Sales Cycle

The flow

The sales cycle moves a customer order from an initial offer through to cash received. Each step converts the previous document, so quantities, prices and tax carry forward automatically.

You do not have to use every step. A cash sale can go straight to an invoice; a service business may skip the delivery note. But each document that is created links back to its source for a full audit trail.

Quotation

A quotation is a non-binding offer to a customer. Add line items, discounts and VAT; the document totals and tax are calculated for you. Quotations have no accounting or stock impact. When the customer accepts, use Convert to create a sales order (or an invoice directly).

Sales Order

A sales order confirms what the customer has committed to buy. It reserves the commercial terms but still has no ledger impact. From the order you can create a delivery note to ship goods and an invoice to bill. GrivaOne tracks fulfilment so you can see what has been delivered and invoiced against each order line.

Delivery Note

The delivery note records that goods have left your warehouse. This is the document that moves stock — issuing a delivery note reduces on-hand quantity and posts the cost of goods sold. It does not bill the customer; that is the invoice.

Sales Invoice

The invoice is the tax document that bills the customer. On finalisation it:

• Posts a journal to the general ledger (revenue, VAT payable, receivable).
• Recognises output VAT for your VAT return.
• In KSA, generates the ZATCA-compliant e-invoice and QR code — see Compliance & ZATCA.

A finalised invoice cannot be edited. To correct one, issue a credit note, which reverses the appropriate amounts.

Receipt

A receipt records money collected against one or more invoices. Choose the payment mode (cash, bank transfer, card) and allocate the amount to open invoices. The receipt clears the customer balance and posts its own journal moving value from receivables to cash or bank.