Order to Cash

(ZOHO Application)
(User Manual version 1.0)

1
Order to Cash

INDEX
1. Introduction.......................................................................2

2. Product Master...................................................................3

3. Inventory............................................................................4

4. Number Assigning..............................................................5

5. Salesman Record.................................................................6

6. Lead Form...........................................................................7

7. Sales Order Form.................................................................9

8. Sales Invoice........................................................................11

9. Delivery Challan..................................................................13

10. Payment Receipt..................................................................15

2
Order to Cash

1. Introduction
The Order to Cash application consists of the following forms:

• Product Master
• Inventory
• Salesman Record
• Number Assigning
• Lead Form
• Sales Order Form
• Sales Invoice
• Delivery Challan
• Number Assigning
This manual explains each and every field of all the forms. Views of all the form are
shown. The steps to be followed while filling the forms are also given.

2. Product Master
Product master is for the entry of products which the company sells.

Product ID: A Product ID unique for every product has to be entered in this field.

Product Name: The name of the Product has to be entered in this field.

3
Order to Cash

Product Price: The price of the product has to entered in this field.

Product unit: The unit of product represents how the product is measured e.g. pieces, kg.

Steps:

a. Enter the Product ID

b. Enter the Product Name

c. Enter the Product Price

d. Enter the Product Unit.

View for the Product Master is shown below

3. Inventory
Inventory form stores the inventory details of all the products sold by the company.

Product Id: Product ID displays the Product ID’s all the products of the company.

Product name: This field displays the product name once the Product ID is selected.

Quantity available: The amount of quantity available of this product has to be entered in this
field

Reorder Point: The reorder point for this product has to be entered in this field.
4
Order to Cash

Product unit: The unit of product will appear once the product ID is selected.

Steps

a. Select the Product ID from the drop down provided.

b. Once the Product ID is selected the Product Name and Product Unit will appear
automatically.

c. Enter the Quantity Available for this product

d. Enter the Reorder point for this product.

Note: For every product this form has to be filled just once. Changes for particular product
after entry have to be done in the view itself.

The Inventory view is shown below

4. Salesman records
Salesman record helps keeps track of the record of salesman. It contains the basic information
like name and address of every salesman

Salesman name: The name of salesman has to be entered in this field.

Address: The address corresponding to every the salesperson has to be entered through this
field.

Steps

a. Enter the Salesman Name.

5
Order to Cash

b. Enter the Salesman Address.

Salesman Record View is shown below

5. Number Assigning
Number Assigning form is used to initialize few form numbers.

Starting Lead Number: This field will initialize the lead number of the Lead form.

Starting Order Number: This field will initialize the Order number of the Sales Order form.

Starting Challan Note Number: This field will initialize the Challan Note Number of the
Delivery Challan form.

Starting Receipt Number: This field will initialize the Receipt number of the Payment
Receipt form.

Starting Invoice Number: This field will initialize the Invoice Number of the Sales Invoice
Form.

Steps

a. Enter the Starting Lead Number.

6
Order to Cash

b. Enter the Starting Order Number.

c. Enter the Starting Challan Note Number.

d. Enter the Starting Receipt Number.

e. Enter the Starting Invoice Number.

The Number Assigning view is shown below

6. Lead Form
For each order placed by a customer a unique lead from is generated, which contain customer
information, order information and salesman information.

Customer Name: Customer name has to be entered in this field

Product Name: Product name has to be selected in this field.

Product ID: Product ID corresponding to this product will automatically appear after
selecting the Product Name.

Product Unit: The Product Unit corresponding to this product will automatically appear after
selecting the Product Name.
7
Order to Cash

Product Price: The Product Price corresponding to this product will automatically appear
after selecting the Product Name.

Quantity Available: The Quantity Available corresponding to this product will

automatically appear after selecting the Product Name.

Quantity Ordered: The quantity which the customer wants to order has to be entered in this
field.

Salesman Name: The Salesman Name for the particular order has to be selected in this field.

Delivery Date: The Delivery Date of the particular order has to selected through the calendar
provided besides this field.

After Submitting the form looks like this

View Log Details: After submitting the form this field will appear at bottom of the form.
This field shows the Lead Number which is useful for filling the Order form.

Steps:

a. Enter the Customer Name.

b. Select the Product Name. The Product ID, Product Unit, Quantity Available will
automatically appear once the Product Name is selected.

c. Enter the Quantity to be ordered.

d. Select the Delivery Date. This date must be greater than or equal to current date.
8
Order to Cash

Lead Form view is shown below

7. Sales Order Form:

After capturing the Lead the Salesman will come to the Sales Order Form. The Sale sOrdert
Form confirms the order.

Lead Number: The lead number has to be selected in this field. Only those Lead Number
appear which are not processed.

Customer Name: The Customer name corresponding to this Lead Number will automatically
appear in this field from the database.

Product ID: The Product ID corresponding to this Lead Number will automatically appear in
this field from the database.

9
Order to Cash

Product Name: The Product Name corresponding to this Lead Number will automatically
appear in this field from the data base.

Quantity Ordered: The Quantity Ordered corresponding to this Lead Number will
automatically appear in this from the database.

Product Price: The Product price corresponding to this Lead Number will automatically
appear in this from the database.

Delivery Address: The Delivery Address has to be entered in this field

Total Amount: The total amount is automatically calculated once the Lead Number is
selected. Total Amount is the product of Quantity Ordered and Product Price.

Order Date: The current date will appear in this field

Delivery Date: The Delivery Date corresponding to this Lead Number will automatically
appear in this field from the database.

After submitting the form, the form looks like this

View Log Details: After submitting the form this field will appear at bottom of the form.
This field shows the Order Number which is useful for filling the Sales Invoice and Deliver
Challan form.

Steps:

1. Select the Lead Number

10
Order to Cash

2. On selecting the Lead number, the Customer Name, Product ID, Product
Name, Quantity Ordered, Product Price, Order Date will automatically appear.

3. Enter the Deliver address.

4. Enter the Delivery Date.

The Sales Order Form view is shown below

8. Sales Invoice
The company will create a Sales invoice once the Order is generated. This is a credit note to
the customer who has ordered.

Invoice Date: The current date will appear in this field.

Order Number: The order number corresponding to an order has to be selected in this field.

Product ID: The Product ID corresponding to this Order Number will automatically appear
in this field from the database.

Product Name: The Product Name corresponding to this Order Number will automatically
appear in this field from the database.

Quantity Ordered: The Quantity Ordered corresponding to this Order Number will
automatically appear in this field from the database.

11
Order to Cash

Invoice Amount: The Invoice Amount corresponding to this Order Number will
automatically appear in this field from the database.

Steps:

a. Enter the Order number.

b. The other fields automatically appear once the Order Number is selected.

The Sales Invoice view is shown below

9. Delivery Challan
A delivery challan is generated for every order after sales invoice generation. This form is
filled by deliver or warehouse department.

12
Order to Cash

Challan Date: The current date will appear in this field.

Order Number: The Order Number has to be selected in this field. The Order Number which
have been Invoiced will appear in this field.

Order Date: The Order Date corresponding to this Order Number will automatically appear
in this field from the database.

Vehicle Number: The vehicle number of the vehicle used for the delivery of goods has to be
entered in this field.

Delivery From: The destination from where product will be delivered to the customer has to
be entered in the Delivery From field.

Delivery To: The Delivery To corresponding to this Order Number will automatically appear
in this field from the database.

Customer Name: The Customer Name corresponding to this Order Number will
automatically appear in this field from the database.

Product ID: The Product ID corresponding to this Order Number will automatically appear
in this field from the database.

Product Name: The Product Name corresponding to this Order Number will automatically
appear in this field from the database.

13
Order to Cash

Quantity Ordered: The Quantity Ordered corresponding to this Order Number will
automatically appear in this field from the database.

Total Amount: The Invoice Amount corresponding to this Order Number will automatically
appear in this field from the database.

After submitting the form, the form looks like this

View Log Details: After submitting the form this field will appear at bottom of the form.
This field shows the Delivery Note Number. This Delivery Note Number is useful for filling
the Payment Receipt form.

Steps:

a. Enter the Order number.

b. Enter the Vehicle Number.

c. Enter the Delivery From Address

d. The other fields automatically appear once the Order Number is selected.

The Delivery Challan View is shown below.

14
Order to Cash

10.Payment Receipt
Payment Receipt is used for receiving the payment from the customer.

Receipt Date: Current Date will appear in this field once the form is loaded.

Delivery note Number: The Delivery Note Number has to be selected in this field. Only
those Delivery Note Number’s appear which are unprocessed.

Order Number: The Order Number corresponding to this Delivery Note Number will
automatically appear in this field from the database.

Product ID: The Product ID corresponding to this Delivery Note Number will automatically
appear in this field from the database.

Product Name: The Product Name corresponding to this Delivery Note Number will
automatically appear in this field from the database.

Quantity Ordered: The Quantity Ordered corresponding to this Delivery Note Number will
automatically appear in this field from the database.

Total Amount Received: The total amount corresponding to this Delivery Note Number
will automatically appear in this field from the database.

15
Order to Cash

After submitting the form looks like this

Steps:

a. Select the Delivery Note Number.

b. The other fields automatically appear once the Delivery Note Number is selected.

The Payment Receipt view is as shown below

16