What is meant by the documentary cycle of sales? What are its stages?

Is the sales documentary cycle different according to the size of the company? In other word, does the sales cycle differ in large companies from small companies?

Does the use of the accounts and warehouse program affect in a certain way the work stages in the sales department in general and the sales documentary cycle in particular?


 The sales documentary cycle is a set of stages through which the sales department in the company goes through and in cooperation with the accounts and stores departments and generally starts from the stage of receiving requests for quotations that come from customers and received by the sales department until the completion of the sales process and accounting guidance

Is the sales documentary cycle different from one company to another?

 Naturally, the sales documentary cycle differs from one company to the other based on the size of the companies and the size of the sales department in the face of the company, meaning if a company is of a large size, it is possible here the sales cycle takes its full form, and there will be more than one person responsible for the sale and responsible Persons to submit the prices and in the contracting section

Thus, in most cases, the sales department will operate on a specific system, or at least it will be in the company's warehouse management program.

What are the stages of the documentary cycle of sales (with application to the warehouse management program)?

1) The stage of receiving requests for quotations from clients

This stage begins with the customer through his contact with the sales department in the company and asks them to submit quotations for a specific group of products, with certain specifications he needs, and the sales department often responds to him with an official email explaining to him the products with their specifications and prices, even if you are working on a modern warehouse accounting program You can download these offers on the system and the warehouse management program automatically will give you priorities for presenting these offers to customers based on certain criteria you set.

2) The stage of providing quotations to the customer

This is the second stage in the sales documentary cycle, and it could be the first if the sales department was the one who took the initiative and offered his product to the customer and started offering him offers with these products.

The design of the price offer must be good and attractive to the customer, regardless of the product presented, and it is preferable to send it by email to the customer with the content of the email.

This is a sample quote from Accflex Accounts and Stores

The documentary course for sales in the warehouse accounting program

3) The customer accepts the offer

After the price offer is sent and the customer responds by agreeing to the offer, we start issuing a sale order if the product is available in the store or a production order in the event that we are working on a manufacturing system and after production is completed, a sale order or a purchase order is issued in the event that the activity is commercial and we need these products to be available in The stores and then a sale order is issued to manage the stores

4)Issuing the sale order

This fourth stage of the sales documentary cycle is the issuance of a sale order to the customer after we are completely sure of the availability of the quantities to be sold in the store or that they have already been manufactured in the production lines, and most often the one who issues the sales order is the sales manager in the company.

This is a sample sales order in warehouse accounting software

5) Issuing an exchange permit

After a sales order has been issued by the sales manager, the warehouse management issues a payment permit through which we tell the warehouse manager to disburse the quantities with the amounts written for this customer, and therefore the invoice will be issued to the customer based on the sales order issued by the sales department.

6) Issuance of the invoice

Whoever the one who issued the invoice to the customer was the sales department or the stores department, it is necessary here to differentiate between the regular invoices and tax invoices because the tax invoices need to be with a specific tax form. Even if I have more than one branch, each branch must have different invoices.

In general, we used to write an article explaining the technicalities of the tax invoice, and you can access this article from here.

Of course, the Accflex accounts and stores program provides you with all the capabilities and flexibility that you can issue invoices with different codes and messages depending on the type of invoice and the source branch of the invoice

A picture of the sales screen in the warehouse accounting and management program (among the stages of the sales documentary cycle)

Warehouse management accounting software from Accflex

7) Accounting guidance

The one who carries out the financial management of the company, specifically the customer accountant, whose main role is to issue invoices and prove them in the form of a daily entry.

The journal entry will be based on the inventory handling system, whether it is the periodic inventory system or the continuous inventory, and in general sales restrictions are associated with 3 types:

- Accrual entry at the selling price

- Accrual at the selling price. 

- Cost proof entry at cost price. 

- Accrual entry from the customer. 

Entitlement entry:

-From the customer's account
-To the sales account.

Cost entry:

-From cost of sales calculation
-To the stock account.

Collection entry

- From the bank account or the treasury
- To the customer's account Related words

and So then  we tried to simplify the documentary cycle of sales as much as possible with the application to the warehouse management accounting program of the Accflex system and the general idea of applying it to any other warehouse program.
You can request the most powerful accounts and warehouse program from Accflex , test the capabilities, and apply the documentary cycle for sales of your company by requesting a quotation.