Sales, Quotes & Order-to-Cash

1. Sales Pipeline and Deals

Tracking opportunities to close

The Sales module begins before any order exists, with the Sales Pipeline on the PipelinePage. The pipeline models the opportunity and deal lifecycle through stages, and each opportunity carries a win-probability so the sales team can gauge how likely a deal is to close. This gives a structured view of future revenue rather than a loose list of prospects.

Deals themselves are managed on the DealsPage. A deal records a deal name and value and is ultimately marked as won or lost. The won or lost outcome closes the loop on an opportunity and feeds the pipeline's picture of performance.

Why the pipeline matters:

• Stages — represent the steps an opportunity passes through on its way to a decision.
• Win-probability — attaches a likelihood to each opportunity, supporting weighted forecasting.
• Won or lost — the terminal states that resolve a deal.

A typical flow is that an opportunity enters the pipeline at an early stage, advances through the stages as the sales process progresses with its win-probability adjusted along the way, and is finally recorded on the DealsPage as won or lost. Opportunities that progress toward a close naturally lead into quoting, which is the next step in turning interest into a formal commercial offer.

2. Pipeline Settings and Multiple Pipelines

Configuring how deals flow

Because different sales processes need different stages, SamvraCore exposes Pipeline Settings on the PipelineSettingsPage. This configuration area supports multi-pipeline operation, stage management, and the designation of a default pipeline.

The capabilities here are:

• Multi-pipeline — more than one pipeline can be defined, so distinct sales motions can each have their own flow.
• Stage management — the stages within a pipeline can be created and maintained to match the real process.
• Default pipeline — one pipeline is marked as the default, giving new opportunities a predictable home.

Supporting multiple pipelines is useful when an organisation sells in several different ways that do not share the same steps. Each pipeline can be shaped independently through stage management, while the default pipeline ensures there is always a sensible fallback for opportunities that are not explicitly routed elsewhere.

A typical administrative task is to review the stages of the default pipeline, adjust them so they reflect how the team actually sells, and add further pipelines where a separate process genuinely warrants its own stage set. This configuration directly shapes the experience on the PipelinePage, since the stages shown there come from these settings.

3. Quotes

Turning interest into a formal offer

Quotes, on the QuotesPage, cover quote creation, negotiation, and sending the quote to the customer. A quote is the formal commercial offer that an opportunity produces, and SamvraCore supports it from drafting through to delivery to the customer.

Two concrete details stand out in the quote handling:

• Valid-until date — a quote is sent to the customer with a validity date, setting a clear expiry on the offer.
• Contact-email auto-population — the customer contact email is populated automatically, reducing manual entry when the quote is sent.

The quote lifecycle supports negotiation, acknowledging that an initial offer is often revised before a customer accepts. Once a customer agrees, the quote becomes the basis for a sales order, which is where the commercial agreement turns into fulfilment.

A typical flow is: create the quote from an opportunity, refine it through negotiation, and send it to the customer with a valid-until date and the contact email already filled in. If the customer accepts, the quote is converted into a sales order so that the agreed products, prices, and terms carry forward. This conversion is the bridge between the CRM-style selling activity and the order-to-cash process.

4. Quote-to-Order Conversion

Carrying the agreement into fulfilment

A central part of SamvraCore's order-to-cash workflow is Quote to Order Conversion: approved CRM quotes can be converted directly into sales orders. Rather than re-entering the commercial agreement, the conversion carries the deal forward intact.

What transfers during conversion:

• Line items — the products and quantities on the quote move to the order.
• Pricing — the agreed prices and any discounts carry across.
• Customer details — the customer information transfers automatically.

A notable behaviour is that products are created automatically if they do not already exist in inventory. This means a quote can reference a product that has not yet been set up, and the conversion will establish it rather than failing. The result is that the sales order reliably reflects exactly what was quoted, with nothing lost in translation.

The alternative to conversion is also supported: orders can be created manually when there is no originating quote. Together these two paths give flexibility — formal quoting followed by conversion for considered deals, and direct order entry for simpler cases. In both cases the destination is a sales order on the SalesOrdersPage, which then governs status, shipment, and invoicing. Conversion is therefore the hinge between the selling activity and the structured fulfilment that follows.

5. Sales Orders and the Status Workflow

The backbone of order-to-cash

Sales Orders are managed on the SalesOrdersPage and SalesOrderDetailPage, and they can originate from a quote conversion or be created manually. Each order holds line items with products, quantities, pricing, discounts, and taxes, along with customer and shipping address management. Orders also capture an exchange rate, tying sales into the multi-currency capability.

An order progresses through a defined status workflow, moving from Draft to Confirmed to Processing to Shipped to Delivered. This sequence describes the fulfilment journey from an unconfirmed draft through to goods delivered to the customer.

Alongside fulfilment status, the order separately tracks invoice status, which moves from Not Invoiced to Partially Invoiced to Fully Invoiced. Keeping invoice status distinct from fulfilment status is important, because an order can be partly shipped and partly invoiced, and the two dimensions do not always advance in lockstep.

A typical flow is to confirm a draft order, move it into processing, ship against it, and mark it delivered, while invoice status advances separately as invoices are generated. The order thus acts as the central record that coordinates shipments and invoices.

6. Shipments and Inventory Deduction

Delivering goods against an order

Shipments, handled on the ShipmentsPage, ShipmentDetailPage, and CreateShipmentPage, record the dispatch of products against a sales order. Each shipment captures a ship-date and expected-ship-date, a tracking number, and allows the goods to be marked shipped and then delivered. The system also performs quantity-to-ship reconciliation, keeping track of how much of the order remains to be sent.

A key capability is partial shipment support: the team can ship what is available now and create further shipments later for the remainder. This matches the reality that stock is not always on hand in full when an order is confirmed.

Two integration effects occur when a shipment is created:

• Automatic inventory deduction — stock is reduced as goods ship, keeping inventory balances accurate.
• Stock movements created — movement records are generated for a complete audit trail of what left the warehouse.

Shipments also support a shipping carrier and tracking number, and can use custom shipping addresses. A typical flow is to create a shipment for the available quantity against an order, record the carrier and tracking number, mark it shipped and later delivered, and let the system deduct inventory and record the stock movements. Because shipped quantities feed invoice generation, shipments connect fulfilment directly to billing.

7. Invoice Generation and AR Integration

Billing for what was shipped

The final stage of the order-to-cash workflow is Invoice Generation, where invoices are created from orders. SamvraCore automatically populates invoice line items from shipped quantities, so the customer is billed for what actually went out rather than for the full order regardless of fulfilment.

Because shipments can be partial, invoicing supports partial invoicing as well. An order may be invoiced across several invoices as successive shipments are made, which is exactly why the order carries a separate invoice status of Not Invoiced, Partially Invoiced, or Fully Invoiced. Each invoice advances that status toward fully invoiced.

Invoice generation integrates with the Accounts Receivable (AR) module for payment tracking. Once an invoice exists, it becomes an AR item against the customer, and payments received are tracked there. This closes the order-to-cash loop: the order drives shipments, shipments drive invoice line items, and invoices drive receivables.

A representative end-to-end flow is:

1. Convert an approved quote to a sales order, or create the order manually.
2. Confirm and process the order, then ship available quantities, deducting inventory.
3. Generate an invoice populated from the shipped quantities.
4. Track payment of that invoice through the AR module.

This chain keeps selling, fulfilment, and billing consistent, with each step feeding accurate data into the next.