Skip to content

Use Cases

The running example throughout the wiki is GadgetSphere Sdn Bhd, a Malaysian consumer- electronics group: 22 retail branches, a separate online company and a distribution company, around 5,200 active items, SST-registered. The retail branches are the Point of Sale module’s story; this page is the distribution company’s.

1. The B2B order-to-invoice desk

The shape. The distribution company sells to corporate customers on credit terms, against a written quotation and a purchase order.

The flow. Sales Inquiry → Sales Quotation → Sales Order → goods go out → Sales Invoice.

Three corrections to how this is usually drawn:

  • The quotation is not “converted” to an order. The order picks the quotation up from its own knock-off tab. (The Convert action on a quotation creates a receipt voucher for a deposit, and deletes the quotation.)
  • Nothing in this chain is approved. A discount is released by a permission on one line, not by a routed request.
  • The order is where availability is consumed, not the invoice. The order posts nothing; the invoice posts everything.

Deposits. A deposit taken against a quotation or an order becomes a receipt voucher and is knocked off later. It is real money in a real cashbook from the moment it is taken.

Credit. The customer’s available credit is shown on the order. Nothing enforces it. If the answer has to be “no”, blacklist the customer.

2. Stock placed at a customer’s site

The shape. A corporate customer holds display units on site and is billed for what they actually use.

The flow. Customer Consignment moves stock out to a consignment location held for that customer and receives it back. Both directions move the stock ledger only — amount signum 0, so there is no journal at all until you bill. Billing the consumed units is an ordinary sales invoice.

Do not reach for the Consignment Billing applet here. Despite sitting in the sales-workflow folder, it is a purchase document — the consignor’s bill to you, with a supplier picker and a negative amount signum. It belongs to the purchasing module. For billing a customer for consigned stock they consumed, raise a sales invoice.

Two things the product will not do for you. There is no check that the from-location and the to-location belong to the same company, so a transfer can land stock in another company’s location without complaint. And the applet exposes no VOID button — a wrong transfer is deleted as a draft or corrected with an opposite movement.

A note on goods-issue documents

In both shapes above, the sales invoice is the document that moves the stock. The registered Sales GIN applet is inert — quantity signum 0 — so a GIN records a despatch and touches nothing. Anyone designing a warehouse process around it will find the shelf never empties.