What is Order-to-Cash (O2C)?
Order-to-Cash (O2C) is the complete business process that begins when a customer places an order and continues through order fulfilment, shipment, and invoicing. In Acumatica, the Sales Order process helps businesses manage these activities efficiently in one system, providing better visibility and accuracy throughout the sales Process
In these blogs, we will go through entire sales process in Acumatica.
Quotation >> Sales Process >> Shipment >> Invoice.
1. Quotation
A quotation is generated when a customer wants to know the price, products, and other order details before confirming a purchase. In Acumatica, quotation can be created, reviewed, print and convert into a sales order when customer accept the offer.
Step 1: Navigate to Sales Orders
Go to Transactions → Sales Orders.
Step 2: Create a New Quotation
Click the + (Plus) icon and select the appropriate order type to create a new quotation.
Step 3: Enter Quotation Details
Enter the required information. Fields marked with a red Star (*) are mandatory.
On the Details tab, click + to add products. Select the required Inventory Item, Warehouse, and Quantity for each product.
If multiple warehouses are available, select the appropriate warehouse based on where the inventory will be fulfilled.
Step 4: Print the Quotation
Once the quotation is complete,
Go to Action Toolbar and Click on Three dots → Printing and Emailing → Print Quote
The quotation can then be reviewed and shared with the customer.
Step 5: Convert the Quotation to a Sales Order
Once the customer accepts the quotation, it can be converted into a Sales Order.
Go to Action Toolbar and Click on Three dots → Processing → Copy Order
Review the details in the Copy To window and click OK. The quotation information will then be copied into a Sales Order, allowing the order fulfilment process to continue.
2. Sales Order
A Sales Order represents the customer’s confirmed request to purchase products or services. Once the customer accepts the quotation, the order can be created and processed for fulfilment in Acumatica.
Step 1: Navigate to Sales Orders
Go to Transactions → Sales Orders.
Step 2: Create a New Sales Order
Click the + (Plus) icon to create a new Sales Order.
Enter the required information, such as:
Customer
Location
Description
Order Date
Other mandatory fields
Step 3: Add Products
Go to the Details tab and click + to add products.
Select the required Inventory Item, Warehouse, and Quantity for each product.
Acumatica also supports pricing and discount rules. For example, quantity-based discounts can be configured so that the appropriate discount is automatically applied when the order meets the defined criteria.
Step 4: Print the Sales Order
Once the Sales Order is completed
Go to Action Toolbar and Click on Three dots → Printing and Emailing → Print Sales Order
The Sales Order can then be reviewed and shared with the customer before proceeding to the next stage of the fulfilment process.
3. Create Shipment
Once the Sales Order is confirmed, the next step is to fulfil the order by creating a Shipment. The shipment process allows the warehouse team to prepare and ship the products ordered by the customer.
Step 1: Remove the Sales Order from Hold
First, save the Sales Order. If the order is on Hold, click Remove Hold to allow further processing.
Step 2: Enter Shipping Information
The required shipment information can then be entered in the Shipping tab.
This tab contains important shipping details, such as:
• Shipping Terms
• Shipping Zone
• Shipping Method
• Ship Via
The Ship Via field identifies the carrier and shipping service that will be used to deliver the order.
Step 3: Select the Warehouse
Select the appropriate Warehouse from which the products will be fulfilled.
Once the required shipping information is entered and the warehouse is selected, the shipment can proceed to the next stage of the fulfilment process.
4. Print Pick List
Once the Shipment has been created, the warehouse team can use the Pick List to identify the products that need to be picked from inventory.
Step 1: Print the Pick List:
Go to Action Toolbar and Click on Three dots → Printing and Emailing → Print Pick List
The Pick List provides the warehouse team with the details required to locate and pick the ordered items from the selected warehouse.
Step 2: Pick the Items
The warehouse team can then pick the required items from inventory and prepare them for the next stage of the fulfilment process—packing and shipment.
5. Prepare the Invoice
Once the shipment has been completed, the next step is to prepare the customer invoice. This ensures that the financial transaction is recorded based on the products that were shipped.
Step 1: Prepare the Invoice
From the Shipment screen, click the Prepare Invoice button.
Acumatica automatically creates the invoice based on the shipment details and the configured invoicing settings.
This step connects the fulfilment process with the financial side of the transaction, ensuring that the customer is billed for the items that have been shipped.
Print and Release the Invoice
Step 1: Print the Invoice
Go to Action Toolbar and Click on Three dots → Printing and Emailing → Print Invoice
Review the invoice to ensure that the customer, products, quantities, prices, taxes, and other details are correct.
Step 2: Release the Invoice
Oce the invoice has been reviewed and all information is correct, click Release.
Releasing the invoice posts the financial transaction according to the company’s configuration and completes the invoicing stage of the Sales Order process.
Conclusion:
The Sales Order process in Acumatica provides a structured and efficient way to manage the sales fulfilment cycle from start to finish. The process begins with a Quotation, which can be converted into a Sales Order once the customer confirms the purchase. The order then moves through Shipment Creation, Picking, Packing, and Shipment Confirmation. Once the shipment is completed, the user can Prepare, Print, and Release the Invoice. Overall, Acumatica connects sales, inventory, warehouse operations, shipping, and invoicing in one streamlined process, providing better visibility and helping businesses manage customer orders accurately and efficiently.