This guide provides a complete overview of the financial transaction flow in CRM, from quotation to payment collection.

It helps users understand:

  • The correct process flow

  • How documents are connected

  • When each transaction should be used

Transaction Flow Overview

The standard CRM transaction flow is:

Quotation → Order Acceptance → Delivery Order → Invoice → Receipt

Each step represents a stage in the sales and billing process.

System Document Flow (Auto-Generate)

The system allows you to generate the next document directly:

Quotation    
↓ 
Order Acceptance    
↓ 
Delivery Order / Invoice    
↓ 
Invoice (if from DO)   
↓ 
Receipt

Transaction Breakdown

1. Quotation

Used to provide pricing to customers before confirmation.

ItemDescription
PurposePropose pricing
Financial Impact❌ No
Can GenerateOrder Acceptance

2. Order Acceptance

Confirms that the customer agrees to the quotation.

ItemDescription
PurposeConfirm order
Financial Impact❌ No
Can GenerateDelivery Order / Invoice

3. Delivery Order (DO)

Used when delivering goods to customers.

ItemDescription
PurposeTrack delivery
Financial Impact❌ No
Can GenerateInvoice

4. Invoice

Issued to request payment from customers.

ItemDescription
PurposeBilling
Financial Impact✅ Yes
Can GenerateReceipt

5. Receipt

Records payment received from customers.

ItemDescription
PurposeRecord payment
Financial Impact✅ Yes
Final StepYes

Generation Flow Summary

FromCan Generate
QuotationOrder Acceptance
Order AcceptanceDelivery Order / Invoice
Delivery OrderInvoice
InvoiceReceipt

? Linking Transactions (Important)

You are not required to follow the exact flow using the “Generate” button.

Even if documents are created manually, you can still link them later.

Examples:

  • Order Acceptance created without Quotation
    → Can be linked to Quotation later

  • Delivery Order created manually
    → Can be linked to Order Acceptance

  • Invoice created manually
    → Can be linked to Delivery Order or Order Acceptance

Important Notes

No.TopicExplanation
1Auto-generationRecommended to use “Generate” to avoid re-entering data
2Manual creationAllowed for flexibility
3Document linkingDocuments can be linked later for tracking
4Flexible flowSteps like Delivery Order can be skipped if not needed
5Financial impactOnly Invoices and Receipts affect accounting
6Data accuracyAlways verify amounts before generating next document

Example Workflow

1. Create Quotation  
2. Customer agrees → Generate Order Acceptance  
3. Deliver goods → Generate Delivery Order  
4. Bill customer → Generate Invoice  
5. Receive payment → Generate Receipt  

Best Practices

  • Start with Quotation for better tracking

  • Use Generate function to reduce errors

  • Always review Invoice before sending

  • Record Receipt immediately after payment

  • Link documents properly for accurate reporting