# Part 2: Core Process Flows

# Sales Process Flow (Quote-to-Cash)

## Purpose

#### provides a comprehensive guide for the Sales, Warehouse, and Finance departments on using the ERP system to execute the entire sales cycle, from managing potential customers (prospects) to receiving payments.

## Relevant Departement

- #### Sales Local & International Business: Responsible for the process from start to creation of Sales Orders.
- #### Warehouse: Responsible for the preparation and delivery of goods based on Sales Orders.
- #### Finance, Accounting, & Tax and Customs: Responsible for billing (invoices) and recording payments.

## Proccess Flow Visual

![ERP Kokola (9).png](https://manual.kokola.co/uploads/images/gallery/2025-07/erp-kokola-9.png)

## Steps in the ERP System

1. #### **Managing Prospects & Activities in CRM**
    
    #### This initial step is important for recording all potential sales and customer interactions to ensure no opportunities are missed.
    
    #### - PIC: Sales Local, International Business.  
    
    
    #### - When to Do: When there is a new potential customer or during sales interactions (phone, email, meetings).
    
    #### - Related Module: CRM.  
    ![Screenshot 2025-07-19 105217.png](https://manual.kokola.co/uploads/images/gallery/2025-07/scaled-1680-/screenshot-2025-07-19-105217.png)
2. #### **Creating Official Quotations**
    
    #### - PIC: Local Sales, International Business.
    
    #### - When to Do: When there is an official price request from a customer.
    
    #### - Related Module: Sales.  
    ![Screenshot 2025-07-22 085118.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-085118.png)
3. #### **Confirming Orders with a Sales Order (SO)**
    
    #### This document is an internal "contract" that triggers other departments to take action
    
    #### - PIC: Local Sales, International Business.
    
    #### - When to Do: After the customer approves the price quotation.
    
    #### - Related Module: Sales.  
    ![Screenshot 2025-07-22 085118.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-085118.png)
4. #### **Preparing Goods Delivery (Delivery Note)**
    
    #### - PIC: Warehouse.
    
    #### - When to Do: After a valid SO (Sales Order) exists and the goods are ready to be shipped.
    
    #### - Related Module: Sales, Accounts Receivable.  
    ![Screenshot 2025-07-22 085140.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-085140.png)
5. #### **Creating a Sales Invoice (Invoice)**
    
    #### - PIC: Finance, Accounting, Tax and Bea.
    
    #### - When to Do: After the Delivery Note is confirmed (goods have been shipped).
    
    #### - Related Module: Sales, Accounts Receivable.  
    ![ERP Kokola (14).png](https://manual.kokola.co/uploads/images/gallery/2025-07/erp-kokola-14.png)
6. #### Recording Payment Receipts
    
    #### The final step of the cycle, where customer payments are recorded to settle receivables.
    
    #### - PIC: Finance.
    
    #### - When to Do: When receiving payment funds from customers (bank transfer, checks/giro, cash).
    
    #### - Related Module: Accounts Receivable, Finance.  
    ![ERP Kokola (11).png](https://manual.kokola.co/uploads/images/gallery/2025-07/erp-kokola-11.png)

# Purchase Flow Process (Procure-to-Pay)

## Introduction to Flow and Related Departments

#### This flow covers the entire process of goods/services procurement, from the request by the user department to payment to the vendor. The main departments are Procurement, Warehouse, and Finance.

## Process Flow Visual

![ERP Kokola (10).png](https://manual.kokola.co/uploads/images/gallery/2025-07/erp-kokola-10.png)

## Process Steps in the ERP System

1. #### **Create a Purchase Request (PR)**
    
    #### - PIC (Person in Charge): All User Departments.  
    
    
    #### - When to Perform: When a department needs goods or services, they create a PR in the system via **the Purchase Request menu**. This document will go through approval before being forwarded to the Procurement department.
    
    #### - Modul Terkait: Pembelian.  
    ![Screenshot 2025-07-22 090022.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-090022.png)
2. #### **Creating a Purchase Order (PO)**
    
    #### - PIC: Procurement.
    
    #### - When It Is Done: After the PR is approved, the Procurement team selects a vendor and creates the PO through **the Purchase Order menu**. This PO is the official document sent to the vendor as an order.
    
    
    #### - Related Module: Purchasing.  
    ![Screenshot 2025-07-22 090022.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-090022.png)
3. #### **Goods Receipt at Warehouse**
    
    #### - PIC: Warehouse.
    
    #### - When It Is Done: When the vendor delivers goods, the Warehouse team creates a Goods Receipt document through **the Goods Receipt menu**, referring to the PO number. Once this document is saved, the system inventory stock increases.
    
    #### - Related Module: Inventory.  
    ![Screenshot 2025-07-22 085140.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-085140.png)
4. #### Invoice Verification & Vendor Payment
    
    #### - PIC: Finance, Procurement.
    
    #### - When It Is Done: The Finance/Procurement team receives invoices from vendors and records them in **the Purchase Invoice menu**. After verification, the liability is recorded and payment is scheduled through the Accounts Payable module > Vendor Payment.
    
    #### - Related Modules: Purchasing, Accounts Payable.  
    ![ERP Kokola (12).png](https://manual.kokola.co/uploads/images/gallery/2025-07/erp-kokola-12.png)

# Production Process Flow (Plan-to-Produce)

## Introduction to Flow and Related Departments

#### This flow is the heart of the manufacturing process for producing finished goods. The departments involved are R&D, Production Planning, GMP Operation, and Quality Assurance.

## Process Flow Visual

![ERP Kokola (21).png](https://manual.kokola.co/uploads/images/gallery/2025-07/erp-kokola-21.png)

## Process Steps in the ERP System

1. #### **Managing Bill of Materials (BOM)**
    
    #### - PIC: RND.  
    
    
    #### - When Performed: The R&D team designs the "recipe" for each finished product through **the Bill of Materials menu**, recording all raw materials and quantities required.
    
    #### - Related Module: Production.  
    ![Screenshot 2025-07-22 090055.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-090055.png)
2. #### **Planning & Work Order**
    
    #### - PIC: Production Planning.
    
    #### - When Performed: Based on sales forecasts, the PPIC team creates a plan through **the Production Planning menu** and issues a Work Order as an official command to start the production process.
    
    
    #### - Related Module: Production.  
    
    
    #### ![Screenshot 2025-07-22 090055.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-090055.png)
3. #### **Raw Material Request & Factory Activities**
    
    #### - PIC: GMP Operation.
    
    #### - When Performed: The production team creates a request in **the Material Request menu** to the warehouse based on the Work Order. All activities, machine usage, and production results are then recorded in the Factory Activities menu.
    
    #### - Related Module: Production.  
    
    
    #### ![Screenshot 2025-07-22 090055.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-090055.png)
4. #### **Quality Control Process**
    
    #### - PIC: Quality Assurance.
    
    #### - When Performed: The QA team performs checks on incoming and outgoing goods. The inspection results are entered into the system through the Quality Process menu to ensure products meet standards.
    
    #### - Related Module: Quality Control.  
    ![Screenshot 2025-07-22 090110.png](https://manual.kokola.co/uploads/images/gallery/2025-07/screenshot-2025-07-22-090110.png)