This guide will walk you through the Order-to-Cash Minimum Viable Product (MVP) process, from creating an order to sending an invoice.
Creating a new order
Start with your B2B order information. For example, if you have an order from Target, gather all the necessary details.
Add catalog items:
Input the items your customer is ordering.
Update quantities as needed. For example, if an item quantity is 20, you might update it to 30.
Add any additional items to ensure your order totals are accurate.
Enter customer information:
Input the customer's details, such as "Target DC."
If it's a new customer, click to add them and fill in the required fields (e.g., address).
While an email address and EIN might not always be provided on the order, always add the address.
If there's no specific purchasing contact, you can leave that blank for now.
Add order details:
Enter the order number directly from the customer's PDF or purchase order.
Add any relevant PO information.
You can create a new channel (e.g., "Target") and note how the order was received (e.g., "via SPS").
Input the requested delivery window, order date, and any other relevant numbers.
Specify freight terms and the preferred carrier.
Add any notes or fulfillment instructions.
Configure shipment and payment details:
Enter payment terms (e.g., "type basic, 2% discount").
The shipment number will be pre-filled.
Enter the shipment date and fulfillment date.
Add the freight vendor (e.g., "prepaid roadway") and freight method.
Select the appropriate fulfillment location.
Creating and sending an invoice
Create invoice: Once all order details are entered, click to create the invoice.
Review invoice details:
Verify the items, quantities, and totals.
Confirm the purchaser and payment information.
Set the due date for the invoice.
Preview invoice: Before sending, preview the invoice to ensure everything looks correct. This preview will show what the customer will see, including payment information (e.g., for ACH or wire transfers).
Send invoice: Once satisfied, send the invoice to your customer.
Important notes on invoice syncing
QuickBooks syncing: The invoice only syncs to QuickBooks upon initial creation.
Post-creation edits: If you add additional items or modify the order after the invoice has been created, the invoice will become out of date with the order. You can update the invoice within our system, but this will not re-sync the changes to QuickBooks Online (QBO). You will need to manually update the invoice in QBO yourself.
Setting up a receiving bank account
To send invoices, you must have a receiving bank account set up in your system.
Navigate to Settings > Bank Accounts.
Ensure you have an account set to either "Send and Receive" or "Receive Funds."
If you only have bank accounts configured for "Send Funds," you will not be able to send invoices.
If you have any questions or require assistance, please contact our support team at support@settle.co.