Purpose

The primary purpose for this is to deliver a comprehensive understanding of the system by providing detailed insights into system overviews, and workflows

System Architecture Visualization: Illustrate the system’s architectural elements, showcasing modules, components, and subsystems also Enhancing comprehension of the overall system structure through visual representation.

System Overview: Offer a high-level overview of the RockEye – Sales & Invoice System and provide context on the system’s purpose, functionalities, and role within the broader organizational framework.

Workflow Details: Detail key operational workflows within the RockEye – Sales & Invoice System, and provide step-by-step visual representations of processes, from user interactions to backend operations

1. System Overview
   • Overview

In this section, we present a visual representation of the system overview of the product. The diagrams below offer a comprehensive view of how various modules interact to deliver a seamless and efficient user experience. The below figure depicts the system overview of the RockEye – Sales & Invoice System, offering quick insight into its structure and key elements 

The below Figure 1 depicts the system overview of the RockEye – Sales & Invoice, offering a quick insight into its structure and key elements.

The RockEye – Sales & Invoice software orchestrates a seamless end-to-end process, beginning with the receipt of RFQ from customers and orders, culminating in the generation of finance vouchers for confirmed payments. The software ensures precision and efficiency at each stage of the sales transaction lifecycle.

The software dynamically creates a quotation, reflecting the details of the prospective customer’s order. The initial quotation is shared with the customer for confirmation.

Following negotiations between the customer and sales representative, the quotation undergoes revisions with different versions. These iterations can be logically recorded in the system to gain insights. The iterative process continues until a mutually agreed-upon version is confirmed. Upon confirmation of the quotation, the system allows marking the quotation as an Order.

The finalized quotation is marked as an official order, signaling the commitment of both parties. Based on the fulfillment status of the order, the system generates delivery notes, either partially or in full. Invoices are raised against the confirmed order, capturing the agreed-upon terms and pricing.

Payments received from customers are recorded within the system. The recorded payments undergo validation from the finance system, ensuring accuracy and completeness. Once payments are received and validated, the order status is marked as completed, and the corresponding invoice is flagged as paid.

Finance vouchers, serving as payment confirmations, are generated and linked to the respective invoices. Users have the capability to view, email, and download the above-mentioned comprehensive documents.

This high-level overview encapsulates the entire lifecycle of a customer order, from initial quotation to payment confirmation. The RockEye – Sales & Invoice software not only automates these processes but also ensures transparency, accuracy, and traceability, contributing to a robust and efficient financial management system.

2. System Workflows

This section provides a detailed exploration of the system workflows, offering a comprehensive understanding of the orchestrated processes that drive the seamless functioning of our system. Workflows serve as the backbone of our system architecture, delineating the step-by-step execution of tasks and the interdependencies among various components. The following workflows encapsulate the key stages and interactions within our system, ensuring optimal performance and user experience

1. Quotation Management

The Quotation management is one of the most important features of the Sales & Invoicing system. Below is the step of user flow within the module. It’s graphical  representation is exhibited in figure 2.

• The software dynamically generates a comprehensive quotation based on the specific details of the prospective customer’s order.
• The generated quotation is shared promptly with the customer for their review and confirmation.
• After the initial review, negotiations between the customer and the sales representative commence.
• The quotation can undergo a revision process, with each revision resulting in a new version of the quotation.
• Each iteration in the revision process is logically recorded within the system, creating a transparent and traceable history of changes.
• The system maintains a version history, providing insights into the evolution of the quotation and facilitating a clear understanding of changes made during negotiations.
• The revision process can continue until a mutually agreed-upon version of the quotation is confirmed by both parties.
• Once the negotiation process concludes, and both the customer and the sales representative reach consensus on a specific version of the quotation, it is confirmed and marked as ‘’Order’’.
• The confirmed version represents the finalized agreement, capturing all negotiated terms, pricing, and any other agreed-upon elements can be added by adding ‘’custom field’’.
• This confirmed quotation serves as the basis for further processing, including order fulfillment, invoicing, and other subsequent stages in the sales cycle.

This step-wise Quotation Generation and Revision Process ensures a systematic and transparent approach to creating, modifying, and finalizing quotations in response to customer needs and negotiations. It contributes to efficient communication, reduces errors, and provides a comprehensive audit trail of the quotation’s evolution. The below Figure 2 exhibits the quotation process in the Sales & Invoicing System.

Figure 2

1. Quotation Creation

• User will get the option to select the customer out of the list of various customers, set issue date, expiry date, currency, add product/services details, enter additional information in the Remarks section, and upload supporting documents.
• Invoice Category: This feature allows users to add ‘’Custom Field’’ at item level as well as Order level to cater the business need of adding more information specific to the transaction.
• Terms and Conditions template selection and real-time addition with text formatting.
• Dedicated section to view the summary of the transaction having details of Gross amount, tax break-up, applied discounts and net effective receivable amount.

2. Quotation Submission

• User will get the option to save the created quotation as a ‘’Draft’’ or directly submit for the confirmation.

3. Quotation Listing

• All the quotations created will be listed with status and necessary information in a card view.

4. Notes and Activities

• Notes Section to keep track of internal notes and reminders for the requests.
• Activities track the complete activity timeline for transparency and tracking the evolution of the transactions.

2. Order Management

Figure 4 below depicts the Order management of the RockEye – Sales & Invoice System.

Figure 3

1. Orders Creation

• On creation of order, user gets the option to select the ‘’Delivery Terms’’ from dropdownlist of templates.
• Currency: Select the currency in which the order wanted to be placed.
• Discount Applicability: Set the discount applicability based on that discount will be reflected in the invoice. There will be two options on which discount can be configured, which are:
  • On Last Delivery
  • On Each Delivery
• Invoice Category: This feature allows users to add ‘’Custom Field’’ at item level as well as Order level to cater the business need of adding more information specific to the transaction.
• Customer address selection allows the user to select the transaction location out of various locations of the customer to ensure the accuracy of billing and delivery.
• Invoice Generation: Configure the order to auto-generate invoice on
  • Delivery Level 
  • Order Level
• Invoice Auto Approval: At the time of order creation user can set the of invoice automatically approval.
• User can map the associated Quotation (if any) or directly create the order from here and reference number.

2. Order Listing

• View the list of all the created, submitted, in draft, cancelled and completed orders.
• Complete visibility of the critical information to identify the Order along with the details of delivery status and order status. 

3. Order Submission

• User will get the option to save the created Order as a ‘’Draft’’ or directly submit for the confirmation.

4. Notes and Activities

• Notes Section to keep track of internal notes and reminders for the requests.
• Activities track the complete activity timeline for transparency and tracking the evolution of the transactions.

3. Delivery Note

Below Figure 4  depicts the Delivery Note of the RockEye – Sales & Invoice System.

Figure 4

1. Delivery Note Creation 

• Create multiple (if need be) ‘’Delivery Note’’ to fulfill the order.
• Adaptable to partial and complete consignment fulfillment.
• Capture complete information related to the delivery and recipient of consignment for future reference & data sanctity.

2. Delivery Note Listing

• View the list of all the created and delivered ‘’Delivery Note’’.
• Complete visibility of the critical information to identify the ‘’Delivery Note’’ along with the ‘’Order’’ status. 

3. Associated Invoices

• View all the associated ‘’Invoices’’ with respect to the ‘’Delivery Note’’.

4. Notes and Activities

• Notes Section to keep track of internal notes and reminders for the requests.
• Activities track the complete activity timeline for transparency and tracking the evolution of the transactions.

4. Invoice and Payment Management

Below Figure 6 depicts the Invoice and Payment management of the RockEye – Sales & Invoice System.

Figure 5

1. Invoice Creation

• On creation of ‘’Invoice’’, user gets the option to select the ‘’Customers’’ from drop downlist of customers.
• Map the ‘’Order’’ against which ‘’Invoice’’ is being raised.
• Currency: Select the currency in which the ‘’Invoice’’ wanted to be raised and system will show the currency exchange rate with date and bank selection.
• Select the contact person & billing address from the droplist of Customer’s user and Addresses respectively.
• Invoice Category: This feature allows users to add ‘’Custom Field’’ at item level as well as Order level to cater the business need of adding more information specific to the transaction.
• Customer address selection allows the user to select the location out of various locations of the customer to ensure the accuracy of billing.

2. Invoice Listing

• View the list of all the created, in draft, and pending invoices.
• Complete visibility of the critical information to identify the Invoice, mapped order along with the details of Invoice payment status. 

3. Invoice Submission

• User will get the option to save the created Invoces as a ‘’Draft’’ or directly submit for the confirmation.

4. Finance Voucher

• View details of Invoice payment confirmation in the form of ‘’Finance Vouchers’’, having the payment transaction records
• Sync and re-sync with the Finance system to confirm the payment of the Invoices.

5. Record Payments

• Record payments received from the customers against Invoice(s).
• Adaptability to record multiple  payments, add necessary details like Bank, Payment reference number, Payment mode, Source currency and currency exchange information.
• Sync with finance system to confirm the payment and generate the document consisting of necessary payment details.
• Notes Section to keep track of internal notes and reminders for the requests.

6. Notes and Activities

• Notes Section to keep track of internal notes and reminders for the requests.
• Activities track the complete activity timeline for transparency and tracking the evolution of the transactions.