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Order to cash

From a quotation to cash in the bank, across Sales, Plant and Accounts.

At a glance

The flow: Quotation → Quote approval → Order → Credit check → Confirm → Job orders / dispatch → Delivery challan → Invoice issue → Receipt.
Who is involved: Sales, Plant Head as approver, Plant and store, and Accounts.
Watch out for: A Draft invoice is not a receivable. Issue it, or it stays out of statements and ageing.

Quotation→Quote approval→Order→Credit check→Confirm→Job orders / dispatch→Delivery challan→Invoice issue→Receipt

Stage table

#	Stage	Who (role)	Screen	What happens	Posts to stock / GL
1	Quotation	Sales	Sales › Quotations	Draft quote; free-text lines are allowed. Payment terms default from the customer. Quotations are in INR.	Nothing.
2	Quote approval	Plant Head (up to Rs 50,000), also Admin above	Overview › My Approvals	The quote must be Approved before it can be sent or printed. Editing an approved Draft resets it to Draft.	Nothing.
3	Send and accept	Sales	Sales › Quotations	Status runs Draft, Sent, then Accepted, Rejected or Expired. Convert pre-fills a new customer order for review.	Nothing.
4	Customer order	Sales	Sales › Customer Orders	Create a Sales order (or a Return order for a delivered order). Foreign-currency orders carry their own rate.	Nothing.
5	Credit check and confirm	Sales; approver if over limit	Sales › Customer Orders	If the order takes the customer past their credit limit, confirmation is blocked until a credit-limit override is approved (banded on the amount over the limit). Limit 0 means no limit.	Nothing.
6a	Make to order	Plant	Production › Job Orders	Generate job orders from the confirmed order. See Shop floor.	See shop floor page.
6b	Ship from stock	Plant / store	Sales › Delivery Challans	Dispatch against a Confirmed or Partially-Delivered order line, capped at ordered minus delivered.	see stage 7
6c	Service line	Plant / Sales	Order page	Mark service done instead of dispatching. No stock, no GL.	Nothing.
7	Delivery challan	Plant / store	Sales › Delivery Challans	Records dispatch and stock out; the challan can pre-fill an invoice.	Stock out of own stock. GL: Dr Cost of Goods Sold / Cr Inventory at standard cost (a zero-cost part posts nothing).
8	Invoice	Accounts	Receivables › Invoices	Create from a customer order (Draft), add lines, then Issue. GST is split per line: CGST+SGST when the customer's state equals the company state, else IGST. HSN/SAC is snapshotted onto each line.	Posting happens at Issue, never at Draft: Dr Accounts Receivable / Cr Income and GST Output Payable.
9	Receipt	Accounts	Receivables › Receipts	Record money already received and allocate it to invoices. Allocation is immediate and cannot be edited afterwards.	GL: Dr Bank/Cash / Cr Accounts Receivable (plus FX gain/loss for foreign invoices).
10	Credit notes and returns	Sales, Accounts, Plant	Receivables › Credit Notes, Sales › Sales Returns	A Return order is approved, then a sales return (approval engine) brings goods back; stock goes to Quarantine first, and Quality inspects it if a customer-return plan exists. A credit note fixes the money.	Stock in on approval; reverses the dispatch cost; credit note posts to AR.

A quotation: status, approval and action buttons sit at the top.

A customer order and its lines, with the next-step buttons.

An invoice: GST split per line, receipts allocated, activity timeline and the Print button.

Status values

Document	Statuses
Quotation	Draft, Sent, Accepted, Rejected, Expired, Converted (approval status is separate)
Customer order	Draft, Confirmed, In progress, Partially delivered, Completed, Cancelled
Invoice	Draft, Issued, Partially paid, Paid, Cancelled

Notes

Cancelling a Confirmed order needs approval; a Draft order cancels at once.
A Draft invoice is not a receivable: it is kept out of statements, ageing and the receivables reconciliation. Cancelling a Draft needs no reversal. Only a Draft can be cancelled; once an invoice is issued, correct it with a credit note.
Invoices cap goods lines at delivered quantity and service lines at done quantity, so nothing invoices twice.
Invoice issue only warns about credit by default; an Admin can set the setting to block (Instance Settings).
Prices come from a lookup (quote price, customer price, price list, part selling price). If the optional pricing engine is on, formulas can reprice at confirmation and dispatch; a change beyond tolerance needs a price-revision approval.

Approvals involved

Quotation, credit-limit override, order cancellation, Return order, sales return, price revision. Challans, invoices and receipts are not approval-routed.

What can go wrong

Cannot confirm: credit limit exceeded or a Return order not yet approved. Request approval first.

Cannot dispatch more than ordered minus delivered, or the part has no stock; dispatch stock out is refused if it would go negative.

Invoice missing from the statement: it is still Draft. Issue it.

Cannot cancel an invoice: only a Draft can be cancelled. Raise a credit note against an issued invoice.

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