EDI Supply Chain : Order-to-Cash

 

Order-to-Cash

•  Explain the concepts of the Order to Cash business processes.

• Create and process a sales order

• Perform the shipment procedure.

• Create an invoice for a sales order.

• Create and process a sales order for direct delivery.

• Create and process a purchase order for direct delivery.

• Create a customer invoice for direct delivery.

 Receive Sales Order --> Inbound

               Receive Sales Order

               Staging Order Approve/Reject

               Sales order master data

               Specifying sales order types

Print sales order acknowledgements --> Outbound

Pick,Pack and Ship --> Outbound

               Goods out shipping process

               Release sales orders to Warehousing

               Outbound procedure

               Outbound advice

               Outbound inspections

               Picking list

               Shipments and loads

               Delivery notes

               Deliver the sold goods

Create Invoices --> Outbound

               Add Tax/Allowances/Charges/Discounts

               Invoice the sold goods

               Payment Terms

               Payment Method

               Document/Transaction Type

               TaxCode

Account Receivables --> Outbound

               Receive Remittance

Process Sales Orders(Drop Ship) --> Inbound

               Direct delivery process

What is the order-to-cash process? 

The order-to-cash process is a series of steps that start when a customer makes a purchase—in the case of ecommerce, when the Buy Now button is clicked—and ends when the business has received and cleared cash for that purchase.

The process of order-to-cash, often shortened to O2C in business-speak, includes fulfillment, invoicing, and payment collection, among other steps. Decades ago, the O2C process held a reputation for being a chaotic affair, one where handwritten purchase orders, faxed invoices, and other analog functions were the norm. But there are now numerous platforms and software options to help businesses streamline the O2C process. 

Technology has enabled digital invoicing, tracking, and central hubs of information that allow sales teams, warehouse workers, accounts payable, and customer service to have access to the same information in real time. In addition, nearly all workflow processing software provides data for analysis at each step of the O2C process, with metrics helping to illuminate systems that are working and those that need improvement. 

8 steps to the order-to-cash process cycle 

To understand the O2C process, you’ll need a firm grasp of the steps from beginning to end:

1. Customer order placement. Purchases can range from an individual at home buying a product online to a business or institution emailing an order of vast quantities.
2. Order management. This stage ensures that the purchase order is sent to the correct person or department.  
3. Credit management. While most individual customer purchases are conducted in real-time transfers, purchases made by businesses are often on credit. Managing a business customer’s credit might include running payments through a software approval process and greenlighting repeat customers in good standing. 
4. Order fulfillment and shipping. This is when the business delivers the product or service to the customer. Myriad issues can arise during this step, from issuing a sales order for that special pair of sneakers when there are actually none left in the warehouse to promising a delivery date that is physically impossible. When software, automation, and platforms are used correctly, they can help protect businesses against these mistakes.
5. Invoicing and billing. Whether a customer has paid in full or is waiting for a bill, an invoice with the correct information and status is issued. 
6. Accounts receivable. Accurate accounting software tracks overdue and near overdue invoices, as well as raises red flags on repeat offenders.
7. Payment collected. Software programs allow businesses to track when a customer’s payment transaction is complete.  
8. Data management. Thorough analysis of data helps businesses see where improvement is needed. Depending on the software, businesses can detect patterns of miscommunication, the origins of bottlenecked customer orders, and how one department’s inefficiencies impact other departments.  

How to optimize the O2C process

Consider the following when strategizing how to optimize your O2C process. 

• Do you have an established set of standards? A simple guidebook with easy-to-understand terminology can help employees navigate the company’s O2C process. 
• How effective is your accounting software? There are numerous accounting platforms and software programs that aim to help business owners with the general ledger. These assist in the receivable process and inventory management, among other facets of the 02C process.

• Are your invoices digitized? It may sound obvious to have a digitized invoicing system, but some business owners are analog holdouts. However, most who take the time to learn digital invoicing discover it can save time in the long run. 

• How often are you checking in? Data taken from software on a regular basis can reveal interesting patterns in a business’s O2C cycle. It can show redundant processes, customers who consistently pay late, or a repeated customer complaint—all of which indicate where tweaks, updates, and changes are needed.  

Introduction

In today’s fast-paced business environment, the order to cash (O2C or OTC) process is critical to an organization’s financial performance. An optimal O2C process helps enterprises significantly enhance efficiency, improve customer satisfaction, and reduce operational costs.

Let’s delve into best practices and key strategies for optimizing your O2C process, covering crucial aspects such as automation, data integration, and workflow management. 

By implementing these recommendations, you can accelerate cash flow, minimize errors, and gain a competitive edge in an increasingly demanding market landscape. 

What is order to cash (O2C) process?

The order to cash (O2C) process is a vital sequence of events in a business’s sales cycle, encompassing the entire journey from receiving a customer order to collecting payment. This end-to-end process involves multiple stages: order entry, order fulfillment, invoicing, payment processing, and cash collection. 

A well-structured O2C process ensures efficient, accurate, and timely execution of sales transactions. When an order is paid for, teams evaluate and analyze the buyer’s experience in O2C process steps to optimize the cycle and improve.

What is the order to cash process (O2C) cycle?

The oder-to-cash (O2C) process cycle is a series of interconnected activities that businesses undertake, from receiving a customer’s order to successfully obtaining payment. It’s critical for maintaining a company’s financial well-being and customer relationships. 

An O2C process cycle comprises of: 

• Order reception
• Credit management and evaluation
• Order execution
• Shipment monitoring
• Billing
• Payment reception
• Receivables management
• Payment allocation
• Performance analysis

Importance of an efficient order to cash process

An efficient order to cash (O2C) process is vital for organizations aiming to excel in today’s competitive landscape. Companies can significantly enhance cash flow and liquidity by streamlining the O2C cycle. It would help you meet financial obligations in a timely manner.

Furthermore, a well-optimized O2C process reduces operational costs, improves customer satisfaction, and increases scalability, allowing businesses to handle expanding order volumes seamlessly. However, several operations, like inventory and supply chain management, affect a company’s O2C process. You must ensure these areas function smoothly to deliver a memorable order to cash experience to your customers.

When you deliver a remarkable customer experience, it becomes a competitive advantage for your organization. The key is to streamline the process so it’s less of a hassle for buyers. Your team can do it by gaining real-time visibility and control over the process, enabling all stakeholders to access data and process status in real-time.

Benefits of an efficient order to cash process

An efficient order to cash (O2C) process offers numerous benefits to companies, fostering growth and success in an increasingly competitive market. Key advantages of a streamlined O2C process include the following:

• Accelerated cash flow: By reducing the time between order placement and payment collection, companies can improve liquidity, enabling them to fund growth strategies and meet financial obligations.
• Cost reduction: Optimizing the O2C process minimizes manual tasks, redundancies, and errors, leading to lower operational expenses and enhanced profitability.
• Elevated customer experience: A seamless O2C process ensures timely deliveries, accurate invoicing, and transparent communication, resulting in heightened customer satisfaction and loyalty.
• Greater scalability: An efficient O2C process can adapt to increased order volumes and complexity, facilitating smooth expansion during periods of business growth.
• Enhanced decision-making: Streamlined O2C processes offer real-time insights into order statuses, payment processing, and receivables management, empowering businesses to make informed decisions and proactively address issues.
• Improved financial metrics: Faster payment collection and reduced Days Sales Outstanding (DSO) contribute to better financial performance, strengthening a company’s financial health.
• Competitive edge: By delivering an exceptional buying experience through an optimized O2C process, businesses can differentiate themselves from competitors and capture a larger market share.

Order to cash process flowchart

 

Steps in order to cash process

The order to cash process is a crucial aspect of a company’s financial and operational performance. It encompasses the entire sales transaction cycle from the moment a customer order is received to the point of collecting payment. 

Efficient management of the O2C process leads to increased revenue and improved cash flow and enhances customer satisfaction by ensuring seamless transactions. This comprehensive process typically involves the following stages:

1. Order management

This stage involves receiving, processing, and confirming customer orders while ensuring accuracy and completeness. It entails verifying order details, confirming product availability, and communicating order confirmation to the customer. 

An efficient order processing system is vital for reducing errors and maintaining customer satisfaction. Below are a few activities included in the order management process.

• Order placement: Customers order products or services they wish to purchase.
• Order capture: The company records the order details, such as product or service specifications, quantities, pricing, and customer information.
• Order validation: The company verifies the purchase order information for accuracy and completeness, ensuring all required data is available to proceed with the order.
• Order confirmation: The company sends a confirmation to the customer, acknowledging receipt of the order and providing details such as the expected delivery date, payment terms, and other relevant information.
• Order entry: The company enters the order into its enterprise resource planning (ERP) or order management system (OMS) for further processing and fulfillment.

2. Credit assessment

It’s a crucial step that involves evaluating a customer’s creditworthiness before extending credit terms for sale. It aims to minimize the risk of non-payment or late payment, protecting the company’s cash flow and reducing the chances of bad debt. This evaluation helps businesses make informed decisions about extending credit and managing financial risks associated with their customers.

Generally, the credit assessment process analyzes the customer’s financial history, payment behavior, and overall financial stability. Further, when companies examine factors such as scores, history, etc., they can assess customers’ ability to meet financial obligations.

A company can establish appropriate payment terms, approval processes, and credit limits for each customer by conducting a comprehensive credit assessment. This ensures businesses maintain a healthy cash inflow and outflow while mitigating potential risks associated with extending credit to customers who may need to be financially reliable.

Furthermore, ongoing credit assessments can help businesses identify changes in their customers’ financial situations and adjust credit terms accordingly. This proactive approach enables companies to respond to potential issues promptly, preventing potential financial losses.

3. Order fulfillment

Order fulfillment is an integral component of the order to cash (O2C) process that involves executing all the necessary tasks to deliver the ordered products to customers efficiently and accurately.

The order fulfillment process typically consists of several stages, which include:

• Order picking involves locating and retrieving the ordered products from the warehouse inventory. It requires careful management to reduce inaccuracies.
• Order packing includes securing the picked items in appropriate packaging to protect them during transit. The packaging must comply with industry standards and guidelines to ensure the products reach customers in perfect condition.
• Labeling and documentation comprise attaching shipping labels and any necessary documentation, such as customs forms or invoices, to the packaged orders. It ensures the orders are correctly addressed and compliant with any applicable regulations.
• Order shipping and transportation encompass selecting an appropriate carrier and shipping method to transport the orders to customers. This stage requires balancing cost-efficiency, speed, and reliability to optimize shipping performance and maintain customer satisfaction.

4. Order tracking and updates

Monitoring the delivery process and providing customers with real-time updates on their order status is essential for enhancing customer satisfaction and building trust. 

Companies should invest in advanced tracking systems that enable customers to track their orders at every stage of the delivery process, thereby ensuring transparency and minimizing potential issues.

5. Invoicing and payment processing

Generating accurate and timely invoices is critical for proper financial management. Make sure invoices include all relevant details like product prices, taxes, discounts, and shipping charges. Efficient invoicing practices ensure timely payments and reduce the chances of disputes and discrepancies, leading to smoother financial operations.

Payment processing involves receiving and processing customer payments through various channels. Implementing robust payment security measures is crucial to safeguarding sensitive customer information and maintaining trust.

6. Accounts receivable management

Accounts receivable management is a crucial aspect of a company’s order to cash (O2C) process. It focuses on efficiently tracking, monitoring, and collecting outstanding customer payments, providing healthy cash flow and long-term stability to your business.

Key components of accounts receivable management include:

• Credit control implements policies and procedures to evaluate customers’ creditworthiness, establish appropriate payment terms, and minimize the risk of non-payment.
• Invoicing system monitors the status of issued invoices, ensuring accuracy.
• Payment reminders encourage new customers to settle their outstanding invoices promptly.
• Collections is a process where various strategies, such as negotiating payment plans or engaging collection agencies, to recover overdue payments from delinquent customers.
• Aging analysis reviews the age of outstanding invoices to identify slow-paying customers and implements necessary measures to expedite payments.
• Bad debt management identifies uncollectible accounts while taking steps to mitigate future losses by evaluating credit policies and customer profiles.
• Reporting and analysis evaluate accounts receivable data to identify trends, assess performance, and inform decision-making for continuous improvement.

7. Financial reporting

Financial reporting involves monitoring key performance indicators (KPIs), such as days sales outstanding (DSO), accounts receivable turnover, and cash conversion cycle. Analyzing and reporting on the effectiveness of the OTC process is critical for supporting decision-making and identifying areas for improvement. 

By analyzing these metrics, you can gain actionable insights into your O2C process’s efficiency and make data-driven decisions to optimize its operations.

Investing in advanced systems and automation technologies, streamlining processes, and establishing clear procedures are ways companies can optimize their O2C process.

Order to cash process examples

Below is a typical workflow of an order to cash process. The actual process might vary from organization to organization. 

• Quote management. Clients request a quote for the order they would like to place.
• Order management. A customer makes a final decision and places the order.
• Order fulfillment and invoicing. The company delivers the order and creates an invoice
• Payment collection. The client pays for the order.
• Receipt generation. The company delivers a receipt after receiving the client’s payment.

In some industries, the order fulfillment process may come after payment collection. For example, a customer gets possession of an apartment only when they have cleared all payments with a business in real estate and construction.

How to optimize the O2C process?

When planning to enhance your O2C process, keep these factors in mind:

• Standardized guidelines: Establishing a clear and concise set of guidelines can assist employees in effectively navigating your organization’s O2C process.
• Accounting software effectiveness: Numerous accounting systems and platforms are available to support business owners with general ledger management, accounts payables and receivables, and asset management within the O2C process.
• Digital invoicing adoption: While some businesses may still rely on traditional customer invoicing methods, transitioning to digital invoicing improves efficiency while saving a lot of your time.
• Regular monitoring and evaluation: Consistently analyzing data from your O2C process can reveal patterns that highlight areas for improvement, such as redundant procedures, consistently late-paying customers, or recurring customer complaints. 

Addressing these issues proactively can lead to a more streamlined and effective O2C process while making proper optimizations.

Risks in order to cash process

Listed below are some common bottlenecks in an order to cash process.

• Manual work and slow processes. Manual data entry or data management and a huge amount of paperwork make the process slow. These delays may lead to a customer missing out on early payment discounts.
• Mismanagement. There are a variety of processes involved in an O2C cycle. If they’re not managed properly, it can lead to an impact on a larger scale since these processes are interdependent in ways.
• Security risks. Operating with customers’ sensitive data and personal information makes your organization a target for threat actors and cybercriminals. You need to have a robust security posture to safeguard customers’ data.
• Additional processing costs. Many payment methods charge for processing payments. Consider these costs for better cash flow management.

How to streamline an order to cash process?

To enhance the efficiency of an order to cash (O2C) process, consider implementing the following strategies:

• Establish standardized procedures: Develop clear and consistent guidelines for your O2C process to ensure all team members are aligned and understand their roles and responsibilities.
• Integrate technology solutions: Leverage technology to automate repetitive tasks, minimize errors, and speed up the O2C process. Examples include order management systems, accounting software, and invoicing platforms.
• Improve data synchronization: Ensure seamless data exchange between your organization’s systems, such as CRM, ERP, and accounting platforms, to reduce manual data entry and maintain accurate information.
• Enhance order management: Implement a robust order management system that offers real-time visibility into inventory levels, order status, and delivery timelines to optimize order fulfillment and customer satisfaction.
• Strengthen credit risk management: Develop clear credit policies and utilize credit assessment tools to evaluate customer creditworthiness, mitigate financial risks, and set appropriate payment terms.
• Optimize order fulfillment: Regularly assess and improve warehouse operations, inventory management, and shipping logistics to ensure cost-effective and efficient order delivery.
• Streamline invoicing: Implement tools and best practices to generate accurate and timely invoices, reducing disputes and accelerating payment collection.
• Simplify payment processing: Offer various payment options and integrate payment processing solutions to make it easier and faster for customers to complete their transactions.
• Implement proactive accounts receivable management: Develop a systematic approach to managing outstanding invoices, issuing payment reminders, and addressing disputes or discrepancies in a timely manner.
• Monitor and analyze performance: Use key performance indicators (KPIs) and analytics tools to evaluate the O2C process’s effectiveness, identify improvement opportunities, and record progress.

Best practices for optimizing the order to cash Process

Below are some best practices you can adopt to optimize the order to cash process in your organization.

1. Evaluate your current process

Optimizing the O2C process starts with assessing the current process, similar to the regular audits essential for eCommerce businesses. Analyze at least 7-10 transactions through the entire O2C process to detect systematic issues and anomalies. Evaluate transactions for blind spots, time-consuming steps, and potential areas for automation or standardization.

Investing in an Inventory Management System (IMS) is crucial for businesses selling physical products, as manual inventory management has limitations. An IMS is a central hub for business software and O2C stages and helps automate order management and fulfillment.

2. Automate billing and collection workflows

Automating billing and collection workflows is essential for small to mid-sized businesses. Automated accounts receivable management software helps you automate workflows and provides an easy way to reconcile payments and ensure proper accounting. These workflows take care of invoicing and follow-up reminders, among other things.

3. Learn and adopt the right technology

Learning O2C processes from similar businesses helps avoid reinventing the wheel. Many companies willingly share their O2C best practices and workflows. Some even publish their processes online, so seeking assistance and paying it forward is crucial.

Lastly, leveraging technology and integrations ensures seamless communication between software platforms and databases. Your CRM, IMS, and accounting platform must exchange data effectively, while the IMS should be synchronized with channel management platforms and shipping providers.

FAQs

1. What is O2C automation?

O2C automation, or order to cash automation, refers to integrating technology and software tools to streamline and automate various stages of the process. This process involves multiple steps: order management, inventory control, order fulfillment, invoicing, payment processing, and accounts receivable management.

2. What is the O2C model?

The O2C model, or the order to cash model, is a business framework that outlines the processes and steps involved in converting a customer order into cash. This end-to-end process encompasses various stages, from the moment a customer places an order until the payment is collected and recorded in the company’s accounts.

3. How many steps are there in an order to cash cycle?

There are typically eight key steps in order to cash (O2C) cycle, although the exact number of steps depends on a business model and industry.

4. What is the difference between P2P and O2C cycles?

The key difference between P2P (Procure-to-Pay) and O2C (order to cash) cycles lies in their objectives and processes. Both are essential business cycles, but they serve different organizational functions. The P2P cycle focuses on procuring goods and services from suppliers or vendors, streamlining the purchasing process, and managing payments. Its primary objective is to efficiently acquire the necessary resources and manage supplier relationships while minimizing costs and ensuring timely payments.

On the other hand, the O2C cycle concentrates on managing the process of receiving sales orders, delivering goods or services, and collecting payments. Its primary objective is to streamline the sales team processes, enhance customer satisfaction, and improve cash flow.

5. What are the objectives of O2C?

The primary objectives of O2C are to streamline operations, maximize revenue, and improve customer satisfaction.

6. What is O2C cycle time?

O2C cycle time, or order to cash cycle time, is a key performance indicator (KPI) that measures the duration from when a customer orders a product or service until the they complete the payment. It represents the efficiency of a company’s end-to-end O2C process, which includes various stages such as order management, order fulfillment, invoicing, and payment collection.

A shorter O2C cycle time indicates a more efficient and effective process, improving cash flow, customer satisfaction, and overall business performance. Companies strive to reduce their O2C cycle time by streamlining processes, automating tasks, and optimizing the steps involved in order management, fulfillment, invoicing, and payment collection.

7. What is the first step in the order to cash process?

The first step in the order to cash (O2C) process is Order Management. Order Management involves receiving and capturing customer orders through various online platforms, email, phone, or in-person.

O2C steps
Step 1: Customer submit the Order(850/860)
Step 2: Supplier reply with two Outbound transactions 997 and 855 with accepted or rejected with reasons.
Step 3: based on ERP and configuration. We will process the PO or PO change as Sales Order into ERP. Suppliers will send 940 to Warehouse to fulfill customers orders.
Step 4: Warehouse will process Warehouse sales order and trigger 945 to ERP system for PGI(SAP) or Ship Confirm(Oracle).
Step 5: Post Ship Confirm Suppliers submit 856 to customers and on the same time invoice is created in ERP.
Step 6: on End of the day EDI 810 invoice sent to customers.
Step 7: customers process both 856 and 810 into their ERP. If both transactions are good then they will trigger 997 with accepted status.
Step 8: If customers finds any errors in 856 and 810 then they will trigger 824 with error descriptions.
Step 9: if there is no error then they will submit 820 remittance. If 820 set up is not there then they will submit cheques against your invoice then close the entire order.