> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Workflow Overview
> The complete end-to-end business journey for a dry fruit company in Bizaxl - from supplier procurement through quality inspection, processing, sales, and customer payment.
This page describes the full business journey for a dry fruit retail and distribution business. It shows how every module connects, which team is responsible at each stage, and what must exist in the system before each step can begin.
***
## Stage 1: Planning What to Buy
**Who:** Procurement Officer, Warehouse Manager
Every procurement cycle begins with understanding what stock is needed. The Procurement Officer checks the **Stock Balance** and **Item Shortage Report** to see which products are below their reorder level. The system can also automatically create **Material Requests** when stock drops below the configured minimum.
A Material Request is an internal document that says: "we need this item, in this quantity, by this date." It is not a purchase order - it is a request for the procurement team to act.
**Key outputs from Stage 1:**
* Material Requests for items that need replenishment
* A clear picture of what needs to be ordered and by when
**Status:** Material Request moves from Draft to Submitted
***
## Stage 2: Getting Quotes from Suppliers
**Who:** Procurement Officer, Purchase Manager
For significant purchases - especially seasonal buying of raw dry fruits - the procurement team sends a **Request for Quotation (RFQ)** to multiple suppliers simultaneously. Each supplier receives the same list of items and quantities and sends back their prices and terms.
When suppliers respond, their pricing is entered as a **Supplier Quotation**. The procurement team can then use the **Supplier Quotation Comparison** report to see all quotes side by side and select the best option.
For regular, repeat purchases where the price is already known, the team may skip the RFQ step and go directly to a Purchase Order.
**Key outputs from Stage 2:**
* Requests for Quotation sent to suppliers
* Supplier Quotations received and compared
* Decision on which supplier to use
**Status:** Supplier Quotation moves from Draft to Submitted
***
## Stage 3: Placing the Purchase Order
**Who:** Procurement Officer, Purchase Manager
Once a supplier is selected, the Procurement Officer creates a **Purchase Order**. This is the formal commitment to buy: it specifies the exact items, quantities, agreed price per unit, expected delivery date, and the warehouse where goods should be delivered.
The system links the Purchase Order back to the original Material Request, so you always know why a purchase was made.
**Before you can create a Purchase Order:**
* The supplier must be set up in the system with GST details and payment terms
* The item must exist in the catalogue with the correct unit of measure and HSN code
**Key outputs from Stage 3:**
* Purchase Order submitted and sent to the supplier
* The system now expects a delivery on or around the scheduled date
**Status:** Purchase Order moves from Draft to Submitted (To Receive and To Bill)
***
## Stage 4: Receiving Goods and Quality Inspection
**Who:** Warehouse Manager, Quality Inspector
When the supplier delivers goods, the Warehouse Manager creates a **Purchase Receipt** linked to the Purchase Order. The Purchase Receipt records:
* Exactly what arrived (item, quantity, batch number)
* The expiry date of the batch
* The warehouse where it is being stored
* Any discrepancy between what was ordered and what arrived
**If Quality Inspection is configured for the item**, the system automatically creates a **Quality Inspection** record when the Purchase Receipt is saved. The Quality Inspector must then:
1. Open the Quality Inspection
2. Record the inspection results for each parameter (moisture content, colour, size grading, foreign material, etc.)
3. Mark the batch as **Accepted** or **Rejected**
If the batch is rejected, it is quarantined - it does not enter your usable stock. You then raise a return with the supplier.
If the batch passes, the Purchase Receipt is confirmed and the stock is added to the warehouse with the batch number and expiry date recorded.
**Before you can receive goods:**
* A submitted Purchase Order must exist for those items
**Key outputs from Stage 4:**
* Purchase Receipt confirming goods received
* Quality Inspection passed
* Stock updated in the warehouse with batch and expiry details
**Status:** Purchase Order moves from To Receive to To Bill; stock levels increase
***
## Stage 5: Processing Raw Materials into Finished Products
**Who:** Processing Supervisor, Machine Operator, Store Keeper
Raw dry fruits often need to be processed before they can be sold. A company might clean, grade, roast, salt, and then package raw almonds into 250g retail pouches. This is where the Manufacturing module comes in.
The Processing Supervisor creates a **Work Order** for the required quantity of finished product. The Work Order is based on a **Bill of Materials** that defines exactly how much raw almond is needed per 250g pack, including packaging material.
The Work Order triggers the following steps:
1. The Store Keeper issues raw materials from the raw material warehouse to the processing area using a **Stock Entry** (Material Transfer)
2. Machine Operators work through the processing steps and record progress on **Job Cards**
3. Once processing is complete, the Store Keeper creates another **Stock Entry** (Manufacture) to receive the finished packaged products into the finished goods warehouse
4. The system deducts the raw materials consumed and adds the finished goods to stock
If any machine breaks down during processing, the Machine Operator records a **Downtime Entry** to track the reason and duration.
**Key outputs from Stage 5:**
* Raw materials deducted from raw material warehouse
* Finished goods added to finished goods warehouse
* Cost of production recorded
**Status:** Work Order moves from Not Started to In Process to Completed
***
## Stage 6: Receiving and Reviewing Customer Orders
**Who:** Sales Executive, Sales Manager
When a customer calls or emails to place an order, the Sales Executive creates a **Sales Order**. The Sales Order confirms:
* The customer
* The exact items, quantities, and agreed prices
* The delivery date
* The delivery address
* The applicable GST treatment
If the customer requested pricing before committing, the Sales Executive first creates a **Quotation** and sends it. Once the customer confirms, the Quotation is converted to a Sales Order with one click.
For long-term supply contracts with fixed monthly quantities and prices, the team creates a **Blanket Order** and then raises individual Sales Orders against it each month.
**Before you can create a Sales Order:**
* The customer must be set up in the system with GSTIN (for B2B) and payment terms
* Items must exist with prices defined in the applicable price list
**Key outputs from Stage 6:**
* Sales Order submitted
* Stock is reserved for the customer
**Status:** Sales Order moves from Draft to Submitted (To Deliver and To Bill)
***
## Stage 7: Picking and Dispatching the Order
**Who:** Warehouse Manager, Dispatch Team
Once a Sales Order is confirmed, the warehouse prepares the shipment. The Warehouse Manager creates a **Pick List** from the Sales Order. The Pick List tells the warehouse staff which batches to pick and from which storage location - always selecting the earliest expiry date first (First Expiry First Out).
After picking, the Dispatch Team creates a **Delivery Note** linked to the Sales Order. The Delivery Note records:
* Exactly what was dispatched (item, batch number, quantity)
* The vehicle details and driver
* The customer's delivery address
**For inter-state shipments or orders above Rs. 50,000**, the system automatically triggers the generation of an **e-Waybill** through the GST portal.
**Key outputs from Stage 7:**
* Delivery Note confirmed
* Stock deducted from the warehouse
* e-Waybill generated and attached (if applicable)
**Status:** Sales Order moves from To Deliver to To Bill; stock levels decrease
***
## Stage 8: Invoicing the Customer
**Who:** Accounts Receivable, Sales Team
After dispatch, the Accounts Receivable team creates a **Sales Invoice** from the Delivery Note. The Sales Invoice:
* Lists all items with HSN codes
* Calculates GST automatically based on the tax template and customer's GSTIN
* Includes the delivery note reference
**For B2B customers above the e-Invoice threshold**, the system submits the invoice to the Invoice Registration Portal (IRP) and returns an **IRN (Invoice Reference Number)** and QR code that is printed on the invoice.
The invoice is then sent to the customer by email or WhatsApp.
**Key outputs from Stage 8:**
* Sales Invoice submitted
* e-Invoice generated (if applicable)
* Customer notified of invoice
**Status:** Sales Invoice moves to Unpaid
***
## Stage 9: Collecting Customer Payment
**Who:** Accounts Receivable, Cashier
When the customer pays, the Accounts Receivable team records a **Payment Entry** in the system, specifying:
* The customer
* The payment amount and mode (NEFT, RTGS, cheque, cash, UPI)
* The invoice(s) being paid
* The bank account where the money was received
The Payment Entry reconciles the open invoice against the payment, reducing the outstanding balance to zero (or adjusting it if the customer paid a partial amount).
At the end of each month, the Accountant runs **Bank Reconciliation** to match all recorded payment entries against the actual bank statement.
**Key outputs from Stage 9:**
* Payment Entry recorded
* Customer invoice marked Paid
* Bank balance updated
**Status:** Sales Invoice moves from Unpaid to Paid
***
## Stage 10: Paying the Supplier
**Who:** Accounts Payable
On the due date (as per the payment terms on the Purchase Invoice), the Accounts Payable team creates a **Payment Entry** for the supplier. The flow mirrors the customer payment process: the payment is recorded, linked to the outstanding invoice, and the payable is cleared.
***
## Stage 11: Monthly GST Filing
**Who:** GST Accountant
At the end of each month:
1. The GST Accountant opens the **GSTR-1** report, reviews the outward supplies data, and files it with the government by the due date
2. The GST Accountant uses the **Purchase Reconciliation Tool** to match purchase invoices against the supplier's GSTR-2A data and identify any mismatches
3. The **GSTR-3B** report is generated, which shows the net GST payable after deducting Input Tax Credit
4. The GST payment is made and the return is filed
***
## Parallel Flow: Walk-in Customer Sales (Point of Sale)
For customers who walk in to buy from the counter, the Cashier uses the **Point of Sale** terminal. The cashier:
1. Opens a shift by entering the opening cash balance
2. Adds items to the cart and the system calculates the total with GST
3. Accepts payment (cash, UPI, card)
4. Prints the receipt
The POS sale automatically creates a **POS Invoice**, deducts stock, and records the revenue. At the end of the shift, the cashier closes the shift and reconciles the cash.
***
## Parallel Flow: Customer Support
Throughout the business cycle, customers may contact you with queries or complaints. The customer support team uses the **Helpdesk** to:
1. Receive the ticket (by phone, email, or WhatsApp)
2. Assign it to the right agent or team
3. Resolve it within the agreed Service Level Agreement
4. Close the ticket and record the resolution
***
## Complete Status Flow Summary
| Document | Status Journey |
| --------------------- | -------------------------------------------------------- |
| Material Request | Draft → Submitted → Ordered → Received |
| Request for Quotation | Draft → Submitted → Cancelled / Bid Submitted |
| Supplier Quotation | Draft → Submitted → Ordered |
| Purchase Order | Draft → Submitted → To Receive and To Bill → Completed |
| Purchase Receipt | Draft → Submitted |
| Quality Inspection | Open → Accepted / Rejected |
| Work Order | Draft → Submitted → Not Started → In Process → Completed |
| Sales Order | Draft → Submitted → To Deliver → To Bill → Completed |
| Delivery Note | Draft → Submitted |
| Sales Invoice | Draft → Submitted → Unpaid → Partly Paid → Paid |
| Purchase Invoice | Draft → Submitted → Unpaid → Partly Paid → Paid |
| Payment Entry | Draft → Submitted |
| Helpdesk Ticket | Open → Replied → Resolved → Closed |