Sales workflow (entry guide)

The context of this article

Sales operations proceed in five lines: Master → Quotation → Order → Shipment → Invoice. Order entry is divided into five channels: In-person, EC, EDI, FAX, and Mobile, and which screen to use is determined by the "type of customer" and the "source of the order".

If you're unsure which screen to open or how to integrate orders from multiple channels, please first refer to the overall diagram and reading order by person in this article.

Overview of Sales Operations

5-line configuration

flowchart LR
    M[マスタ] --> E[見積]
    E --> O[受注]
    O --> D[出荷]
    D --> I[請求]
    I --> A[会計へ連動]

5-Channel Configuration (Order Entry Route)

Orders are created on the screen best suited to the order source. All channels are ultimately combined into a single order.

flowchart LR
    S1[対面・電話] --> S[個別受注入力]
    S2[EC サイト<br/>楽天/Amazon/Yahoo!] --> EC[受注ハブ]
    S3[EDI ファイル<br/>CSV/Excel] --> EDI[EDI 取込]
    S4[FAX] --> F[FAX 受注]
    S5[外出先] --> MQ[モバイル見積]
    S --> SO[受注]
    EC --> SO
    EDI --> SO
    F --> SO
    MQ --> E[見積書] --> SO

One-line explanation for each screen

Master

Quotation

Order received

shipping

Claim

Demand forecast

Articles You Should Read First, by Personnel

Sales Representative (Focusing on handling new and existing customers)

1. Sales workflow (This article) 2. Customer Master 3. Individual Order Entry 4. Quotation (Standard) 5. invoice

Sales Representative (primarily focused on e-commerce channels)

1. Sales workflow (This article) 2. Order Hub (EC Order Workbench) 3. Demand forecasting (AI)

Sales Representative (Supermarkets/Mass Retailers)

1. Sales workflow (This article) 2. EDI import 3. Order progress board

Sales Representative (primarily handling fax orders)

1. Sales workflow (This article) 2. FAX Order 3. Individual Order Entry (For manual correction of rejected cases)

Sales Manager

1. Sales workflow (This article) 2. CRM Hub 3. Sales Funnel 4. Prediction Accuracy Dashboard

Shipping Department

1. Shipping slip 2. Shipping Schedule List 3. Order progress board

Accounting Staff (from a sales collaboration perspective)

1. invoice 2. Account titles 3. Payment and reconciliation Accounting manual reference

System Administrator

1. Customer Master (Customer group settings) 2. Setting the demand forecast 3. EDI import mapping settings ( EDI import (See "Pre-configuration")

Flowchart for Deciding Which Channel to Use

In businesses where orders come in simultaneously through multiple channels, the first challenge is deciding "which channel to record orders from the same customer in." The following decision-making flow can serve as a guideline.

flowchart TD
    Start[注文が入った] --> Q1{ソースは？}
    Q1 -->|対面・電話・メール| A[個別受注入力]
    Q1 -->|EC サイト| B[受注ハブ]
    Q1 -->|EDI ファイル| C[EDI 取込]
    Q1 -->|FAX| D[FAX 受注]
    Q1 -->|外出先で見積先行| E[モバイル見積]
    E --> F[帰社後に通常受注化]
    F --> A

Principles of Channel Selection

• Fix screen by source: Even for the same customer, separate screens based on the input channel, such as "phone orders = individual order entry, e-commerce orders = order hub".
• Avoid duplicate entries: Since EDI/EC/FAX all have automatic import functions, manually entering individual orders without realizing it will result in duplicate orders.
• Manual entry is a last resort: Manual entry is only used in exceptional cases when EDI, EC, or FAX cannot be imported, and only for individual order entries.

Glossary

FAQ

Q: We received both an in-person phone order and an e-commerce order from the same customer. How should we handle this?

The general rule is to record each source as a separate order. Telephone orders are Individual Order Entry So, EC orders are imported into the order hub. Aggregation is/app/order-management You can aggregate this information using the (Order Progress Board) or customer-specific reports.

Q: Which should take priority: EDI data entry or fax-based order processing?

It is automatically determined by which channel each trading partner is using to send the information. If the same trading partner sends both EDI and fax, EDI is given priority (it has higher automatic accuracy), and faxes are often treated as "urgent additions that could not be sent via EDI".

Q: Which screen is used to convert a quote into an order?

Quotation (Standard) Alternatively, you can convert it into an order by clicking "Create → Order" from the estimate creation (configuration sheet).

Q: What is the relationship between demand forecasting and production planning?

Demand forecasts (preliminary / Prophet AI forecasts) are used for automatic production plan suggestions. For details, see below. Demand forecasting (AI) And, on the planning dashboard side Order progress board Please refer to the following.

Q: What is the difference between the standard order form and individual order entry?

• Individual Order Entry (/app/simple-order ): A dedicated screen that completes the process in 3 steps. Designed for telephone order handling.
• Standard Form (/app/sales-order ): Standard order form. For special field editing and bulk import purposes.

For daily operations, we recommend individual order entry.

Q: I feel like the order progress board was in a different location.

Previously, manuals for manufacturing (/manual/manufacturing/order-management It was previously located in [location], but the actual screen is now publicly available as the "Order Progress Board" in the "Selling" workspace on the sidebar, so it has been moved to the sales section. The old URL will automatically redirect to the sales manual.

Next Steps

Please start with the "First Article to Read" that corresponds to your area of ​​responsibility. If you would like to get an overview, Customer Master → Quotation (Standard) → Individual Order Entry → Shipping slip → invoice Reading them in this order will give you a feel for the 5-line structure of the work.