> ## 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 in a Bizaxl Toy Store - from purchasing stock to billing customers, with every step, every role, and every handoff explained.
This page explains the full business flow in a toy store, from the moment you decide to order new stock to the moment a customer walks out with their purchase and the accounts are settled. Use this as your guide to understand how every part of the system connects.
***
## The Complete Toy Store Journey
```
Low Stock Identified → Material Request → Purchase Order → Goods Received
→ Stock Moved to Shelf → POS Billing → Payment Collected
→ Day End Closing → Accounting → GST Filing
```
***
## Stage 1: Stock Replenishment Trigger
**Who:** Store Assistant or Store Manager
**Where:** Inventory Workspace
When a toy category starts running low - either flagged by the **Low Stock Report** or noticed during a floor check - the store assistant raises a **Material Request**. This is an internal document that says: "We need these items, in these quantities."
A notification is sent automatically when the Material Request status changes, keeping the procurement officer informed without a phone call.
**Key documents at this stage:**
* Material Request
**What happens next:** The procurement officer picks up the Material Request and converts it into a Purchase Order.
***
## Stage 2: Procurement
**Who:** Procurement Officer
**Where:** Purchase Workspace
The procurement officer reviews the Material Request and creates a **Purchase Order** for the chosen supplier. The Purchase Order specifies the items, quantities, agreed rate, expected delivery date, and payment terms. GST is calculated automatically based on the HSN codes on each item.
If you want to compare prices from multiple suppliers first, you can raise a **Request for Quotation** and collect **Supplier Quotations** before committing to a Purchase Order.
**Key documents at this stage:**
* Request for Quotation (optional)
* Supplier Quotation (optional)
* Purchase Order
**What happens next:** The order is sent to the supplier and the procurement officer tracks it against the expected delivery date. The Purchase Workspace number card "Purchase Orders to Receive" shows how many orders are still pending arrival.
***
## Stage 3: Goods Receipt
**Who:** Store Assistant / Stock Team
**Where:** Inventory Workspace
When the supplier delivers goods, the stock team receives them into the **Inward Store - M** warehouse. They create a **Purchase Receipt** linked to the original Purchase Order. The system checks that quantities and item codes match what was ordered.
At this point, stock enters the system at the Inward Store level. It is not yet available for sale at the counter.
**Key documents at this stage:**
* Purchase Receipt
**Custom fields recorded on receipt:**
* Transporter details (for e-Waybill compliance)
* Vehicle number and driver name
* Mode of transport and distance
**What happens next:** The stock team inspects the goods. Damaged or rejected items are moved to the **Rejected Warehouse**. Accepted stock moves to the Main Store.
***
## Stage 4: Moving Stock to the Shelf
**Who:** Stock Team / Warehouse Manager
**Where:** Inventory Workspace
Once goods pass inspection, the stock team creates a **Stock Entry** of type "Material Transfer" to move items from the **Inward Store - M** to the **Main Store - M**. At this point, the stock becomes available for sale.
If any items are defective or damaged, they are transferred to the **Rejected Warehouse** instead. These items can then be returned to the supplier or written off.
**Key documents at this stage:**
* Stock Entry (Material Transfer)
**What happens next:** The supplier's bill arrives and the accounts team processes the Purchase Invoice.
***
## Stage 5: Supplier Invoice Processing
**Who:** Accounts Team
**Where:** Purchase Workspace / Payables Workspace
When the supplier sends their invoice, the accounts team creates a **Purchase Invoice** linked to the Purchase Receipt. The system verifies quantities and amounts. The invoice is then submitted, creating a payable entry in the accounting system.
The Purchase Workspace number card "Purchase Orders to Bill" shows how many deliveries are waiting to be invoiced.
**Key documents at this stage:**
* Purchase Invoice
**What happens next:** The accounts team schedules payment to the supplier according to agreed payment terms.
***
## Stage 6: Counter Billing (POS)
**Who:** Cashier / Billing Staff
**Where:** POS Workspace
This is the core day-to-day activity for a toy store. Every morning, the cashier opens the POS shift by creating a **POS Opening Entry** and declaring the opening cash in the till.
During the day, for every customer:
1. Open a new POS Invoice
2. Search for items by name or scan the barcode
3. The system auto-fills price, GST, and item location
4. Apply any discounts or pricing rules if applicable
5. Select the payment mode: Cash, Card, or UPI
6. Collect payment and print the receipt using the **POS-Invoice** print format
Multiple items can be added to a single bill. The system computes totals and GST automatically.
**Key documents at this stage:**
* POS Invoice
**Toy categories available at the counter:**
* Educational Toys
* Action Toys
* Games and Puzzles
* Dolls and Figures
* Accessories
**What happens next:** At the end of the day (or shift), the cashier creates the POS Closing Entry.
***
## Stage 7: End-of-Day POS Closing
**Who:** Cashier, Store Manager
**Where:** POS Workspace
At the end of the day, the cashier closes the shift by creating a **POS Closing Entry**. This involves:
1. Counting the cash in the till
2. Entering the actual cash amount into the system
3. The system calculates the expected amount based on all cash sales during the shift
4. Any difference is flagged using the custom **"has difference"** field on the closing entry
The Store Manager reviews closing entries where a difference is flagged and investigates whether the gap is due to a billing error, a missing receipt, or a discrepancy in the till.
**Key documents at this stage:**
* POS Closing Entry
**What happens next:** The Home workspace updates overnight with the day's totals. The accounts team reconciles the day's payments.
***
## Stage 8: B2B and Bulk Sales (For Schools and Organisations)
**Who:** Sales Executive
**Where:** Sales Workspace
For large orders from schools, event organisers, or corporate gifting clients, the sales process follows a longer path:
1. **Quotation**: create a price quote and send it to the customer
2. **Sales Order**: when the customer confirms, convert the quotation to a Sales Order
3. **Delivery Note**: when goods are dispatched, create a Delivery Note - this reduces stock from the warehouse
4. **Sales Invoice**: bill the customer after delivery
For orders above the e-Waybill threshold, the GST compliance team generates an e-Waybill before dispatch.
**Key documents at this stage:**
* Quotation
* Sales Order
* Delivery Note
* Sales Invoice
**What happens next:** The customer pays by bank transfer or cheque. The accounts team records the payment and reconciles it against the invoice.
***
## Stage 9: Payment Collection and Reconciliation
**Who:** Accounts Team
**Where:** Receivables Workspace, Payables Workspace
For B2B customers who pay by bank transfer:
1. The accounts team creates a **Payment Entry** (Receive) when the money arrives
2. The payment is matched against the open Sales Invoice using **Payment Reconciliation**
3. The invoice balance drops to zero
For supplier payments:
1. A **Payment Entry** (Pay) is recorded when you transfer money to the supplier
2. It is matched against the open Purchase Invoice
**Key documents at this stage:**
* Payment Entry
* Payment Reconciliation
**What happens next:** Financial reports are updated. The General Ledger reflects all settlements.
***
## Stage 10: GST Filing
**Who:** Accounts Team
**Where:** GST India Workspace (accessible via Accounting)
At the end of each month, the accounts team:
1. Reviews all sales invoices and confirms HSN codes and GST amounts are correct
2. Runs the **GSTR-1** report for outward supplies
3. Runs the **GSTR-3B** report for monthly filing
4. For eligible large invoices, generates **e-Invoices** (with IRN numbers)
5. For goods-in-transit, confirms **e-Waybills** were generated at the time of dispatch
**What happens next:** Returns are filed and the next month begins.
***
## Role and Stage Reference
| Stage | Document | Primary Role | Supporting Role |
| ------------------------- | ----------------- | ------------------- | ------------------- |
| Stock runs low | Material Request | Store Assistant | Store Manager |
| Place order with supplier | Purchase Order | Procurement Officer | Store Manager |
| Goods arrive | Purchase Receipt | Stock Team | Procurement Officer |
| Move to shelf | Stock Entry | Stock Team | Warehouse Manager |
| Process supplier bill | Purchase Invoice | Accounts Team | Procurement Officer |
| Counter billing | POS Invoice | Cashier | - |
| End of day | POS Closing Entry | Cashier | Store Manager |
| Bulk customer quote | Quotation | Sales Executive | Store Manager |
| Bulk order | Sales Order | Sales Executive | - |
| Dispatch goods | Delivery Note | Stock Team | Sales Executive |
| Bill customer | Sales Invoice | Accounts Team | Sales Executive |
| Collect payment | Payment Entry | Accounts Team | - |
| Monthly GST | GST Reports | Accounts Team | Business Owner |