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Sales Order Processing
Sales Order Processing
The sales order process is one of the most vital workflows in any business that sells goods.
Get it right and you’ll cut costs and delight customers. Get it wrong and – unfortunately – the opposite tends
to apply.
So what is sales order processing, how does it work, and why should you optimise it
This sequence is often depicted using a flow chart – like the one you’ll see below. Ideally a business will achieve a
smooth process that covers these steps and ensures customer satisfaction through less chance of errors, faster delivery
time and less money wasted on inefficient tasks.
A purchase order goes in the other direction. It comes from the customer and outlines what they wish to purchase. For
example, a manufacturer may send a purchase order to their supplier outlining what they require. The supplier would
then generate a sales order on the back of that purchase request, once the price has been accepted.
The accounting team of each party records both the sales order and sales invoice to ensure that they match – as part of
the reconciliation process.
What are the basic steps of sales order processing?
A sales order flowchart gives you a top-down view of each step in your sales order pipeline and can be used to
explore inefficiencies in your sales order processes
Example of a typical sales order process flow
Here we break down the individual steps in a typical sales order process workflow, from receiving an order to
invoicing.
Step 4: Shipping
The shipping step is where outbound goods are finally transferred to an approved logistics partner who will then
deliver the product to the customer. Depending on what is most cost efficient, or what the customer prefers, purchased
goods may be sent out individually or in bulk.
Collecting everything into one shipment can sometimes increase delivery times as it may take longer to pick and sort
some goods over others – for instance, when stock isn’t immediately available. On the other hand, sending partial
shipments can increase shipping costs and is more complex to manage.
Multiple companies may be involved in this phase. Your business could use a logistics partner to get your goods to a
distribution centre, from where a courier delivers the goods to your customer. Alternatively, a single freight company
could deliver your goods the whole way.
Shipping is one of the last steps in the sales order process, and for this you may use a logistics partner or freight
company
Step 5: Invoicing
If payment wasn’t handled at the sales end of the pipeline an invoice will need to be generated so your company
receives payment.
A basic system can be used where the invoice is paper-based and mailed out with the package itself. Or the invoice
can be generated electronically and emailed to the customer.
Depending on what accounting systems you’re using, you may also be able to use an e-invoice with payment options
built in to the invoice itself – like a Pay Now button that is linked to both your accounting platform and the
customer’s.
‘Omnichannel’ means that your business sells across multiple platforms and devices, and each of these is integrated
into one system. ‘Multichannel’ refers to selling across different platforms, but their systems are separate.
To optimise for these strategies automation is key, and you’ll be looking to invest in an order and inventory
management system that can eliminate time-consuming manual steps like checking stock levels, inputting data into
spreadsheets, producing invoices either from scratch or a template, and more.
When each of these processes is automated they become instant, which means staff can be occupied with more value-
adding tasks.
Automating your sales order processes removes time-consuming and tedious tasks for staff – and the risk of human
error
Auditing the way you undertake your sales order process is the first step to improving it
2. Automate
Automation is about taking tedious and repetitive jobs and letting a computer do them faster and more accurately – so that
staff can focus on more meaningful tasks.
For sales order processing, you could think about automating these actions:
Receiving purchase orders and checking inventory levels
Raising sales orders if inventory is confirmed
Sending purchase orders to suppliers if new stock is required
Raising a sales invoice to be printed or emailed to the customer
Sending picking requests to the appropriate warehouse manager
Updating stock levels based on what items are removed from shelves and scanned
Organising pickups and estimating shipping costs
Communicating with the customer at key steps in the process, or when there’s a delay
To manage these steps you’ll need to use order management software that’s integrated with your inventory management
system. Between these two systems you can handle the sales process, stock count and supplier requests.
If needed, these two in turn may then plug into a wider enterprise resource planning (ERP) system to connect with more
apps, such as those for accounting, sales databases, CMS platforms, and so on.
If you don’t know what stock you have at any given time, or you can’t update this information in real time, you will always
be at risk of stocking out unexpectedly – or overstocking goods that you then can’t sell.
Inventory management software is designed to cover this and more. It allows you to track and manage your stock, and even
generate business intelligence reports so you can see what is profitable in your business and what’s not.
Inventory management software deals with some of the core processes involved in sales orders, and is therefore an essential
part of any sales order software system
From there you’re able to ensure you have stock in the right place, in the right quantity, at the right time – meaning less risk
that you’ll either run out of stock due to unexpected demand, or that you’ll order too much stock when demand is due to
drop.
Reverse logistics is the term for when goods come back up the supply chain, from customer to supplier or manufacturer.
Customer returns are a common example, but unsold goods, end-of-life goods, returned rentals and delivery failures may all
be reasons for goods to come up the supply chain in the reverse direction.
If your business isn’t ready to process returned goods quickly and efficiently, it may lead to some of the same problems
you’ve already worked hard to mitigate – like slow processing, human error, spiralling costs and dissatisfied customers.
What does sales order processing software do?
Basically, this software is a cross between a sales database and order control. Generally speaking, sales order processing
software can:
Track sales orders
Manage sales orders based on purchase date, delivery date, warehouse location, current status, and whether or not the
order can ship now or if it’s been delayed because you’re waiting for stock
Generate purchase orders for suppliers off the back of a sales order for the customer if there isn’t enough stock in-house
at the time of purchase
Reserve stock for future sales, partial orders or specific sales channels
Send you alerts to let you know about overdue orders
Effective sales order processing in ERP software
Sales order processing is a series of actions followed by a business to fulfil a customer’s order and details information suc h
as prices, delivery time frame and quantity. To successfully fulfil an order, you must relay the right information to all the
departments involved. Communication is very important in sales order processing, which is where ERP systems come in.
How can ERP software help you with sales order processing?
The main advantage of using ERP in any business operation is automation. Introducing automation at every level (sales,
accounting, customer service and fulfilment) improves efficiency and reduces errors. Here is how ERP can make order
processing easier for you.
Automates order capturing
In recent years, we have seen customers shift towards tech-enabled sales channels from the traditional in-person phone and
email channels. They also expect fast deliveries and regular updates on their orders. Manual data entry is not only slow and
tedious, but it also lacks coordination and transparency. Adopting an ERP system helps you automate and streamline
processes, which reduces the amount of time spent working on an order.
Faster order fulfilment
ERP software integrates information from different departments, such as sales, accounting, customer service and
fulfilment, into one data stream. Having access to such information together with automation makes it easier to process
orders.
Improved accuracy
Automation reduces human interference in sales order processing, eliminating the risk of human error. You will have fewer
returns, faster shipping, and, therefore, improved customer satisfaction.
Improved customer experience
To retain old customers and attract new ones, you must provide excellent customer service. Buyers want fast shipping and
accurate orders. ERP software helps you meet these needs by automating various functions and improving accuracy. For a
better shopping experience, also empower your customers with self-service opportunities. A sense of control enables them
to track and make changes to their orders.
How does ERP software promote efficiency?
When used correctly, ERP can be a game-changer for your company. Here are a few ways ERP can improve efficiency.
Cost-effective
ERP significantly reduces operational costs. Since all data is stored into a central database, you don’t have to worry about
handling multiple data sources.
Integrated management
Having access to real-time information from different departments is extremely important in sales order processing. ERP
goes a step further and enables users to access this information at any time. This kind of integration improves accuracy and
increases productivity among workers.
Better decision making
Executives and managers can make better decisions about the supply chain stakeholders because they have the necessary
information at their disposal. Customer feedback helps them identify which departments are performing well and also those
that need improving.
A one-size-fits-all ERP system will not offer you the benefits mentioned above. However, an integrated ERP system with
built-in sale processing will provide you with a seamless flow between initial sale and delivery.
Once a customer makes an order, all departments are alerted so that they can work together to process it. Automation and
integration enable them to track order progress and schedule their task accordingly. The sales team generates details of the
order to be used in production, packaging and shipping. Finally, an automated invoice can be generated inclusive of taxes
and freight charges, right before the order is dispatched.