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Product Spec: Order Management System

Goal: To streamline the transition from "Deal Won" to "Order Fulfilled" by automating the Sales-to-Operations handover and providing real-time status visibility.
Note on ERP Integration: Since Tally Prime lacks native specialized dispatch features, Pebble IQ provides a Custom Dispatch Board to handle batch scheduling and logistics tracking before finalizing the invoice in the ERP.

1. Overview & Workflows

Once a Quotation is accepted, the lifecycle shifts from Sales to Operations. This module handles the conversion of a Quote into a formal Sales Order (SO) and tracks it through invoicing and dispatch.

Core Workflows

  1. Handover Protocol: Sales marks Opportunity as Closed Won. System auto-notifies Operations.
  2. Order Generation: Operations team converts the approved Quote into a Sales Order.
  3. Customer Communication: Auto-emails for Order Acknowledgement and Invoice dispatch.
  4. Status Loop: Sales team gets visibility into "Placed to Vendor", "Dispatched", and "Delivered" statuses.

2. Functional Requirements

2.1 Sales to Operations Handover

  • Trigger: Sales Rep changes Opportunity Status to Closed Won.
  • Validation: System checks if a valid, approved Quote exists.
  • Action:
    • Generates a "Pending Order" card in the Operations Kanban.
    • Freezes the Quotation (no further edits allowed).

2.2 Sales Order (SO) Generation

  • Creation: Operations team reviews the "Pending Order" and generates a Sales Order (SO).
  • Input Data: Inherits Party Name, Products, Rates, and Payment Terms from the Quote.
  • Tally Integration: Pushes the SO data to Tally (ERP) as a "Sales Order Voucher" via XML.
  • Customer Notification: Triggers an automated email: "Thank you for your Order #[SO-Number]. We are processing it."

2.3 Invoice & Dispatch Tracking

  • Invoice Generation:
    • Once stock is allocated, Operations generates the Tax Invoice.
    • System generates a PDF Invoice and emails it to the customer.
  • Vendor Placement (Back-to-Back Orders):
    • If stock is not on hand, Operations marks status as "Placed to Vendor".
    • System prompts for Vendor Name and Expected Arrival Date.
    • Reminders: Automated reminders sent to Operations if "Placed to Vendor" status exceeds 3 days without update.

2.4 Status Visibility for Sales

Removing the "Where is my order?" phone calls.

  • Dashboard View: Sales Reps see a live status tracking bar on the Customer Card:
    • Order Received → Placed to Vendor → Ready for Dispatch → Invoiced → Delivered.
  • Alerts: Notification sent to Sales Rep when status changes to Invoiced.

3. Operations Kanban Board

A dedicated board for the Operations Team.

Column Description
New Orders Incoming Closed Won deals waiting for SO entry.
Pending Purchase Items requiring back-to-back ordering from vendors.
Ready to Bill Stock available, waiting for Invoice generation.
Dispatched Invoice created, goods left the warehouse.
Delivered Proof of Delivery (POD) received.

4. Reporting & Metrics

  • Order Cycle Time: Average time from Closed Won to Invoiced.
  • Fulfillment Rate: % of orders fulfilled in full within requested delivery date.
  • Pending Orders: Report of all orders stuck in "Pending Purchase" > 7 days.