1. Ayan Khasnabis
2. Smitahas Das
3. Gautam Ghosh
4. Ram Kumar Kapar
On a broader level an Order to Cash application allows a sales representative to register an order, a delivery person to record a delivery, a finance person to create an invoice and to record a payment in cash or cheque.
Application Flow
1. For the first time usage an Admin should go to Admin page and add a sales representative. A sales representative who is also an employee of the firm needs to be registered against already available unique Staff ID and they are assigned a transaction Authorization Key which is required at the time of order placement. An email is sent to the Sales Executive about the successful registration of his ID. Note that to use the admin functionalities, no login ID would be required.
2. Once registered, the sales representative may proceed to the order page and browse for the products available in inventory. The list is retrieved real time from the Inventory database. There are some sales rep details already added, more can be added as per wish. One such dummy user record is as follows (Sales Rep Login ID: user, O2C Authcode: user123).
3. The Sales Rep may then select the quantity he wishes to purchase by entering a value less than or equal to the current Inventory stock displayed. The order may then be completed by entering other details. An email is sent to the executive with all details of the order.
4. The order is sent to the delivery Order Management Team for approval. The team has right to accept/reject the order. Some end customers has priority over others, this is the reason for having this check point.
5. Once the delivery management approves it for delivery, Finance team can raise the Invoice. An email is sent to the Sales Representative with the details of the Invoice. The Sales Rep can forward this to the Customer who may make the payment for the order at this stage.
6. Once Finance receives the payment by one of the various possible ways, it confirms the payment which in turn triggers the update process of the Accounts Receivable table and the Cash Ledger table and the Order Status is modified as 'Completed'.
