ERP — Order-to-Cash & Procure-to-Pay

The Finance Pack covers the two fundamental commercial cycles every product-selling business runs: selling to customers (Order-to-Cash) and buying from suppliers (Procure-to-Pay). Both flows use the same Document Chain principle — each step is created from the previous one, quantities are tracked at line level, and every step is optional based on your configuration.

Order-to-Cash (Sales)

The Order-to-Cash cycle covers everything from a customer request through to receiving payment.

Full flow

[Quote] → Sales Order → [Delivery Order] → Invoice → Payment

Steps in brackets are optional — toggle them on or off per your business rules.

Quote (optional)

Create a quote for the customer with proposed pricing, items, and validity date. The customer can approve or negotiate. Once approved, convert to Sales Order in one click — all lines, pricing, and customer data carry over.

Status: draft → sent → accepted / rejected / expired
Supports multiple versions (revision history)
PDF generation for customer-facing output

Sales Order

The confirmed commitment to sell. Once confirmed, the SO drives inventory (if delivery is enabled) and invoicing.

Status: draft → confirmed → partially_delivered → fully_delivered / cancelled
Line-level qty tracking: ordered → delivered → invoiced
Multiple delivery orders per SO (partial shipments)

Delivery Order (optional)

Records the physical movement of goods out of the warehouse.

Status: draft → confirmed → shipped → completed / cancelled
Confirms actual quantities shipped (may differ from ordered)
Triggers stock deduction in Inventory module
Connects back to SO to update delivery status

Invoice

The legal demand for payment, linked to the SO and DO.

Status: draft → sent → partially_paid → paid / cancelled
Quantity validation: cannot invoice more than delivered (strict mode)
Recurring invoice support for subscription billing
e-Invoice integration (Vietnam: Viettel-CA, BKAV, MISA)

Payment

Records cash received against the invoice.

Auto-reconciliation: system matches payments to open invoices
Partial payments supported
Payment triggers AR balance update in Accounting

Procure-to-Pay (Purchasing)

The Procure-to-Pay cycle covers supplier management — from identifying a need through to paying the supplier.

Full flow

[PR] → [RFQ] → Purchase Order → [GRN] → Vendor Bill → Payment

Purchase Requisition (optional)

An internal request to purchase something. Used when purchasing requires approval before an order is placed.

Status: draft → submitted → approved / rejected
Approval workflow with multi-level sign-off
Once approved, converts to RFQ or PO directly

RFQ — Request for Quotation (optional)

Send a price request to one or more suppliers. Compare responses, score vendors, and select the best offer.

Status: draft → sent → closed
Multiple supplier quotes on a single RFQ
Vendor scoring: price, lead time, quality rating
Convert best response to Purchase Order

Purchase Order

The confirmed commitment to buy from a specific supplier at agreed terms.

Status: draft → confirmed → partially_received → fully_received / cancelled
Line-level tracking: ordered → received → billed
Automatic notifications to supplier on confirmation

Goods Receipt Note (optional)

Records goods physically arriving at the warehouse.

Status: draft → confirmed / cancelled
Can receive partially (GRN qty ≤ PO qty remaining)
Confirms stock addition in Inventory module
Supports lot number and expiry date capture (if lot tracking is on)
Triggers 3-Way Match automatically

3-Way Match

Automated reconciliation of PO ↔ GRN ↔ Vendor Bill before payment is approved.

Check	Pass condition
Quantity match	Bill qty ≤ GRN qty
Price match	Bill price ≤ PO price (within tolerance)
PO reference	Bill references a valid PO

Discrepancies surface as exceptions requiring manual review. Matched bills flow to payment without friction.

Vendor Bill

The supplier’s invoice, recorded against the PO and GRN.

Status: draft → submitted → approved → partially_paid → paid
Must pass 3-Way Match (or manual override with reason)
Updates AP balance in Accounting

Payment

Records cash paid to the supplier.

Batch payment support (pay multiple bills in one run)
Bank reconciliation: matches payments to bank statement lines
Updates AP balance on payment confirmation

Landed Costs

When purchasing physical goods, the true cost includes freight, insurance, import duties, and handling fees — not just the PO price. XBuddy lets you attach these costs to a GRN and allocate them across line items by quantity, value, or weight.

GRN (goods received)
  + Landed Cost document (freight, duties, insurance)
  = Adjusted unit cost used for inventory valuation and COGS

Landed cost journals post automatically to the configured GL accounts.

Data Integrity Rules

Rule	Behaviour
Invoice > delivered qty	Blocked (strict mode) or warned (loose mode)
GRN > PO qty	Blocked — cannot receive more than ordered
Cancel confirmed SO	Requires all linked DOs and invoices to be cancelled first
Cancel paid invoice	Must create a credit note — cannot delete
Modify confirmed PO	Requires amendment workflow

Status Reference

Quote:          draft → sent → accepted / rejected / expired
Sales Order:    draft → confirmed → partially_delivered → fully_delivered / cancelled
Delivery Order: draft → confirmed → shipped → completed / cancelled
Invoice:        draft → sent → partially_paid → paid / cancelled
Purchase Req.:  draft → submitted → approved / rejected
Purchase Order: draft → confirmed → partially_received → fully_received / cancelled
GRN:            draft → confirmed / cancelled
Vendor Bill:    draft → submitted → approved → partially_paid → paid

Integration Points

Module	What happens
Inventory	SO confirmation → Delivery Order queued; GRN confirmation → stock added
Accounting	Invoice confirmed → AR entry; Bill approved → AP entry; Payment → cash account
CRM	Deal won → Sales Order pre-filled from deal data
Procurement	Approved PR → RFQ or PO created
e-Invoice	Confirmed invoice → submitted to tax authority (VN: HHDDT)

AI Agents

Agent	What it does	Cadence
AR Aging Intelligence	Segments overdue invoices by risk tier, suggests collection actions	Daily
Cashflow Forecaster	Projects 30/60/90-day cash position from open invoices and bills	Weekly
3-Way Match Exception Handler	Reviews unresolved exceptions, suggests approve or reject with reasoning	Daily
Accounts Payable Optimizer	Identifies early payment discount opportunities and cash flow trade-offs	Weekly
Invoice Collector	Sends automated payment reminders for overdue invoices	Event-driven

Overview CRM · Sales · Customer Success