SalesHub Standard Operating Procedures

1. Purpose

This SOP establishes standardized, system-aligned controls for the Sales Order lifecycle within SalesHub (Bylon ERP), ensuring accuracy, completeness, authorization, traceability, and timeliness of:

• Sales orders, confirmations, and cancellations
• Stock reservation and releases
• Automated order conversion to Delivery Notes and Invoices
• Physical stock issue and inventory movement
• Sales returns and credit note processing
• Reports and reconciliations

Audit & Certification Purpose: This SOP is intended to demonstrate system process compliance and control effectiveness for external audits and certification purposes. It provides traceable system evidence and control mapping that can be validated by internal or external auditors.

2. Scope

Applies to all operations related to the Sales Order to Order Conversion lifecycle in SalesHub (Bylon ERP) and associated reporting through Bylon Insight Central (BIC), including:

• Sales Order creation, confirmation, and cancellation
• Stock reservation, release, and aging review
• Automated order conversion to Delivery Notes and Invoices
• Sales return processing
• Inventory reconciliation
• Reporting for audit and compliance

Reporting Path Example:
Bylon ERP → Bylon Insight Central (BIC) → Sales

3. System Assumptions & Issue Escalation

3.1 System Assumptions

• All SalesHub processes within Bylon ERP are assumed to function as intended.
• Transactions, calculations, stock movements, reports, and outputs are processed correctly by the system.
• Manual verification, approvals, or physical checks referenced in this SOP are performed according to the organisation’s internal control procedures and individual Job Descriptions (JDs).
• Users are expected to follow authorized system processes only. Any deviations must be reported immediately.

3.2 Issue Escalation

If any system issue occurs—including transaction failure, delayed processing, duplicate entries, missing transactions, incorrect postings, or reporting inconsistencies—the user must immediately raise a support ticket with the Bylon Support Team.

Ways to raise a support ticket:

1. From the SalesHub login window: Support Email tab or Raise Support Ticket tab
2. From the Bylon website: https://www.bylon.cloud/support

Support ticket must include:

1. Transaction type (Sales Order, Delivery Note, Invoice, etc.)
2. Transaction number or Order ID
3. Date and time of the issue
4. Step-by-step description of the actions taken
5. Screenshots or exported reports if applicable

4. Roles & Responsibilities

4.1 Store Manager

• Ensure compliance with this SOP.
• Approve daily stock reconciliation reports.
• Review and approve adjustments and exceptions.
• Ensure staff are trained on SOP and system processes.

4.2 Sales Representatives / Sales Executives

• Create Sales Orders via Smart Survey App or SalesHub (Create Order).
• System checks: Customer credit limit and Item quantity availability.
• Ensure accurate entry of all order details.

4.3 Inventory Officer / Storekeeper

• Maintain accurate stock records in system and manual logs.
• Conduct daily stock reconciliation.
• Investigate and report discrepancies.
• Restock goods only after receiving a system-generated and signed GRN.

4.4 Accounts / Finance Officer

• Verify accuracy of sales, returns, and invoices.
• Review supplier bills and supporting documents.
• Ensure proper archiving in the document management system.
• Ensure all credit notes are immediately mapped to invoices.

4.5 System Administrator

• Maintain system access controls and role permissions.
• Support process automation and reporting.
• Ensure data backups and system integrity.

5. Sales Order Module

Control ID: IC-01 – Sales Order Authorization & Accuracy

5.1 Create Sales Order

• SalesHub → Create Order
• Select customer, items, pricing, discounts
• Order types:
  • Draft Order: Editable, no stock reserved
  • Confirmed Order: Requires Admin confirmation, stock reserved

5.2 Confirm Draft Order

• Admin: Order List → Select Order → Bulk Actions → Confirm Order
• Order moves Draft → Confirmed
• Only authorized Admins may confirm orders

6. Reserved Stock & Inventory

Control ID: IC-02 – Stock Reservation Control

• Stock automatically reserved on order confirmation
• Available stock updated: Available Stock = Total Stock – Reserved Stock
• Inventory Ledger not affected at this stage
• Reserved stock aged > X days reviewed weekly

6.1 Stock Representation in Bylon ERP

Understanding how Bylon ERP represents stock is critical for accurate Sales Orders, transfers, and reporting.

7. Order Conversion, Delivery, & Invoicing

Order Conversion Module

Control ID: IC-03 – Order Conversion Integrity

• Confirmed orders: SalesHub → Order Conversion
• System generates:
  • Delivery Note → stock exported, ledger updated
  • Invoice → customer account debited
• Reversal requires Manager authorization

Delivery Note Handling

Control ID: IC-04 – Physical Stock Issue Control

• DN printed immediately after conversion
• Stores Team isolates goods based on DN
• Store Manager signs DN
• Signed DN uploaded to cloud storage

Invoice Handling

• Invoice generated automatically with DN
• Debits customer account; References Sales Order and DN
• Sequential numbering enforced

10. Sales Return Process

Control ID: IC-08 – Sales Return Accuracy & Completeness

10.1 Initiate & Process

• SalesHub → Sales Return → Create Return (Full/Partial)
• Only authorized users may create. Pre-requisite: reason known; goods verified.
• SalesHub → Order Conversion to process return (generates GRN & Credit Note).

10.2 Credit Note Handling

• Initially unmapped / open
• Accountant must map credit note to invoice immediately

10.3 Post-Return Verification

Verify: Sales Return Order created, GRN created, Stock updated, Transaction Flow captured, GRN recorded in logs.

13. Delivery Note Verification Checklist

Control ID: IC-06 – DN Verification Evidence

KPI: DN Verified Same Day ≥ 98%

18. System Flow Diagram