# 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)