Work Flow Overview

Work Flow Overview


CustomBooks™ Workflow

Overview

This article is an introduction to CustomBooks™ Workflow. The main purpose of this document is to provide a basis for understanding “what comes next” in the Sale/Purchase lifecycle in CustomBooks™. There is no one best way to complete the record of a sale or a purchase in the software. Instead, CustomBooks™ offers a flexible workflow that allows you to record the transaction for your business as they happens in real-time. Despite this flexibility, there are certain rules that need to be maintained in order for the lifecycle to end properly. By the time you reach the end of the article, this should be easily understood.

Let’s start with Sales.


Sales Workflow

The following diagram depicts several  CustomBooks™ Workflows. Please note that some documents are optional in workflows.



  • Sales Documents that are optional: Sales Quote, Sales Order, Shipment, Credit Memo.
  • Sales Documents that have an effect on the General Ledger: Sales Invoice, Shipment, Cash Receipt, Credit Memo.
  • Sales Documents that have an effect on Inventory: Shipment (or Sales Invoice), Credit Memo.

Dates are very important to pay attention to when creating these documents. Make sure that the Sales Order date is before the Shipment Date, for example.


Purchases




  • Purchase Documents that are optional: Purchase Order, Item Receipt.
  • Purchase Documents that have an effect on the General Ledger: Item Receipts, Bills, Bill Payments.
  • Purchase Documents that have an effect on Inventory: Item Receipts (or Bills), Purchase Returns.

Dates are very important to pay attention to when creating these documents. Make sure that the Purchase Order date is before the Item Receipt Date, for example.


Combined Workflow

Now that we have an understanding on the Sales and Purchases Workflows separately, let’s see how they work together. Have a look at the diagram below. Sales Documents are in green and Purchase documents are in yellow. Documents that are bordered by a dotted line are optional; workflow paths that are indicated by arrows with a dotted line are optional.

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