1. Business Use Case Examples

Enterprises’ invoicing workflows vary by industry.

• Fast-moving consumer goods (FMCG) industries issue invoices before receiving Payment Collection; collections follow invoice amounts.
• Other industries collect Payment Collection first, then issue invoices based on the collected amounts.

In general, because total Payment Collection equals the total of Sales Orders, total invoiced amount will equal total order amount.

2. Detailed Description of Invoice Application

2.1 Preset Scenarios for Invoice Application

• All:
  • The Role is the current user or the current user’s subordinates
  • Or the Related Teams include the current user or the current user’s subordinates
  • Or the current user holds the financial Role responsible for approving invoice applications for a department. For example, if User A has the “billing finance” Role and is responsible for approving invoice applications submitted by Dept. B, User A can view all invoice applications whose Role belongs to Dept. B.
  • Or the “Data Sharing” rule for Invoice Application in Data Permission Management is configured to share records where the Role or the Role’s Dept. is shared with the current employee, the current employee’s Dept., or the current employee’s user group.
  • Or data under “My Responsible Departments”.

• My Responsibilities: The invoice application Role is the current user

• Participated by Me: The Related Teams include the current user

• Responsible by My Subordinates: The invoice application Role is a subordinate of the current user

• My subordinates participated: The Related Teams include the current user’s subordinates

• Shared With Me: The “Data Sharing” rule for Invoice Application in Data Permission Management shares records where the Role or the Role’s Dept. is shared with the current employee, the current employee’s Dept., or the current employee’s user group

• My Responsible Departments:
  • The current user is the head of their primary Dept.
  • The Related Teams’ primary Dept. in the record is that Dept.
  • Note: Whether a responsible Dept. includes all child records is determined by CRM Admin > Rules Settings > Basic Settings > Visible Data Scope for Superior.

Note: - CRM Administrators can view all data. - Records with status “Cancelled” are visible only to CRM Administrators; other users cannot view them.

2.2 Invoice Application Operations

2.2.1 Create a New Invoice Application

• Methods to create a new Invoice Application:
  • Manual creation
    • Entry points: Invoice Application list page
    • From related object Account detail page — Invoice section
    • From related object Sales Order detail page — Invoice section
  • Import — see https://help.fxiaoke.com/2615/3eab/856c/5765#header-2
• Business notes when creating a new Invoice Application:
  • Confirmation workflow: Because invoice applications involve enterprise finance, they require approval from finance personnel. After creation, the workflow automatically routes to the personnel assigned to the billing finance Role for confirmation.
  • Invoice Applications support negative amounts. For negative-amount invoice applications, the invoiced amount counted against the Sales Order can subtract that negative portion from the total invoiced amount.

2.2.2 Invoice Application Approval Workflow

• Business description: Because Invoice Applications involve corporate financial data, finance personnel must approve and confirm them.
• Approval flow definition: The system is preconfigured to have the Invoice Application submit from the creator to the billing finance Role for confirmation.
• Approval handling: After saving a new Invoice Application, pending Invoice Applications routed to the “Invoice Application Finance” queue can be viewed in CRM Reminders > Invoice Applications to Confirm. Click to process there, or open the Invoice Application detail from the Invoice Application list to handle it.
  • Confirm: Approve and complete the approval.
  • Reject: Mark the Invoice Application status as “Rejected”; modify the Invoice Application and resubmit.

2.2.4 Common Invoice Application Actions

• Common list-page actions: see http://help.fxiaoke.com/2615/3eab/856c/76b1
• Add Sales Record: see http://help.fxiaoke.com/2615/3eab/856c/4bc2
• Common business actions—change Role, add Related Teams members, print, import, export, edit, cancel, delete, etc.: see http://help.fxiaoke.com/2615/3eab/856c/863a
• Collaboration actions integrated with office features—forward, Calendar, reminders, call, email, etc.: see http://help.fxiaoke.com/2615/3eab/856c/863a