user manual for order cash application

Order2Cash Management software User-Manual

USER’S GUIDE

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This document accompanies an application build with the help of Zoho.

The document describes functions that can be performed with the help of this application. For further help feel free to contact:

1. Harish Lavan Thangaraj 10BM600292. Harsh Vyas 10BM600303. Jayati Singh 10BM600344. Lavanya Rajasekaran 10BM60042

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TABLE OF CONTENTS

1. OBJECTIVE OF THE APPLICATION……………………………………………. 4

2. USAGE SCENARIOS2.1 NEW CUSTOMER

REGISTRATION………………………………………… 52.2 NEW CUSTOMER DETAILS……………………….

………………………….52.3 ORDER PLACEMENT……………….

…………………………………………6

2.4 INVOICE GENERATION……………………………………………………….6

2.5 PAYMENT …………………………….………………………………………..7

2.6 AUTOMATIC PROCUREMENT ..................................................................................8

3. ASSUMPTIONS IN DESIGNING THE APPLICATION................................................9

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DESCRIPTION

The Order-to-Cash process begins with arrival of an order for a specified product from an approved customer. The order can ONLY be accepted if a sufficient inventory of the product exists. After an order has been accepted, it is executed after some time when an invoice is generated. Generation of the invoice creates an Account Receivables entry and sets the status of order to in progress and account receivables as ‘to be paid’. Subsequently a payment is received, invoice is marked paid, AR entry is marked paid and cash entry is made in cash ledger.

PROCESS FLOW DIAGRAM

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USAGE SCENARIOS

GOAL/ CONTEXT: The customer requires certain product of the company.

1. The company evaluates the Customer against their records in their database.

2. If the Customer is first time user then the Customer will have to sign up so that an entry can be made in company’s database and the Customer can get a unique Customer Id.

3. A mail will be sent to Customer confirming successful registration of his Customer Id.

4. If he is an existing Customer then the Customer can proceed further without the sign up process and can place the Order.

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CUSTOMER NEW ORDER INVOICE GEENRATION

ACCOUNTS RECEIVABLES

ENTRY

CASH LEDGER ENTRY


GOAL/CONTEXT: CUSTOMER HAS TO ORDER THE PRODUCT

1. The Customer can place the order by browsing through the products available for ordering. The list is revealed real time from the Inventory database.

2. The Order can be placed by entering the product required, quantity and the delivery address.

3. A mail will be sent to the Customer enlisting the type and quality of product purchased.

4. The Order is sent to the Admin for approval, without which, the Customer is unable to pay for the order. This feature enables the Admin to have control on the orders taking place.

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5. The Company checks its Inventory. If the Inventory is sufficient then it creates order and reduces the Inventory available.

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GOAL/CONTEXT: Invoice Generation

1. If the Admin accepts the order then an Invoice is created against the Customer Order.2. An e-mail will be sent to Customer with the details of his Invoice.3. The Customer accepts the invoice and corresponding entries are made in the Accounts Receivables.4. At this point the payment status in the Receivables table is “Not paid” 5. There is no entry in the Cash-Ledger since no payment has been received yet.

GOAL/CONTEXT: CUSTOMER MAKES PAYMENT AGIANST THE INVOICE

1. The Customer makes payment against the Invoice.

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2. AR entry is marked “paid”, Order is updated as “delivered” and corresponding cash entry made in Cash Ledger.

GOAL/CONTEXT: AUTOMATIC PROCUREMENT TO REPLENISH INVENTORY

During Inventory set up we have defined variable “Procurement Level”.

1. When the Inventory goes below this quantity, the system automatically procures a further order of that particular item in numbers defined by the “Procurement Quantity” variable.

2. If the store operator wants to procure even more though the quantity is more than the “Procurement Level”, he can use the Procurement Form available.

3. After receiving the quantity ordered from the suppliers, the store operators will have to click “procured” in the Procure View and update the Inventory.

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Assumptions:

1.)The customers will pay up in one go. There is no provision for a partial payment or deferred payment.

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2.)The currency of payment has been defaulted to Rupee.

3.)A flat 15% rate of VAT has been fixed. The same can be modified later.

4.)Orders will be accepted one item at a time. This can be made more sophisticated later on.

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5.)Cash Ledger is concerned with only the amount received. Though in real-life scenarios Cash Ledger has a detailed role having both receivables and payables entries.

6) If the delivery address is not mentioned in the order, then it is assumed that the delivery address will be same as that of the customer’s address.

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user manual for order cash application

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