Sales Workflow Guides

Complete guides for managing your sales processes from customer order through delivery and payment collection. These workflows accommodate various business models and sales scenarios.

🚀 Get Started / Setup

New to sales in BigLedger? Start with the standard workflow to learn the complete process.

📋 Standard Sales Workflow

The complete order-to-delivery flow — start here to understand the full sales process

💵 Cash Sales Workflow

Simplest sales flow — walk-in customers with immediate payment and delivery

Before you begin, ensure:

Customer profiles are configured in Customer Maintenance
Product catalog and pricing are set up in Pricebook
Tax codes and payment terms are defined
User permissions for the sales module are assigned

First time? Start with the Standard Sales Workflow — it covers the complete process. Then explore specialized workflows as your business requires.

📝 Daily Tasks

Guides for everyday sales operations your team performs regularly.

⚠️ Common Scenarios / Pitfalls

Watch out for these frequent sales issues:

Scenario	What Happens	How to Handle
Customer not in system	Cannot create sales order	Create customer profile first with all required fields
Stock not available	Order cannot be fulfilled	Check inventory before confirming; consider partial delivery
Deposit not collected	Order processing blocked	Collect deposit per workflow requirements before proceeding
Wrong pricing applied	Customer billed incorrectly	Verify pricebook and discount rules before invoice generation
Delivery rescheduled	Customer unavailable on delivery day	Update trip listing, communicate via WhatsApp group
Payment discrepancy	Collected ≠ invoice amount	Match physical documents with system, verify deposit/balance split

Key Rule: Always match the physical delivery order (signed by customer) against the system record before marking delivery as complete. Discrepancies caught later are much harder to resolve.

📊 Reporting Usage

Track your sales performance and operational health.

Key Sales Reports:

Sales Order Listing — All orders by status (Draft, Confirmed, Delivered, Completed)
Delivery Order Report — Track delivery completion and pending deliveries
Invoice Aging Report — Outstanding invoices by customer and age
Sales by Customer — Revenue breakdown by customer account
Sales by Product — Top-selling items and revenue by product category
Collection Report — Cash, cheque, and bank transfer collections by period

Reporting tips:

Check outstanding deliveries daily using DO status report
Review invoice aging weekly to follow up on overdue accounts
Compare sales-by-product monthly to identify trends
Use collection reports for daily cash reconciliation

Quick Workflow Comparison

Workflow Type	Deposit Required	Credit Check	Delivery Timing	Installation
Standard Sales	Yes (Partial/Full)	No	Scheduled	Optional
Credit Sales	No	Yes	As agreed	Optional
Cash Sales	Yes (Full)	No	Immediate	No
Instalment Sales	Yes (Varies)	Yes (by financier)	Scheduled	Optional
Partial Delivery	Yes (Partial/Full)	Depends	Multiple dates	Optional
Installation Required	Yes (Usually)	Depends	Coordinated	Yes

Key Roles in Sales Workflows

Understanding who does what is critical for smooth operations:

Sales Admin

Create and manage sales orders
Collect deposits and payments
Coordinate with warehouse and delivery teams
Generate invoices and delivery orders
Reconcile payments with accounts

Warehouse Helper

Pick and prepare stock based on sales orders
Record serial numbers and rack locations
Convert stock in system
Load items for delivery
Manage stock transfers

Delivery Driver

Arrange delivery schedules based on trip listing
Transport goods to customers
Obtain customer signatures on delivery orders
Take delivery proof photos
Collect cash, cheques, and agreements
Return documents and payments to admin

Accounts Team

Verify payment amounts against system records
Process cash, cheques, and bank transfers
Confirm delivery completion
Reconcile daily collections
Update financial records

Common Sales Process Flow

Most sales workflows follow this general pattern:

Customer → Sales Order → Deposit Collection → Stock Preparation →
Delivery Scheduling → Invoice Generation → Delivery Execution →
Payment Collection → Accounts Reconciliation

However, the specifics vary significantly based on your business model and customer type.

Document Flow Overview

Understanding the document lifecycle helps maintain accuracy:

Sales Order (SO)

Created by Sales Admin
Requires customer information and item details
May require deposit payment
Drives the entire process

Delivery Order (DO)

Generated from Sales Order
Includes serial numbers and quantities
Requires customer signature upon delivery
Photo evidence uploaded to WhatsApp/system

Invoice

Generated after stock conversion
Must match delivery order quantities
Includes pricing and tax information
Used for final payment collection

Trip Listing

Daily logistics planning document
Groups multiple deliveries by route
Printed for drivers each day
Helps optimize delivery efficiency

Payment Documents

Cash collection forms
Cheque copies
Bank transfer slips
Financing agreements (AEON, JCL, etc.)

Getting Started

New to sales workflows? Start with the Standard Sales Workflow to understand the complete process. Then explore specialized workflows as needed for your business.

Prerequisites

Before implementing these workflows, ensure you have:

System Access
- Appropriate user permissions for sales module
- Access to customer profiles
- Inventory visibility
Master Data Setup
- Customer profiles configured
- Product catalog maintained
- Pricing and tax setup complete
- Payment terms defined
Team Training
- All roles understand their responsibilities
- Communication channels established (WhatsApp groups, etc.)
- Document handling procedures agreed
Physical Resources
- Printers for SO, DO, and trip listings
- Mobile devices for photo uploads
- Warehouse racking system organized
- Delivery vehicles with proper equipment

Integration with Other Modules

Sales workflows integrate with multiple BigLedger modules:

Customer Maintenance - Customer profiles and credit terms
Inventory Module - Stock availability and serial number tracking
Financial Accounting - Payment processing and reconciliation
Pricebook Applet - Pricing and discounts
Trip Management - Delivery scheduling and route optimization

Best Practices

Data Accuracy

Always verify customer details before creating orders
Double-check product codes and quantities
Record serial numbers at time of picking
Confirm pricing and available discounts

Communication

Keep all team members informed of order status
Use WhatsApp groups for real-time updates
Confirm delivery appointments with customers
Alert accounts team of special payment arrangements

Documentation

Print and file all physical documents
Upload delivery photos immediately
Retain customer signatures on DOs
Keep copies of all payment documents

Process Discipline

Follow the prescribed workflow for each transaction type
Don’t skip validation checkpoints
Reconcile daily to catch errors quickly
Report issues immediately to supervisors

Troubleshooting Common Issues

Customer Not in System

Create customer profile before sales order
Ensure all required fields completed
Verify credit terms if applicable

Stock Not Available

Check inventory levels before order confirmation
Consider partial delivery if appropriate
Coordinate with purchasing for restocking

Payment Discrepancies

Match physical documents with system records
Verify deposit and balance amounts
Check for pricing changes or discounts
Escalate to supervisor if unresolved

Delivery Issues

Customer not available: Reschedule via trip listing
Wrong address: Update customer profile immediately
Damaged goods: Document with photos, process return
Missing items: Check warehouse picking accuracy