Process example
Enter customer orders
Turn orders from emails, documents or a portal into order lines with a customer, product and quantity.
A product code is missing from the PDF. Prepare a draft order and ask for clarification.
Business task glossary
Business tasks in plain language
What happens when an order arrives, a delivery changes or an invoice needs checking? Find a task your team wants to improve and see what it takes to carry it out.
Find a task
15 results
Sales and fulfilment
Case reference
Release an order
Check the order and customer record against the rules that apply to this sale.
If a mandatory check is outstanding, the order waits for review.
Explore MertensCase reference
Check order status
Answer a question about an order using current information from the order system.
At Van Donzel, DataInbox looks up the order in iONE. A staff member takes over if the available information is insufficient.
Explore Van DonzelProcess example
Follow up on a delivery exception
Compare the expected delivery with what shipped or arrived, and record who will handle any discrepancy.
Eight of ten units arrive. Record the two missing units and follow the agreed process for the remaining delivery.
Purchasing and suppliers
Process example
Compare supplier quotes
Request quotes against the same specification and compare price, lead time and terms.
A supplier proposes a different material. Flag it for the buyer before they assess the quotes.
Process example
Create a purchase order
Turn an approved request into an order with a supplier and record the agreed terms.
A request above the team’s spending authority goes to the budget owner before the order is sent.
Process example
Check a supplier confirmation
Compare confirmed quantities, prices and delivery dates with the original purchase order.
The confirmation gives a later date. Flag the change for the buyer and use the new date once it has been accepted.
Process example
Follow up on open purchase orders
Track which orders are waiting for confirmation or delivery and assign the next action.
The agreed date is close and there is no dispatch notice. Request an update under the agreed process.
Invoicing and payments
Process example
Match a supplier invoice
Compare the invoice with the purchase order and recorded goods receipt. This is called three-way matching.
Ten units are invoiced and eight were received. Send the discrepancy for review before releasing the invoice.
Process example
Prepare a sales invoice
Turn delivered goods or services into invoice lines under the customer’s terms.
For a partial delivery, invoice the delivered lines if the customer agreement permits it.
Process example
Match a payment to an invoice
Apply an incoming payment to the correct outstanding invoice or invoices.
The amount matches but the invoice number is missing. Ask Finance to review the suggested match.
Process example
Post and track a transaction
Turn a sale or refund into ledger entries and track whether the finance system accepts them.
A store batch is marked as posted once the posting reference comes back.
Explore Datastreams FinanceCustomers and service
Case reference
Verify a customer
Determine which customer details and evidence to check during onboarding or after a relevant change.
A new order can trigger a fresh review of an existing customer.
Explore MertensProcess example
Route a service request
Identify what a request concerns, look up permitted information and assign the next action.
For an invoice complaint, send the request and the relevant invoice reference to Finance.
Process example
Handle a return or refund
Link a return request to the order, check the terms and track the outcome with the store or payment provider.
An exceptional return goes to an authorised colleague first, with the order details attached.
Start with one task from your team’s day
Bring a normal case and an exception. Together we define what should happen and which systems need to take part.