Workflow: Full Commercial Cycle

Modules involved: Leads · Opportunities · Proposals · Sales Orders · Warehouse · Purchase · Invoices · Payments · Innoship
Who uses it: Sales · Warehouse · Purchasing · Finance
Typical duration: Days – weeks (from lead to delivery and payment)

Overview

The complete commercial cycle — from first contact with the prospect through to stock rotation after delivery. Covers the sale, stock verification, procurement for shortages (manual backorder), receipt from vendors, client delivery with delivery note and invoice, and residual stock management.

Important — known automation limitations:
CRMConnect partially automates this cycle. Three points require manual intervention: (1) creating the RFQ when stock is insufficient, (2) a direct link between sales order ↔ purchase order does not exist in the tables, (3) automatic replenishment at minimum stock is not implemented — the configured minimum is informational only.

Complete Flow Diagram

[LEAD]
  │ capture: form / email pipe / Facebook / manual
  │ ↓
[OPPORTUNITY]
  │ qualification, estimated value, probability
  │ ↓
[PROPOSAL]
  │ Draft → Sent → Accepted
  │ ↓ Convert
[SALES ORDER]
  │ status: Draft(1) → Sent(2) → Accepted(4) → Invoiced
  │ ↓ Convert to Invoice
[CLIENT INVOICE — Draft]
  │
  ├──────────────────────────────────────────────────────────────
  │  STOCK CHECK (when creating the delivery note)
  │
  │  inventory_manage.inventory_number ≥ quantity ordered?
  │
  ├─── YES → sufficient stock ─────────────────────────────────┐
  │                                                              │
  └─── NO → insufficient stock ─────────────────────────────────┤
              │                                                  │
              │ [BACKORDER — manual intervention]               │
              │  Agent identifies shortage →                    │
              │                                                  │
              │ [REQUEST FOR QUOTATION (RFQ)]                   │
              │  status: Draft(1) → Approved(2)                 │
              │  ↓                                              │
              │ [VENDOR QUOTATION]                              │
              │  status: Pending(1) → Accepted(2)              │
              │  ↓                                              │
              │ [PURCHASE ORDER]                                │
              │  sent to vendor                                 │
              │  ↓                                              │
              │ [GOODS RECEIPT NOTE]                            │
              │  goods arrived → stock updated                  │
              │  ↓                                              │
              │ [VENDOR INVOICE]                                │
              │  payment_status: unpaid → paid                  │
              │  ↓                                              │
              └──────────→ STOCK AVAILABLE ────────────────────┘
                                │
                                ↓
              [DELIVERY NOTE]
               created from client invoice
               approval: 0=Draft → 1=Approved
               stock −= quantity delivered
               ↓
              [PACKING LIST]
               parcel dimensions + weight
               ↓
              [AWB INNOSHIP]
               generated via courier API
               ↓
              [DELIVERY NOTE sent to client]
               PDF document with delivered products
               ↓
              [CLIENT INVOICE — Sent]
               status: Sent → Partially paid → Paid
               ↓
              [CLIENT PAYMENT RECEIVED ✓]
               ↓
              [STOCK ROTATION]
               balance updated in warehouse_history
               minimum stock check (inventory_commodity_min)
               if below minimum → agent creates new RFQ

Detailed Step by Step

Phase 1 — Sale: Lead → Sales Order

1.1 Lead

Where: /admin/leads

The prospect enters through any channel (form, Facebook Lead Ads, email pipe, import, manual). The SDR agent qualifies them and updates the status through the pipeline.

Essential fields for continuing the flow:

• Company + contact person
• Email (for sending the proposal)
• Source (for ROI reporting)

1.2 Opportunity

Where: /admin/leads (Opportunities filter) or /admin/opportunities

From lead → Convert to Opportunity. Fill in:

• Estimated transaction value
• Estimated closing date
• Conversion probability

The opportunity feeds the sales forecast and can be included in Goals as a tracked target.

1.3 Proposal

Where: /admin/proposals

From opportunity → Create Proposal. The cycle:

Upon acceptance → the Convert to Sales Order button becomes available.

1.4 Sales Order

Where: /admin/estimates

Created from the accepted proposal — all product/service lines are automatically copied.

Sales order statuses (tblestimates.status):

Key fields:

• invoiceid — automatically filled after conversion to invoice
• invoiced_date — timestamp of conversion

Upon client acceptance:
If estimate_auto_convert_to_invoice_on_client_accept = 1 → the invoice is generated automatically.
Otherwise → manual Convert to Invoice button.

Phase 2 — Stock Verification

When: When creating the Delivery Note from the invoice

How it works:

The system calls get_inventory_by_commodity_and_warehouse(commodity_code, warehouse_id) and checks:

if inventory_manage.inventory_number < quantity_ordered:
    flag_export_warehouse = 0  → delivery note CANNOT be approved

Important — no automatic reservation:
Stock is NOT reserved when the sales order is created. It is checked and decremented only when the delivery note is approved. Between the sales order and delivery, stock may be consumed by other orders.

Configured minimum stock — informational reference:

The inventory_commodity_min table stores:

• inventory_number_min — alert threshold
• inventory_number_max — target level at replenishment

These values do not automatically trigger any action. The agent must check manually and create an RFQ when they find that stock has fallen below the minimum.

Where to check stock: /admin/warehouse/warehouse_history or from the product record (Commodities) → current balance per warehouse.

Phase 3 — Backorder: Procurement for Shortages (Manual)

This phase is only followed if stock is insufficient. If stock is available, proceed directly to Phase 4.

CRMConnect does not have an automatic backorder mechanism. The procurement flow is initiated manually by the purchasing agent.

3.1 Request for Quotation (RFQ)

Where: /admin/purchase/purchase_request

The agent creates an RFQ specifying the products and quantities missing relative to the sales order. The reference document (sales order) is noted in the description or internal notes field.

RFQ statuses:

Link to sales order: There is no direct FK field in the tables. Recommended convention: mention the sales order number in the RFQ title or description for manual traceability.

3.2 Vendor Quotations

Where: /admin/purchase/myquotations

Vendors respond through the portal or the agent enters the received quotes. Multiple quotes for the same RFQ can be compared before selection.

3.3 Purchase Order

Where: /admin/purchase/purchase_order

Created from the accepted quotation. Sent to the vendor with PDF + portal link.

Purchase Order statuses:

3.4 Goods Receipt Note from Vendor

Where: /admin/warehouse/manage_purchase

Created automatically when the Purchase Order is approved (if auto_create_goods_received = 1) or manually.

Upon approval (approval = 1):

• Stock increases: inventory_manage.inventory_number += quantity_received
• Transaction recorded: goods_transaction_detail.status = 1 (Receipt)
• Lot tracking: lot_number, date_manufacture, expiry_date

Critical fields for stock rotation:

3.5 Vendor Invoice

Where: /admin/purchase/myinvoices

Received from the vendor after receipt. payment_status: unpaid → partially_paid → paid.

Vendor payment is recorded in pur_invoice_payment.

Phase 4 — Delivery to Client

4.1 Client Invoice (before delivery)

Where: /admin/invoices

Converted from the Sales Order. Upon creation:

• tblestimates.invoiceid = invoice_id
• tblestimates.status = 4 (Invoiced)
• If auto_create_goods_delivery = 1 → Delivery Note is created automatically

Invoice statuses:

4.2 Delivery Note

Where: /admin/warehouse/manage_delivery

Automatic creation from invoice (if option is active) via:
auto_create_goods_delivery_with_invoice(invoice_id)

Fields set automatically:

• invoice_id = client invoice ID
• Product lines copied from invoice items
• warehouse_id = configurable warehouse

Stock check at creation:

• If insufficient stock → flag_export_warehouse = 0 → delivery note blocked
• Agent sees the warning and initiates Phase 3 (backorder)
• Once stock is replenished → return to delivery note → approve

Delivery types:

• type_of_delivery = 'total' — complete delivery
• type_of_delivery = 'partial' — partial delivery (a second delivery note follows)

Upon approval (approval = 1):

• Stock decreases: inventory_manage.inventory_number -= quantity
• Transaction: goods_transaction_detail.status = 2 (Delivery)
• FIFO: lots selected in the order they were received (ORDER BY id ASC)

4.3 Packing List + AWB Innoship

Where: /admin/warehouse/manage_packing_list + /admin/innoship/awb

From the approved delivery note:

1. Packing List — select quantities, fill in dimensions (length, width, height, weight)
2. AWB generated via Innoship API — returns tracking number
3. Packing list status: wh_ready_to_deliver → wh_in_transit → wh_delivered

Delivery Note — the PDF document accompanying the physical goods, also sent to the client with:

• List of delivered products + quantities
• AWB number for tracking
• Sender and recipient details

4.4 Client Invoice — Sending and Payment

Invoice sent to the client (email + PDF + portal link). The client can pay online (if gateway configured) or by bank transfer.

Upon full payment:

• status = 2 (Paid)
• Activity logged in the client's history
• If cancelled_invoice_reverse_inventory = 1 and the invoice is later cancelled → stock is restored

Phase 5 — Stock Rotation

5.1 FIFO Principle

CRMConnect applies FIFO through lot tracking:

• At receipt: each received lot has lot_number, date_manufacture, expiry_date
• At delivery: lots are selected in the order they were recorded (ORDER BY id ASC on goods_receipt_detail)
• Result: oldest goods / first lot received → first delivered

View: Product record → Inventory tab → balances per lot per warehouse.

5.2 Minimum Stock — Manual Monitoring

Where: /admin/warehouse/warehouse_history + Commodities → edit → min/max fields

The inventory_commodity_min table stores:

Recommended workflow for periodic replenishment:

1. Set inventory_number_min on each active product
2. Periodically run the Current Stock report filtered below minimum
3. Purchasing agent creates RFQ for products below threshold
4. Quantity ordered = inventory_number_max - current_inventory_number

There is no automatic trigger. The check is done manually or can be automated externally via webhook + Zapier (if stock is below minimum, Zapier creates a replenishment task).

5.3 Perishable Products — Expiry Alerts

Products with expiry_date filled in on the receipt note can be monitored:

• Filter in the product list by expiry_date < current_date + N days
• Delivery selects them in FIFO — those closest to expiry are dispatched first
• Expired lots → Loss & Adjustments (/admin/warehouse/loss_adjustment) with type = 'loss'

5.4 Stock Adjustments

Discrepancies found during periodic physical inventory:

1. Physical Inventory (/admin/warehouse/physical_inventory) — count and reconciliation
2. Loss & Adjustments (/admin/warehouse/loss_adjustment) — point corrections
3. Return from client (/admin/warehouse/manage_order_return_receipt) — returned goods re-entered into stock

Document and Status Map

SALES:
tblestimates.status:  1=Draft 2=Sent 3=Declined 4=Invoiced 5=Expired
tblinvoices.status:   6=Draft 1=Unpaid 3=Partial 2=Paid 4=Overdue 5=Cancelled
tblproposals.status:  6=Draft 4=Sent 1=Open 3=Accepted 2=Declined 5=Revised

WAREHOUSE (outbound):
goods_delivery.approval:       0=Draft → 1=Approved
goods_delivery.type_of_delivery: 'total' / 'partial'
goods_transaction_detail.status: 2=Delivery, 3=Issue

PURCHASING:
pur_request.status:    1=Draft 2=Approved 3=Rejected 4=Canceled
pur_estimates.status:  1=Pending 2=Accepted
pur_orders.status:     1=Draft 2=Approved 3=Rejected 4=Canceled
pur_orders.order_status: 1=NotStarted 2=InProgress 3=Completed
pur_invoices.payment_status: unpaid / partially_paid / paid

WAREHOUSE (inbound):
goods_receipt.approval:       0=Draft → 1=Approved
goods_transaction_detail.status: 1=Receipt

COURIER:
wh_packing_lists.delivery_status: wh_ready_to_deliver → wh_in_transit → wh_delivered

What Is Created Automatically vs. Manually

Critical Points of Attention

Complete Order Traceability

Starting from the sales order number, you can trace:

Sales Order #EST-001
  └── Invoice #INV-010  (tblestimates.invoiceid = 10)
        └── Delivery Note #XK-005  (goods_delivery.invoice_id = 10)
              └── Packing List #PL-003
                    └── AWB #FAN-123456  (wh_omni_shipments)
        └── Payment #PAY-007  (tblinvoices → tblinvoicepayments)

RFQ #RFQ-002  [created manually for shortages from EST-001]
  └── Quotation #Q-004  (pur_estimates)
        └── Purchase Order #PO-006  (pur_orders)
              └── Goods Receipt #NK-008  (goods_receipt, pr_order_id = PO-006)
                    └── Vendor Invoice #VI-009  (pur_invoices)

Key Reports for Monitoring

Modules Involved — Detailed Documentation

Sales: Leads · Opportunities · Proposals · Sales Orders · Invoices · Payments

Warehouse: Delivery Notes · Goods Receipt Note · Packing Lists · Inventory History · Loss & Adjustments · Physical Inventory

Purchasing: RFQ · Received Quotations · Purchase Orders · Vendor Invoices

Courier & Integrations: Innoship Couriers · WooCommerce · Webhooks

Related Workflows: Lead → Cash · Purchase to Pay · OmniSales Fulfillment · Warehouse Inbound → Outbound

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