Glossary of Commercial Documents

Quick reference for all commercial documents in CRMConnect — what each one is, when to use it, what it's commonly confused with, and what comes after it.

Quick table — all documents

Sales documents — details

Proposal vs. Sales Order — the most common confusion

Practical rule: If the client must explicitly accept and the document has editorial content (introduction, benefits, terms), use a Proposal. If it's just a product list + prices going directly to invoice, use a Sales Order.

Proforma vs. Invoice

Practical rule: Proforma = "I'm telling you what you'll pay". Invoice = "you've paid / you're obliged to pay". The client pays on the basis of the proforma, but you issue the invoice after receiving the money.

Invoice vs. Recurring Invoice

Credit Note (Reversal Invoice)

Partially or fully cancels an already issued invoice.

When to create:

• Client returns goods → Credit Note for the returned value
• You invoiced incorrectly (price, quantity, VAT) → Credit Note + correct re-invoice
• You grant a post-invoice discount

Important: A Credit Note reduces the client's receivable. It does not delete the original invoice from records.

URL: /admin/credit_notes
Reference: Credit Notes

Warehouse documents — details

Document chain for a delivery

[Confirmed Sales Order]
  ↓
[Picking — operator collects products]
  ↓
[Packing List] — list of parcels with included products
  ↓
[AWB] — generated from Packing List via Innoship or Couriers
  ↓
[Delivery Note] — fiscal document accompanying goods (if required)
  ↓
[Invoice] — issued on shipping or after receipt confirmation

Goods Receipt Note (GRN) vs. Delivery Note

Packing List vs. AWB

Procurement documents — details

Complete procurement flow

[Need identified]
  ↓
[Purchase Request] ← internal request, requires manager approval
  ↓
[RFQ — Request for Quotation] ← sent to 1+ vendors
  ↓
[Vendor Quotations] ← received and compared
  ↓
[Purchase Order (PO)] ← firm order to chosen vendor
  ↓
[Goods Receipt Note (GRN)] ← goods enter warehouse
  ↓
[Vendor Invoice] ← register received invoice
  ↓
[Vendor Payment] ← make the payment

Purchase Request vs. RFQ

Note: In CRMConnect, the internal Purchase Request and RFQ to vendors use the same URL (purchase_request), but are distinct documents in the flow. The internal request precedes the RFQ.

Vendor Invoice vs. Debit Note

Decision tree — "what document do I create?"

Sale — what document do I send the client?

Client asked for a quote?
  │
  ├── Yes, formal quote with presentation and terms
  │     → PROPOSAL (/admin/proposals)
  │
  └── Yes, quick quote / price list / direct order
        → ESTIMATE (/admin/estimates)

Client accepted and wants to pay?
  │
  ├── Wants to see the amount before paying (advance payment)
  │     → PROFORMA (/admin/proformas)
  │
  └── Pays on delivery or wants fiscal document
        → INVOICE (/admin/invoices)

Did you invoice incorrectly or is the client returning goods?
  → CREDIT NOTE (/admin/credit_notes)

Client has a monthly/annual subscription?
  → RECURRING INVOICE (/admin/invoices/recurring)

Warehouse — what document do I create for a stock movement?

Goods entering warehouse?
  ├── From vendor (based on a PO)
  │     → GOODS RECEIPT NOTE (/admin/warehouse/manage_purchase)
  └── Return from client
        → DELIVERY RETURN (/admin/warehouse/manage_order_return_receipt)

Goods leaving warehouse?
  ├── To client (based on a Sales Order)
  │     → DELIVERY NOTE (/admin/warehouse/manage_delivery)
  ├── Consumed internally (production, own use)
  │     → GOODS ISSUE NOTE (/admin/warehouse/goods_issue_note)
  └── Returned to vendor
        → PURCHASE RETURN (/admin/warehouse/manage_order_return_delivery)

Moving goods between warehouses?
  → INTERNAL TRANSFER (/admin/warehouse/manage_internal_delivery)

Doing physical inventory?
  → PHYSICAL INVENTORY (/admin/warehouse/physical_inventory)

Procurement — what do I go through?

Need something to purchase?
  │
  ├── Needs internal approval first?
  │     → Yes: PURCHASE REQUEST → after approval → RFQ or direct PO
  │     → No: go directly to RFQ or PO
  │
  ├── Know exactly who to buy from and at what price?
  │     → Yes: PURCHASE ORDER (PO) directly
  │     → No: RFQ to multiple vendors → compare → PURCHASE ORDER
  │
  └── Goods arrived and you have vendor's invoice?
        → GOODS RECEIPT NOTE (goods in stock) + VENDOR INVOICE (payment obligation)

Common confusions

"I don't know whether to create an Invoice or Proforma"

Simple rule: If the client received the goods or service → Invoice. If the client must pay first → Proforma, followed by Invoice after receiving the money.

"I created a Sales Order instead of a Proposal — can I convert?"

No direct conversion exists. You must create a new Proposal. You can manually copy the lines. Next time: if the client must explicitly accept interactively from portal → Proposal; if not → Sales Order.

"Vendor Invoice vs. Invoice (client) — which is which?"

• Invoice (/admin/invoices) = invoices you issue to your clients
• Vendor Invoice (/admin/purchase/myinvoices) = invoices you receive from vendors

These are completely separate modules with different flows.

"Packing List or Delivery Note — which do I print?"

• Packing List = internal document for warehouse (what goes into the parcel). Print for the operator.
• Delivery Note = document accompanying goods to client (may be fiscal document). Print for driver/courier.
• AWB = courier document (Innoship/Cargus/FanCourier). Affix to parcel.

All three can exist for the same shipment.

"Purchase Request or RFQ?"

• Purchase Request = internal (employee asks manager), no vendors involved
• RFQ = external (you ask vendors for prices)

Correct flow: Internal request approved → RFQ to vendors → PO to winner.

References

Sales documents: Proposals · Sales Orders · Proformas · Invoices · Recurring Invoices · Credit Notes · Payments

Warehouse documents: Goods Receipt Note · Delivery Notes · Packing Lists · Goods Issue Note · Internal Transfer · Delivery Return · Purchase Return · Physical Inventory

Procurement documents: Purchase Requests · RFQ · Quotations · Purchase Orders · Vendor Invoices · Debit Notes · Tax Receipts

Cross-module flows: Lead → Cash · Purchase to Pay · OmniSales Fulfillment · Full Commercial Cycle