A customer accepts a quotation, the warehouse dispatches the order and finance sends the invoice. Then the customer pays, but the account still shows an outstanding balance. If each team works from a separate record, tracing a delivery or matching a receipt can take longer than it should. An integrated order-to-cash process links each step so teams can see what has happened and who owns the next action.
Follow a wholesale order from quote to payment
Quotation and order. A distributor checks stock availability, delivery capacity and credit terms before confirming the customer’s request. Sales converts the accepted quotation into an order, retaining the agreed terms and customer reference.
Fulfilment. The warehouse reserves and picks stock against the order. When an item is unavailable, it records the shortfall and leaves the remainder open. Sales confirms the revised delivery plan with the customer and dispatch records what actually shipped.
Invoicing. Under the distributor’s delivery-based billing policy, finance invoices the quantity delivered and links the invoice to the order and delivery record. The outstanding items stay visible for fulfilment and later billing.
Receipt and reconciliation. The customer pays and sends remittance advice. Finance matches the bank receipt to the open invoice, investigates any difference and confirms the customer balance. An unidentified receipt stays unapplied until finance can verify where it belongs.
Measure where the process stalls
· Orders delivered in full and on time. Track the share of orders due in the period that were completed by the original confirmed date.
· Delivered orders awaiting billing. Count deliveries that are ready to invoice and track how long they have been waiting.
· Invoices disputed for order or delivery differences. Track the share of invoices raised in the period that customers dispute for these reasons.
· Unapplied receipts. Count unmatched bank receipts and track their age so finance can prioritise follow-up.
M&J Africa can help you connect sales, warehouse and finance records so teams can resolve exceptions sooner, bill with fewer disputes and see which customer balances still need attention. Get in touch to discuss your order-to-cash process and enquire for a tailored quote.