Managing sales operations for non-credit customers can often become a challenge, with multiple teams—Sales, Stores,
Cashiers and Accountants—engaged in constant back-and-forth communication. Calls, emails, and manual approvals lead to
inefficiencies and delays in order processing.
The Challenge
- Identifying non-credit customers and ensuring they meet predefined advance payment requirements.
- Managing approvals, stock allocation, and procurement efficiently.
- Reducing excessive manual follow-ups between departments.
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💡RFR Solution
- A Systematic, Automated Approach
To streamline inter-departmental communication, we have implemented workflows, dashboards, and dedicated entry screens within the system, ensuring seamless coordination and faster processing.
How It Works:
✅ Quotation & Order Creation (Sales Team)
- Salesperson creates a Quotation, which converts into an Order (Credit or Retail).
- For Credit Customers: Standard Sage X3 ensures the order does not proceed without a credit limit.
- For Retail Customers: System enforces a predefined advance payment (e.g., 50%) before order processing.
✅ Payment Processing & Stock Allocation (Accountant & Cashiers)
- Accountant receives an automated notification via email and dashboard to process payment.
- After payment approval, the system automatically allocates stock to the order.
✅ Line-Wise Advance Payment & Stock Allocation Check
- The system ensures a 100% advance payment for the requested delivery quantity before allocating stock.
- For the remaining quantity (not requested for delivery), the system enforces a 50% (or pre-defined %) advance payment before allowing stock allocation.
- This ensures financial security while optimizing stock availability and cash flow management.
✅ Stock Shortage Notifications (Commercial Team)
- If a product is out of stock in a signed order, the commercial team gets an alert via the dashboard.
- They then proceed with procurement or internal stock adjustments to ensure timely delivery.
✅ Delivery Preparation & System Auto Calculations
- Sales team defines quantities for delivery as per customer request.
- The system checks payment conditions and prompts for the remaining advance amount:
- 100% advance is required for confirmed delivery quantities.
- 50% advance is required for pending items.
- Once all credit and payment conditions are met, the order is marked ready for delivery.
✅ Stores Team Processing
- Stores team receives an automated delivery schedule on their dashboard.
- They prepare the order and finalize the delivery without unnecessary delays.
✨ The Impact?
✔ Faster processing, fewer delays & improved efficiency.
✔ Automated workflows & real-time dashboards for better visibility.
✔ Stronger inter-department collaboration with minimal manual intervention.
✔ Enhanced financial control by ensuring full advance payments before stock allocation.
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