Overview
Follow a customer order through approval, fulfillment, billing, deposits, payment, and returns.
Before you begin
OTC Setup must be ready for the subsidiary, including AR, deposit liability, deferred revenue, FX mappings, item assignments, and locations as required. New order entry can be disabled independently of completing existing orders. Check stock availability, terms, sales VAT/WHT account mappings, and permitted periods.
Main task
- Create an order for fictional customer Example Retail: 10 stock units at 150 each. Review units, location, discounts, shipping, VAT/WHT, and the net collectible total.
- Save and submit through configured approval. Approval creates a non-posting order; resolve any credit hold before allocation or shipment.
- If the customer pays an advance, create and post a Customer Deposit. Its optional order link does not restrict the advance exclusively to that order.
- Allocate available stock and post actual fulfillment quantities. For 6 units shipped, keep the remaining 4 outstanding; inspect FIFO cost and stock detail.
- Bill through the order action to preserve source quantities and invoice allocations. Approve the invoice or Cash Sale draft using its normal workflow.
- Explicitly apply eligible deposits to posted invoices, or record Customer Payments with their invoice/credit applications. Check remaining open customer balances.
- If policy-driven recognition is enabled, review eligible billed-and-delivered plan lines, approve them, and post recognition in an allowed period.
- For returns, authorize against the correct source shipment, post the stock return, complete required negative recognition plans, and approve the linked credit memo.
Check the result
Approval, allocation, shipment, billing, payment, and revenue recognition have separate statuses and records. Shipped stock consumes reservations and FIFO layers once. Invoices/deposits/payments preserve customer, currency, and subsidiary lineage. A completed order is supported by its related documents and open quantities rather than a single status label.
If something goes wrong
Do not repeat a shipment when an invoice/Cash Sale draft is rejected: fulfillment may already be posted. Resolve insufficient stock, hold, source quantities, invalid tax mappings, and period errors on the relevant record. Returns against multiple shipments/invoice allocations must use the correct sources. Check the recognition register for unexplained deferred balances.
Collectible amount and settlement
The order summary distinguishes basic amount, VAT, WHT, discounts, shipping, and collectible total. WHT reduces the amount collected using its mapped sales WHT account. Review the actual summary and posted lines when comparing to cash receipts.
Customer advances are a pool for the same customer, subsidiary, and currency. Applying a deposit is an explicit action, not an automatic consequence of creating an invoice.
Recognition and cash sales
Recognition behavior depends on the captured line policy and subsidiary switch. See Revenue recognition before changing setup.
An eligible payment method supports fulfill-and-bill into a Cash Sale draft. Fulfillment posts first; rejecting the draft does not reverse shipment. Cash Sale posting uses a cash/bank receiving account rather than ordinary A/R.