Order to cash: from opportunity to collected payment

#Purpose and scope

This chapter covers selling: CRM leads and opportunities, quotations, orders, delivery and shipments (including the driver app), invoicing, receipts and cash application, collections, returns and point of sale.

#Two kinds of sales order

BSuit has an accounting sales-order voucher and a separate operational sales order. They are not linked; know which one your team uses.

#Before you start

1. Customers: a CRM account with a customer ledger (needed to win a deal), and a customer ledger for invoicing.
2. Products, price lists (reference only — prices are not applied automatically), tax codes, warehouses.
3. Record types EST, SQ, SO, SI, SR, CASH-REC, BANK-REC, CHQ-REC and CN with approval workflows (seeded for SI, SO, SQ, SR, CN and receipts).
4. Sales posting configuration (Posting config) for web and POS sales.
5. Dunning levels if you chase overdue customers.

#1. Lead, opportunity and win

1. Capture leads in Leads; Convert a qualified lead — BSuit creates the account and an opportunity.
2. Work the opportunity in Opportunities or the pipeline board; add product lines and create quote versions for the customer.
3. Choose Win. BSuit checks the amount is positive and, when the opportunity has product lines, that the account has a customer ledger; with the JV-CRM-WIN workflow configured it then waits for approval.
4. When the win is approved, BSuit marks the opportunity won and creates a draft operational sales order from the product lines. Nothing is posted to the ledger: revenue is recorded when the sales invoice is posted.

#2. Quotation, order and invoice vouchers

1. Create the document in Sales transactions (Quotations, Orders or Invoices).
2. Choose the customer, add product lines; save as draft.
3. Submit for approval; approvers act in their inbox.
4. Post when approved.

#3. Confirm and deliver

1. Confirm the operational order in Sales orders (from draft).
2. Raise a delivery note from the confirmed order in Delivery notes; generate a pick list and assign a vehicle.
3. Dispatch: stock is issued from the warehouse and reservations are consumed.
4. Deliver, capturing proof of delivery.
5. On a dispatched or delivered note choose Create sales invoice: BSuit drafts the invoice priced from the sales order, with each line linked to the note.

#4. Shipments and the driver app

1. Plan shipments in Shipments, hand them to drivers in Handoff.
2. The driver, in the BSuit Smart app, starts the trip, marks Arrived, then Delivered (recipient name, signature, delivery code and photo as your shipment settings require), or Couldn’t deliver with a reason, or Return to warehouse. It works offline and syncs later.
3. Customers are notified of shipment status by email and in-app.

#5. Receive and apply payment

1. Record the payment as a Bank receipt, Cash receipt or Cheque receipt.
2. Enter the customer (or income) lines as credits. The bank or cash side is generated automatically and hidden.
3. Open Bill-wise and select the invoices this receipt settles; BSuit proposes open posted invoices for the customer.
4. Submit, approve and post.

#6. Collections

1. Review AR aging (buckets current, 1–30, 31–60, 61–90, over 90, by transaction date) and Statement of account.
2. Set up dunning levels, then run Dunning. BSuit ages open invoices by due date, logs a collection activity, emails the level’s template to the customer and puts the customer on credit hold where the level says so (lifting it when paid).
3. Track calls and promises in Collections.

#7. Returns and credit notes

1. Web-store returns: Returns — approve, receive (stock goes back to a warehouse and a credit journal is posted), then refund (store credit gift card or refund pending to the original payment).
2. Other credits: raise a Credit note against the customer.

#8. Point of sale

Terminal sales sync to POS transactions and post automatically using the sales posting configuration (debit cash/bank/customer, credit sales and tax). If the configuration is missing the sale stays in draft marked “failed — no config”. POS postings do not go through approval or the period and budget checks.