE MASTER...........................................................................................................................................9 TRANSACTIONS.........................................................................................................................................10 1. LEAD CAPTURING........................................................................................................................................10 2. SALES ORDER ENTRY...................................................................................................................................13 3. DELIVERY CHALLAN....................................................................................................................................16 4. INVOICE.....................................................................................................................................................18 5. PAYMENT RECEIVE......................................................................................................................................19
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Master Data Entry
Product Master
The Product Master is a form that defines the various products of the company. The fields of the form are as follows: Field Data type Description Product ID Numeric The field defines the Unique Product ID of each product. This will help to identify the product throughout the transactions. Description Text This field gives the description of the product. Name, features, forms, color etc can be entered. Unit Price Numeric This field gives the per unit price of the product. Quantity unit Dropdown select This field is used to identify how the product will be quantified. Steps: 1. Select the Product master form under the Master data section at the left hand side of the application. The form will open. 2. Enter the Product ID, Description, Unit Price and select the Quantity unit from the dropdown menu. 3. Click on select to save the data. 4. The saved data will appear in the Product Master view under Data section of the application.
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Product Master form
Product Master view
Inventory Master
The inventory master form defines the available quantity of each of the products and the reorder level. The inventory master also shows the quantity available and quantity booked of each product. The fields of the form are as follows: Field Data type Description Product ID Dropdown menu The product defined in product master has to be chosen. Description Text and Default This field gives the description of the product. Name, features, forms, color etc can be entered. Quantity Available Numeric This field gives the quantity available at the beginning for each of the products. Quantity unit Default This field is used to identify how the product will be quantified. Reorder level Numeric This field defines the Quantity available level at 5
which new purchases or productions are to be done. Steps: 1. Select the Inventory Master form from the Master Data section at the left hand side of the application. 2. Select the Product ID from the dropdown menu. The description and Quantity unit will be defaulted. 3. Enter the Quantity available and the reorder level quantity for the product. 4. Press Submit to save the data. 5. The data saved can be seen in the Inventory Master view under the Data section of the application. 6. In the Inventory Master view you can see a field “Quantity booked”. This field indicates the Quantities that are booked for the customer but not yet delivered to them. These goods are physically available in the inventory but not available for selection.
Inventory Master form
Inventory Master view
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Customer Master
The customer master form is responsible for maintaining the list of customers and their details. The form has the following fields: Field Data type Description Customer Name Text The name of the customer has to be entered. Address Text The contact address of the customer has to be entered. Contact no Numeric This field gives the contact no. of the customer Email Email This field is used to enter the email address of the customer. Credit rating Radio button This field gives the credit rating of the customer depending upon the purchases and the payments made. The rating can be very good, good, poor and very poor. Steps: 1. Select the Customer master form from the Master Data section at the left hand side of the application. 2. Enter the Customer name, address, contact no, email and credit rating. 3. Press on submit to save the data. 4. The data can be viewed from the Customer Master view under the Data section of the application.
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Customer Master form
Customer Master view
Salesman Master
The salesman master form is used to define the salesman data of the company. The fields of the form are as follows: Field Data type Description Salesman Text The name of the salesman has to be entered. Area Text The area of operation of the salesman has to be entered. Steps: 1. Select the Salesman Master form under the Master Data section at the left hand side of the application. 2. Enter the Salesman name and the area of operation. 3. Press on submit to save the data.
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4. The saved data can be seen at Salesman Master view under the Data section of the application.
Salesman Master
Salesman Master view
Sequence Master
This form is responsible for defining the starting no.s of different types of documents to be generated. The fields of the form are as follows: Field Data type Description Lead start no Numeric The starting no. of the lead no. is to be given. Sales order Start no Numeric The starting no. of the Sales order no. is to be given. Invoice start no Numeric The starting no. of the Invoice no. is to be given. Payment start no Numeric The starting no of the Payment no. is to be given. Delivery challan start no Numeric The starting no of the Delivery challan no. is to be given. Steps: 1. Select the Sequence Master form under the Master Data section at the left hand side of the application. 2. Enter the Starting no.s of Lead, Sales order, Invoice, Payment and delivery challan. 3. Press on submit button to save the data.
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4. The data should be entered only once in the sequence master form so that there will be only one row in the view. 5. The saved data can be viewed from Sequence Master View under the Data section of the application.
Sequence Master form
Sequence Master view
Transactions
1. Lead capturing
This form is responsible for initiating a lead of the customer who is interested to buy a product of yours. The fields of the form are as follows: Field Data type Description Existing Client? Radio select This field indicates whether the client is an existing one or a new one. Product Dropdown menu Select the Product ID of the product for sale. Description Default The description of the Product. Quantity Numeric Enter the Quantity ordered. Quantity unit Default The quantity unit of the product selected.
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Delivery date Salesman Client Client name Client details
Date Dropdown menu Dropdown menu Text File upload
Enter the date of expected delivery of the product. Select the salesman responsible for the lead capturing. Select the client in case it is an existing one. Enter the name of the customer in case it is a new one. Upload details of the client as a file in case it is a new one.
Steps: 1. Select the Lead Capturing form under the Transactions section ate the left hand side of the application. 2. Select whether the client is existing one or not. If the client is a new one select the client from the dropdown list that will be displayed. Otherwise enter the name of the client and upload the details of the client as a file. 3. Select the Product that is to be sold. The product description and the Quantity unit will be defaulted. 4. Enter the Quantity to be ordered and the delivery date of the product. Also select the salesman responsible for the lead capturing. 5. Press submit button to save the data. 6. The lead no. will be generated which can be seen from the “View log details” link appearing at the bottom of the form. 7. The saved data can be viewed from the Lead Capturing view under the Data section of the application.
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Lead capturing form with existing client
Lead no. generated
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Lead capturing form with new client
Lead capturing view
2. Sales order Entry
This form is responsible for creating a sales order from the lead generated. The fields of the form are as follows: Field Lead no Data type Dropdown menu Description The lead no. against which sales order has to be made needs to be selected. The client of the Lead will
Client
Dropdown menu/ Default
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Product Product description
Default Default
Quantity Quantity unit Delivery date
Default Default Date
Price
Default
Total amount Shipping address
Default/formula Default
be defaulted or it has to be selected. Te product ID will be defaulted. The product description will be displayed corresponding to the product ID. The Quantity in the lead will be defaulted for the product. The quantity unit of the product selected. The date of expected delivery of the product will be shown and it can be changed. The unit price of the product will be shown and it can be changed if required. The total value of the order will be displayed on the basis of Quantity*Price. The shipping address of the customer will be defaulted and it can be changed if required.
Steps: 1. Select the Sales order entry form under the Transactions section at the left hand side of the application. 2. Select the lead no. against which the sales order needs to be made. The details like client, Product, Quantity unit, price, delivery date and shipping address will be defaulted. 3. In case the client is a new one the client name has to be selected from the dropdown menu as the application will give a client value null error. The application expects that each new client will be entered into the customer master and then it will be selected in the sales order entry form. 4. The price, delivery date and shipping address can be changed if required. 5. Press on the submit button to save the data. 6. If the Quantity available for the product falls below the reorder level then the application sends mail to the purchasing department. If the quantity is not available then the sales order will not be created and a mail will be sent to the purchasing department. 7. The sales order no. will be generated which can be seen from the “View log details” link at the bottom of the form. 8. The system has the intelligence that once a lead has been converted to sales order it will not appear in the dropdown menu again.
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9. The saved sales orders can be seen from Sales order entry view under the Data section of the application. 10. In the sales order entry view the invoiced and delivered fields indicates whether the sales order has been invoiced and delivered respectively.
Sales order entry form
Sales order no. generated
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Sales order entry view
3. Delivery challan
This form is responsible for creating the delivery challan for the sales order during dispatch of goods to the customer. The fields of the form are as follows: Field Sales order Data type Dropdown menu Description The sale order against which goods are to be dispatched is to be selected. The client of the Sales order will be defaulted. Te product ID will be defaulted. The product description will be displayed corresponding to the product ID. The Quantity in the lead will be defaulted for the product. The quantity unit of the product selected. The transporter name has to be entered. The vehicle no. is to be entered. The address of the company dispatching the goods will be defaulted and it can be changed depending upon from where the goods are dispatched or registered office. The shipping address of the customer will be defaulted.
Client Product ID Product description
Default Default Default
Quantity Quantity unit Transporter Vehicle No. Deliver from address
Default Default Text Text Default
Deliver to address
Default
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Steps: 1. Select the Delivery challan form under the Transactions section at the left hand side of the application. 2. Select the Sales order against which delivery challan has to be made. The details of client, product, quantity and shipping address will be defaulted. 3. Enter the transporter details and the vehicle no. 4. The deliver from address will be defaulted and it can be changed if required. 5. Press the submit button to save the data. 6. The delivery challan no. will be displayed in the “View log details” link at the bottom of the form. 7. The application has the intelligence of tracking the sales order against which delivery challans has been made and those sales order will not be displayed in the dropdown menu in the future. 8. The saved/generated delivery challans can be seen at Delivery challan view under the Data section of the application.
Delivery challan form
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Delivery challan no. generated
Delivery challan view
4. Invoice
This form is responsible for generating customer invoice or bill. The fields of the form are as follows: Field Sales order Delivery challan no. Client Total amount Due date Data type Dropdown menu Default Default Default Date Description The sales order against which invoice is to be generated. The delivery challan related to the sales order will be displayed. The client of the sales order will be displayed. The total amount of the sales order will be displayed. The date up to which the payment can be made has to be entered.
Steps: 1. Select the Invoice form under the Transactions section at the left hand side of the application. 2. Select the sales order against which invoice has to be raised. Only those sales orders will be displayed in the list for which delivery challan has been made. 3. The details of client, delivery challan and total amount of purchase will be displayed. 4. Enter the Due date on which payment can be made. 5. Press the submit button to save and generate the invoice.
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6. The invoice no. generated can be seen at the “View log details” link at the bottom of the form. 7. The sales order against which invoice has been made will not be displayed again in the future in the dropdown list. 8. The saved invoices can be seen at Invoice view under the Data section of the application.
Invoice form
Invoice no. generated
Invoice View
5. Payment Receive
This form is responsible for accepting the payment from the customers. The fields of the form are as follows: Field Invoice Data type Dropdown menu Description The invoice against which payment is to be received
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Total amount Due date Payment mode Cheque/DD no Bank Remarks
Default Default Dropdown menu Numeric Text Text
has to be selected. The total amount of the invoice will be displayed. The due date of the payment will be displayed. The mode of payment (Cash, cheque, Demand draft) has to be selected. The cheque/DD no has to be entered. The bank name on which cheque/DD is drawn. Any remarks against the payment can be entered.
Steps: 1. Select the Payment Receive form under the Transactions section at the left hand side of the application. 2. Select the Invoice against which payment has to be received. The details of total amount, client and due date will be displayed. 3. Select the payment mode. If the payment mode is Cheque or Demand draft, enter the Cheque/DD no. and the bank on which it is drawn. 4. Enter remarks regarding the payment like if it is after due date etc. 5. Press on the submit button to save the payment receive. 6. The Generated payment receive no. can be seen at the “View log details” at the bottom of the form. 7. The saved data can be seen at Payment receive view under the Data section of the application.
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Payment Receive form
Payment receive no is generated
Payment receive view
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