ORDER to CASH PROCESS

Proces
s id

Process Description

How addressed in Orion

Outsou
rcable?
Y/N

Enquiry from customers

Operations Sales Reports

Transaction listing Sales enquiry

A separate file is maintained to keep all these

enquiries

Quotation is sent to customers based on enquiry

Each quotation is entered in the system for future
reference

5
6
7

8
9

Quotation is mostly based on standard price list.

In exceptional cases, Marketing Manager / CEO
would approve different price with justification
Sales Order received from a customer a printed document through courier is received by
the marketing department
Marketing department verifies the agreed terms
and conditions as to its price quantity delivery
schedule pay term etc., and approves the Sales
Order
The verification is done with the quotation and
subsequent discussions with the prospective
customer
Marketing department enters the sales order in the
system and generates a unique document number
for the same
Stock on hand is checked with the delivery
schedule
Movement of stock from one location to another
where the sale takes place is effected in time
Stock transfer note is generated by the transferor
department and sent to transferee dept and the
accounts department
Export is ensured with proper documentation set
Cost Insurance
whether recoverable from customer or not
IF recoverable from customer the same is
adjusted in the invoice

Operations Sales Quotation to

customers
Can be queried

Can be pulled from sales quotation

or can be placed directly
Approve the document by enabling
approve button

Automatic generation of document

number as specified in SO setup
Stock can be queried at any time
before delivery
Transferor dept. Location Transfer
Out
Transferee dept. Location
Transfer In
Check through LC setup (sales
setup transaction setup LC
setup)
Adjustment can be made in the
invoice as line item

Remarks

Proces
s id

Process Description

How addressed in Orion

Outsou
rcable?
Y/N

10

11
12
13
14
15

Delivery note is prepared and sent along with

invoice

Invoice setup in generic parameter

Necessary documents are attached with the

invoice depending upon the type of consignment

Set up the statutory parameter in

sales invoice setup

Road
Rail
Ship
Airway
Before actual delivery of an item, quality is
checked by the quality department
Quality department certifies the quality of the
item on the Delivery note
Signed copy of the customer relating to delivery
in time and without damage is received by HO
Accounts department checks and compares the
signed copy with its department copy
Collection is made on due date

Inventory masters quality

related qc parameter
Inventory masters quality
related qc parameter
Refer point 6

Collection is always by way of cheque

16

Overdue outstanding from customers:

Refer point 6
GL- Receivables and payables
transactions - receivables - PDC
receipts and by bank payment in
GL transactions
Dunning letter

Reminders are sent based on the extent of

overdue.

17

18

19

Interest would be charged in consultation with the

Marketing manager for large amounts overdue for
a long period of time
Advance is paid by the customer if the terms &
conditions specify so.

Procurement master - supplier

related Payment terms

Receipt is prepared and sent to customer by the

accounts department
Cash discount is offered at the discretion of CEO
and the marketing manager

Discount offered through TED

master setup.

For all cash sales, collection is sent to Account

department everyday.

Sales setup accounts cash

discount account setup
Cash sales amount through cash
receipt option in GL transactions

In case collection is by way of cheque, a

statement is sent to HO and it will be reconciled
with the Bank statement every fortnight
20

Collection by way of credit card:

21

Credit slip is sent to bank with a statement to HO.

Similar reconciliation as in (19) is carried out by
HO
Sales Return:

22

Items received from customer as sales return are

supported by customer document and an Inward
document prepared by Stores / Warehouse
department
Marketing department mentions the reasons for
the return on the inward document clearly
mentioning the cost involved.

GL- Receivables and payables

transactions - receivables - PDC
receipts and by bank payment in
GL transactions
Only Bank statement is check to
see the realization and entry
passed. Work around is possible by
treating it as Post dated
Operations sales transactions
sales return

Reason code master

Remarks

Proces
s id

Process Description

How addressed in Orion

Outsou
rcable?
Y/N

23
24
25

Accounts department raises credit note based on

(Debit note) from the customer and the approval
from Marketing department
Root cause analysis made by marketing
department and distributed to CEO and Marketing
Manager
Any repair work done after warranty period:

29

Marketing department receives enquiry from

customer
Marketing executive carries out an inspection of
the item and sends his quote to the customer with
a copy to Accounts department
Once the quote is agreed by the customer, repair
is undertaken and a singed copy of the customer
about satisfied work is sent to Accounts
department
Invoice is raised by accounts department and sent
to customer with the approval of finance
executive
Customer Hold:

30

Accounts department intimates Marketing

manager about the poor collection from a
customer and it is jointly decided whether to do
any future transaction with a customer and also
when to release the hold
Credit analysis and control

26
27

28

GL - transactions GL transactions
- credit note
Not available
Can be adjusted with debit or
credit note depending on the case
Sales return material
authorization processing
generate warranty details
To be checked

Financial Entry Generation

Text data can be captured

Credit control Reports

Receipt is ensured on time and overdue is

analyzed

31

Area wise sales executives are identified to ensure

periodic collection
Bad debts extreme care is taken

34

only CEO has the authority

Bank reconciliation
(refer separate section)
Accounts department passes necessary journal
entries at the time of delivery / invoicing
collection and for sales return
List of reports

35

(would be attached)
Data Security:

32
33

Persons responsible for invoice preparation debit /

credit memo are identified and no other official
can have access to create or modify these
documents

Entry to be passed in GL
Refer separate section
Accounts department passes
journal entry
Statement of Outstanding/Debtors
aged Analysis
Administrator menu password

Remarks