PayTraq Blog

Supply Сhain Management. Arranging Your Sales & Procurements

Posted in automation, business, warehousing, PayTraq U

Depending on the requirements and specifics of your business, PayTraq offers a variety of options for your sales and procurements arrangement and planning. You can choose an option according to your specific business process or take advantage of its modified versions.

Below are some of the most commonly used sales and purchases workflows.

1) Sales if the product is in stock

(Sales Order) -> Invoice to Customer -> Outgoing Shipment

It is used to sell products which are available in stock.
The easiest and the most common way for selling a product is when the sales order is created, based on which then an invoice is issued.

An outgoing shipment from the warehouse is generated in the program automatically when the invoice is posted.

A simplified alternative of this workflow is when the invoice is issued right away, without the sales order being created.

For advance payment sales, a proforma invoice can be generated based on the sales order and then a sales invoice is generated based on the proforma invoice; or a proforma invoice is the first to be issued, without the sales order.

One sales invoice can be issued based on multiple sales orders, in this case such invoice is generated having all order items imported into it.

2) Resale for preorders

Sales Order -> (Proforma Invoice) -> Purchase Order -> Invoice from Supplier -> Incoming Shipment -> Sales Invoice to Customer -> Outgoing Shipment

It is used when the product is not in stock and needs to be purchased for resale to the customer.

The sales order is created, and then a proforma invoice is issued (issuing proforma invoices is optional).

A purchase order to supplier is generated based on the sales order received from customer. When the product is received from the supplier, the received purchase invoice is registered in accounting system based on already entered information from the purchase order, and an incoming shipment records are generated automatically upon posting of the invoice.

An invoice to the customer is generated based on the sales order (or the proforma invoice), and an outgoing shipment documents and records are generated automatically when the invoice is posted.

3) Multiple outbound deliveries to the client over a period of time under the contract with one final invoice

(Sales Order) -> Outbound Deliveries -> Invoice to Customer

It is used for shipments under a previously concluded contract. In this case only one invoice is issued covering all the deliveries over the specified period of time.

Sales orders are created optionally.

An outgoing shipment document is created either from scratch or based on the sales order.

At the end of the specified period, an invoice is issued to the customer having all items from all outbound deliveries imported in it.

Occasionally, an invoice can be issued after each shipment. In that case, an invoice can be generated based on the outgoing shipment document.

4) Purchase orders and purchase invoices

Purchase Order -> (Proforma Invoice from Supplier) -> Invoice from Supplier -> Incoming Shipment

This workflow is used for regular purchases.

The purchase order is created. For purchases against advance payment, the received proforma invoice is posted based on the purchase order.

When the product is received from the supplier, the received purchase invoice is registered in accounting system based on already entered information from the purchase order (or the proforma invoice). When the purchase invoice is posted an incoming shipment records are generated automatically.

Multiple purchase orders can be combined in one invoice with a single incoming shipment, in which case the supplier’s invoice is created separately and all order items are imported into it.

5) Multiple inbound deliveries from the supplier for a period of time under the contract with one final invoice

(Purchase Order) -> Inbound Deliveries -> Invoice from Supplier

It is used when goods are received from the supplier under a previously concluded contract. In this case the supplier issues only one invoice covering all deliveries made over the specified period of time.

Purchase orders are created optionally.

An incoming shipment is created either from scratch or based on the purchase order.

At the end of the specified period the purchase invoice received from the supplier is posted and all items from all inbound deliveries are imported in it.

Occasionally, an invoice can be received after each inbound delivery. In that case, an invoice can be created based right on the previously registered incoming shipment document.