Back-to-Back Equipment Sales Process

What is Back-to-Back Sales?

Back-to-Back Sales is a sales process where:

The dealer first gets a confirmed order from the customer and then purchases that specific machine from the OEM (manufacturer).

In simple words:

Customer Order Received

↓

Dealer Books Order

↓

Dealer Purchases Machine from OEM

↓

OEM Supplies Machine

↓

Dealer Delivers Machine to Customer

Real-Life Example

Suppose a customer wants:

Kobelco Excavator 

The dealer checks inventory and finds:

Stock Available = 0

The machine is not available at the dealership.

The dealer will:

1. Create Lead
2. Discuss requirements
3. Give Quotation
4. Generate Proforma Invoice
5. Create COA (Sales Order)
6. Get Approvals
7. Raise Purchase Order to OEM
8. Receive Machine
9. Invoice Customer
10. Deliver Machine
11. Complete Commissioning

This is called Back-to-Back Sales because:

Why is Back-to-Back Sales Used?

Back-to-Back Sales is used when:

1. Machine is not available in stock.
2. Customer requires a special configuration. (Example: Special Bucket, Extra Attachments, Special Colour, Special Warranty Package.)
3. Machine is expensive and dealer doesn't want to maintain stock.

Objectives of Back-to-Back Sales

The purpose of this process is:

Business Objective

• Capture customer requirement.
• Avoid inventory carrying cost.
• Procure machine only after confirmed order.
• Deliver correct machine to customer.

System Objective

Maintain complete tracking from:

Lead

↓

Quote

↓

Proforma

↓

COA

↓

COA Approval Utility

↓

Purchase Requisition

↓

Purchase Order

↓

GRN

↓

Sale Invoice

↓

Complete Back-to-Back Flow (End-to-End)

Every Employee should memorize this flow.

Step 1 : Lead Creation

Step 2 : Lead Follow-up

Step 3 : Quote Creation

Step 4 : Proforma Invoice

Step 5 : COA Creation

Step 6 : COA Approval

Step 7 : Advance Receipt

Step 8 : Auto Purchase Requisition

Step 9 : Purchase Order

Step 10 : Purchase Order Approval

Step 11 : Purchase Invoice (GRN)

Step 12 : PDI Job Card

Step 13 : Sale Allocation

Step 14 : Equipment Sale Invoice

Step 15 : Dispatch

Step 16 : Commissioning

Lead      

What is a Lead?

Lead generation is a process where we first build up data of all target audience. It also captures the needs of various customers. Through the process of Lead, we segregate our customers into hot, warm, and cold based on the urgency of purchase. Information regarding the follow-ups is also captured in this document. 

Lead creation 

In Excellon application, go to CRM -> Lead Management on the left menu bar. Sub menu of CRM will appear. 

Click on Leads -> New to open a new document. The leads can be generated for multiple products as well. 

Navigation

CRM

↓

Lead Management

↓

Lead

↓

New

Below is catalogue page for Equipment Lead document. It have three views All open lead, My lead and All lead.  

All previously entered leads can be seen in Catalogue View as shown below. The lead status in the status column gives the understanding to the user about the lead status. 

On click of New lead action Equipment lead gets open as shown below. 

Fill in the required details, if you save a document without recording the mandatory fields, a message will be flashed to fill-in the mandatory fields (Mandatory fields are highlighted by yellow). You can save the document once the fields have been recorded. 

Lead Details Section

Assignment Details Section

Customer Information Section

Equipment Details Section

To save the document, click on Save option of the menu bar. 

We have FOC tab to capture free of cost parts details. On click on FOC tab below screen will get open.  

After the SAVE is actioned, go to the Activity Details tab, and click the LOST button if any lead gets lost, or you can add follow-up details to process the request for further action. 

On selection of “Lost”, the lead gets lost and cannot be converted into any further document. Reason for lost is mandatory after the selection of this checkbox. 

On selection of “Deferred”, the lead is kept on hold for the number of days mentioned. 

All the follow-up activities done for the lead can also be captured in this document as shown below. 

Equipment Quote 

What is a Quote?

A Quote is a sales proposal generated against a customer Lead. It contains the equipment details, pricing, FOC items, and commercial terms offered to the customer. The Quote document helps the sales team provide a formal offer and track negotiations before converting the opportunity into a Proforma Invoice or Sale Order.

The Quote document automatically fetches information from the selected Lead, reducing manual entry and ensuring consistency throughout the sales process.

Navigation:

In Excellon application, go to:

CRM ↓ Lead Management ↓ Quotes ↓ New

The Quote document is created by selecting an existing Lead as the Parent document.

Step 1: Open Quote Document

Navigate to:

CRM → Lead Management → Quotes

The Quote catalogue page opens displaying existing quotes.

Available views may include:

• All Open Quotes
• My Quotes
• All Quotes

Click New to create a new Equipment Quote.

Step 2: Select Parent Lead

In the Quote Details section, select the Lead document that will be converted into a Quote.

After selecting the Parent Lead and pressing TAB:

• Customer information is auto-populated.
• Equipment details are auto-populated.
• Salesperson details are copied.
• FOC details are copied.
• Lead reference details are copied.

The user should verify the information before saving.

Quote Details Section

Customer Information Section

Equipment Details Section

Commercial Details Section

FOC (Free of Cost) Items Section

All FOC items entered in the Lead document are automatically copied into the Quote.

Important Note

• Users cannot add additional FOC items directly in the Quote.
• Any modification in FOC items must be done in the Parent Lead document.
• After updating the Lead, regenerate the Quote if required.

Contact Details Section

Customer contact details are copied from the Lead document.

If required, users can capture additional contact details such as:

This information is useful for machine delivery, commissioning, and future communication.

Step 3: Save Quote

After verifying all information:

Click Save from the menu bar.

The system validates all mandatory fields before saving.

If any mandatory fields are missing, a warning message is displayed.

After successful validation, the Quote document is saved.

Step 4: Quote Follow-up

The Sales Executive can use the Quote during customer discussions and negotiations.

Activities may include:

• Price negotiation
• Discount approval
• Commercial discussions
• Attachment modifications
• Payment term finalization
• Delivery planning

All previously entered Quotes can be seen in the Catalogue View as shown below. Based on the selection in active view, catalogue view displays the list of documents created. 

Quote Conversion

Once the customer accepts the quotation:

Quote

↓

Proforma Invoice

The Quote can be selected as the Parent Document while creating the Proforma Invoice.

All relevant details are automatically carried forward to the next document.

Business Rules

Rule 1

A Quote can only be generated from a valid Lead.

Rule 2

Customer and equipment details are automatically copied from the Parent Lead.

Rule 3

FOC items are read-only in the Quote document.

Rule 4

Any changes required in customer requirements should first be updated in the Lead document.

Rule 5

Accepted Quotes can be converted into Proforma Invoice for further sales processing.

Proforma Invoice

What is a Proforma Invoice?

A Proforma Invoice is a preliminary bill or estimated invoice issued to the customer before the actual sale is completed. It provides details of the equipment, attachments, pricing, taxes, and commercial terms agreed with the customer.

The Proforma Invoice serves as a confirmation of the customer's intent to purchase and is commonly used to request advance payment, arrange financing, and initiate the sales order process.

The Proforma Invoice is generated from the approved Quote document. Once the Parent Quote is selected, all relevant information is automatically copied into the Proforma Invoice.

Proforma Invoice Creation

In Excellon application, navigate to:

CRM

↓

Lead Management

↓

Proforma Invoice

↓

New

The system allows the user to create a Proforma Invoice against an existing Quote.

Step 1: Open Proforma Invoice Catalogue

Navigate to:

CRM → Lead Management → Proforma Invoice

The Proforma Invoice Catalogue View displays all previously created Proforma Invoices.

Users can view:

• All Open Proforma Invoices
• My Proforma Invoices
• All Proforma Invoices

The Catalogue View helps users search, filter, and track Proforma Invoice documents.

Step 2: Create New Proforma Invoice

Click on New to create a new Proforma Invoice document.

A blank Proforma Invoice screen opens where the user needs to select the Parent Quote.

Step 3: Select Parent Quote

In the General tab:

Select the required Quote from the Parent Quote dropdown.

After selecting the Parent Quote and pressing TAB:

The following information is automatically copied from the Quote:

• Customer Information
• Equipment Details
• Pricing Information
• Tax Details
• Salesperson Details
• FOC Items
• Contact Details
• Delivery Details

The user should carefully verify all information before proceeding further.

General Details Section

Customer Details Section

Equipment Details Section

Lead Reference Section

The Lead Reference section contains information copied from the originating Lead document.

This section helps users trace the complete sales cycle from Lead to Proforma Invoice.

Document Details Section

Users can upload supporting documents if required.

Examples:

• Customer Purchase Order
• Financing Approval Letter
• KYC Documents
• Customer Commitment Letter

Shipping Details Section

These details ensure proper planning for dispatch and delivery.

FOC Items Tab

The FOC (Free of Cost) Items tab displays all free items offered with the equipment. The information is automatically copied from the Parent Quote.

FOC Items may include:

• Attachments
• Tool Kits
• Safety Equipment
• Promotional Accessories

Important Note

• Users cannot directly add new FOC items in the Proforma Invoice.
• Any modification must be done in the Parent Lead or Quote document.
• Updated information will flow automatically into subsequent documents.

Contact Details Tab

The Contact Details tab stores communication information for machine delivery and installation.

Users can maintain:

This information is useful during:

• Delivery Planning
• Commissioning
• Warranty Registration
• Customer Support Activities

Step 4: Validation Check

Before saving the document, ensure all mandatory fields are completed.

Mandatory fields are highlighted by the system.

If any mandatory field is missing:

• The system displays a validation message.
• The document cannot be saved.
• Users must complete all mandatory information.

Common mandatory fields include:

• Parent Quote
• Customer Details
• Branch
• Salesperson
• Equipment Details
• Tax Information

Step 5: Save Proforma Invoice

To save the Proforma Invoice:

Click the Save button from the menu bar.

After successful validation:

• Document Number is generated.
• Proforma Invoice is created.
• Document becomes available for future transactions.

Step 6: View Existing Proforma Invoices

All previously created Proforma Invoices can be viewed in the Catalogue View.

Users can:

• Search Proforma Invoices
• Filter by Status
• Filter by Date
• View Customer-wise Documents
• View Branch-wise Documents
• Open Existing Documents for Review

Proforma Invoice Business Rules

Rule 1

A Proforma Invoice can only be generated against a valid Quote.

Rule 2

Customer details are automatically copied from the Parent Quote.

Rule 3

Equipment details are auto-populated from the Parent Quote.

Rule 4

FOC Items are copied from the Parent Quote and cannot be modified directly in the Proforma Invoice.

Rule 5

All mandatory fields must be completed before saving.

Rule 6

Supporting documents can be attached for future reference.

Rule 7

The Proforma Invoice acts as the basis for further conversion into COA / Sale Order.

Key Benefits of Proforma Invoice

• Provides formal pricing confirmation to customers.
• Supports advance payment collection.
• Reduces manual data entry through Quote integration.
• Maintains complete sales document traceability.
• Acts as a base document for COA / Sale Order creation.
• Improves sales process accuracy and transparency.
  
• 
  

COA (Customer Order Acceptance)

What is COA (Customer Order Acceptance)?

Customer Order Acceptance (COA) is the process used to book equipment against a confirmed customer requirement. The COA document serves as the official sales booking document and acts as the foundation for further sales, approval, procurement, invoicing, and delivery processes.

COA is created against a Proforma Invoice and captures customer information, equipment details, commercial information, warranty details, finance details, commission details, and sales booking information. Once approved, the sales flow proceeds based on the selected billing type. 

COA Creation

In Excellon application, navigate to:

Equipment

↓

Sales

↓

COA

↓

New

The COA document is created from an existing Proforma Invoice.

Sales Flow Based on Billing Type

The COA process supports three different billing types.

Step 1: Open COA Catalogue

Navigate to:

Equipment → Sales → COA

The COA Catalogue View displays all previously created COA documents.

Users can view:

• Open COA
• Approved COA
• Rejected COA
• My COA
• All COA

The catalogue allows users to:

• Search COA documents
• Filter records
• Monitor booking status
• Track approval progress

Step 2: Create New COA

Click New from the menu bar.

A new COA document opens.

Users can also select an existing document and click Edit if modifications are permitted before approval.

The document consists of multiple tabs:

• General
• FOC Items
• Customer Details
• Item Details

All relevant information can be reviewed and maintained through these tabs. 

Step 3: Select Parent Proforma Invoice

In the General tab, select the required Proforma Invoice.

After selecting the Parent Proforma Invoice:

• Customer information is automatically populated.
• Equipment information is automatically populated.
• Pricing information is automatically populated.
• Contact details are automatically populated.
• Attachment details are automatically populated.
• FOC item information is automatically populated.

This minimizes manual entry and ensures consistency across documents. 

In model details select the check box after that the models will be reflect.

General Details Section

The General tab contains all primary information related to customer booking.

Customer Information Section

Customer information is copied automatically from the Proforma Invoice.

Finance Details Section

Finance information helps track customer funding details.

The financer details are mandatory for financed purchases.

Warranty and Maintenance Section

This section captures customer support commitments.

Warranty information becomes important during future service and claim processing.

Sales Commission Section

This information is used for sales performance and incentive calculations.

Model Details Section

The equipment selected from the Proforma Invoice appears in the Model Details section. The user must select the required model for booking. 

Important Note

COA is created for a single model.

To proceed:

1. Select the checkbox against the desired model.
2. The selected model is copied to the line details section.
3. Review the information.
4. Modify the rate if permitted.

Users can revise selling rates based on approved commercial discussions. 

The FOC Items tab displays all Free of Cost items attached to the booking. The information is automatically copied from the Proforma Invoice.

Direct Sale Requirement

For Direct Sale transactions, after COA approval users must enter:

• Attachment Serial Number
• Parent Machine Serial Number

for all applicable FOC items. 

Customer Details Tab

The Customer Details tab contains customer communication and delivery information.

Users should verify customer contact and delivery information before saving.

Item Details Tab

The Item Details tab becomes available only after COA approval. 

This section is used to capture actual equipment identification details.

Important Note

Information in this section is access-controlled.

Only authorized users can:

• Enter machine serial numbers.
• Update engine numbers.
• Capture invoice information.
• Update dispatch details.

In Direct Sale transactions, invoice details are updated directly within the COA document. 

Step 4: Validation Check

Before saving COA, ensure all mandatory information is entered.

Common mandatory information includes:

• Billing Type
• Salesperson
• Service Dealer
• Customer Information
• Equipment Details
• Finance Details (where applicable)
• Warranty Details

The system validates mandatory fields prior to saving.

Step 5: Save COA

After verifying the information:

Click Save from the menu bar.

The system performs validation checks and saves the booking document.

Once saved:

• COA Number is generated.
• Booking is recorded in the system.
• COA becomes available for approval.

COA Approval Utility

What is COA Approval Utility?

COA Approval Utility is used to review, approve, reject, or escalate Customer Order Acceptance (COA) documents through the configured approval hierarchy. Once a COA is created and saved, it must pass through the approval process before the equipment sales process can proceed further.

The utility allows authorized users to view pending COA documents, record approval decisions, capture remarks, and move documents through different approval levels. Only users with the appropriate approval rights can access and perform approval actions on COA documents

COA Approval Process

Navigate to:

Equipment

↓

Sales

↓

COA Approval Utility

The utility helps approvers review all pending COA documents and take the necessary action.

Step 2: Generate Pending COA List

Click COA Approval Utility to open the approval screen.

Then click Get Data.

The system retrieves all COA documents that:

• Are pending approval
• Match the user's approval authority
• Require action at the current approval level

After clicking Get Data, the list of pending COA documents is displayed for review. 

Filter Section

Before retrieving data, users can apply filters to narrow down the COA list.

After applying filters, click Generate Report to view the filtered COA records. 

COA Approval Grid

The approval grid displays all COA documents awaiting approval.

This screen enables approvers to review the current status of each COA document. 

Step 3: Select Approval Status

In the Status column, select the required action.

Available options may include:

The selected action determines the next stage of processing. 

Step 5: Enter Remarks

After selecting the approval status, enter remarks.

Examples:

• Approved as per policy
• Commercial terms verified
• Requires revised pricing
• Waiting for customer documents
• Divisional approval required

Remarks provide an audit trail for future reference.

Step 6: Save Approval

After selecting the approval status and entering remarks:

Click Save.

The system updates the approval status and automatically routes the document to the next approval stage if applicable. 

Approval Rights and Security

Important Note

All approvals are user-specific.

Only users with the appropriate authorization can:

• View pending approvals
• Approve COA documents
• Reject COA documents
• Provide approval remarks
• Escalate for divisional approval

Unauthorized users cannot perform any approval action. 

COA Approval Business Rules

Rule 1

Only saved COA documents can be submitted for approval.

Rule 2

Approval actions are available only to authorized users.

Rule 3

Every approval action should contain appropriate remarks.

Rule 4

Rejected COA documents must be corrected before resubmission.

Rule 5

Three approval levels are mandatory as per approval hierarchy.

Rule 6

Divisional Approval is applicable only when explicitly requested during Level 2 approval.

Rule 7

The sales process cannot continue until the COA is fully approved.

Rule 8

Approved COA documents trigger subsequent sales and procurement activities based on the billing type.

Purchase Requisition

What is a Purchase Requisition?

Purchase Requisition is an internal procurement document used to initiate the purchase process before creating a Purchase Order. It serves as a formal request to procure equipment from the supplier (OEM) and contains details such as equipment requirements, quantity, supplier information, branch details, and procurement requirements. 

The Purchase Requisition process varies based on the selected Billing Type.

• Stock and Sale: Purchase Requisition is created manually by the dealer.
• Back-to-Back: Purchase Requisition is automatically generated after COA approval.
• Direct Sale: Procurement process is not applicable.

Purchase Requisition Navigation

Navigate to:

Equipment

↓

Procurement

↓

Purchase Requisition

The Purchase Requisition catalogue displays all previously created requisitions.

 Equipment → Procurement → Purchase Requisition

The catalogue page displays all Purchase Requisition documents created in the system.

Users can:

• View Open Requisitions
• View Approved Requisitions
• View Branch-wise Requisitions
• Search Existing Requisitions
• Create New Requisitions

Purchase Requisition in Back-to-Back Process

Important Business Process

For Back-to-Back Sales, the Purchase Requisition is generated automatically once the COA receives final approval.

The dealer does not need to create the requisition manually.

The purpose of the dealer is only to:

• Open the generated Purchase Requisition.
• Verify all copied information.
• Verify equipment details.
• Verify supplier details.
• Verify quantities.
• Verify FOC items.
• Save if any permitted modifications are required.

This automatic generation ensures procurement starts immediately after customer order approval.

Step 1: Open Auto Generated Purchase Requisition or Create new for other sale process 

The newly generated Purchase Requisition can be viewed in the Purchase Requisition catalogue.

Locate the requisition linked to the approved COA and open it for review. 

Step 2: Verify General Information

When opened, most information is already copied from the approved COA.

Verify the following details carefully.

General Details Section

Billing Type Section

The billing type determines the procurement behaviour.

Date Validation Section

The requisition contains procurement validity dates.

Important Validation

The Valid Till Date must always be greater than the Required By Date.

This ensures the requisition remains active until after the required delivery period. 

Model Details Section

The equipment selected in COA is copied automatically into the Purchase Requisition.

Verify the following information:

The dealer should verify that all machine specifications match the customer order before proceeding. 

FOC Items Tab

All Free of Cost (FOC) items associated with the approved COA are automatically copied into the Purchase Requisition.

FOC Items Tab

Important Note

For Back-to-Back transactions:

• All FOC items are copied automatically from COA.
• If any FOC item is not required for procurement, the dealer may remove the line before proceeding.
• Ensure only required attachments remain in the requisition. 

Step 3: Save Purchase Requisition

After verifying:

• Equipment Details
• Customer Information
• Supplier Details
• Billing Type
• Quantity
• FOC Items
• Dates

Click Save.

The Purchase Requisition is now ready for conversion into a Purchase Order. 

Purchase Requisition Business Rules

Rule 1

Back-to-Back Purchase Requisitions are automatically generated after final COA approval.

Rule 2

Dealers are required to review the auto-generated requisition before proceeding.

Rule 3

All equipment information is copied from the approved COA.

Rule 4

FOC items are automatically copied into the requisition.

Rule 5

Unnecessary FOC lines may be removed before creating the Purchase Order.

Rule 6

For Stock and Sale billing type, requisitions must be created manually.

Rule 7

Direct Sale transactions do not require procurement documents.

Rule 8

Valid Till Date must be greater than Required By Date.

Equipment Purchase Order

What is an Equipment Purchase Order?

An Equipment Purchase Order (PO) is a formal procurement document issued to the supplier (OEM) against an approved Purchase Requisition. The Purchase Order confirms the dealer's intent to purchase equipment, attachments, and other items required for stock replenishment or customer orders.

The Purchase Order acts as an authorization document for procurement and serves as the base document for subsequent Purchase Invoice (GRN) creation.

Navigate to:

Equipment → Procurement → Purchase Order

The Purchase Order Catalogue displays all Purchase Orders created within the system.

Users can:

• View Open Purchase Orders
• View Approved Purchase Orders
• Search Purchase Orders
• Edit Existing Purchase Orders
• Create New Purchase Orders

The catalogue provides visibility into all procurement activities across branches. 

Step 2: Create New Purchase Order

Click New from the menu bar.

A new Purchase Order document opens.

The Purchase Order is generally created against an approved Purchase Requisition. 

Step 3: Select Supplier

In the Purchase Order document, select the required supplier.

Generally, the supplier will be the OEM responsible for supplying the equipment.

After selecting the supplier, the system allows the user to fetch requisition details. 

Step 4: Get Requisition Lines

Click Get Requisition Line.

The system displays all available Purchase Requisition headers belonging to different branches and procurement requests.

The window displays:

• Purchase Requisition Number
• Branch
• Customer Details
• Equipment Requirement
• Billing Type

Select the appropriate requisition and proceed.

Step 5: Add Requisition Lines

Click Add Line.

The selected requisition details are copied into the Purchase Order.

The following information is automatically populated:

• Equipment Details
• Quantity
• Attachments
• Customer References
• Billing Type
• Requisition Information

This reduces manual entry and ensures procurement accuracy. 

General Details Section

The General tab captures header-level information of the Purchase Order.

Date Validation

The system captures important procurement dates.

The supplier should be able to fulfill the order before the Requirement Date.

Users should verify dates before saving the Purchase Order.

Equipment Details Section

All equipment information is copied from the selected Purchase Requisition.

FOC Items Tab

Step 5: Save Purchase Order

After reviewing all details:

Click Save.

The system generates the Purchase Order Number.

Upon successful save:

• Purchase Requisition is converted into a Purchase Order.
• Purchase Order becomes available in the Purchase Order catalogue.
• Procurement request is ready for supplier processing.

Refreshing the Purchase Order catalogue displays the newly created document. 

Key Benefits of Purchase Order

• Formalizes procurement requirements.
• Creates an official procurement request for the OEM.
• Reduces data entry through requisition integration.
• Allows final review of equipment and attachments.
• Supports both Back-to-Back and Stock & Sale processes.
• Acts as the source document for Purchase Invoice (GRN) creation.
• Provides complete procurement traceability from customer order to stock receipt

Equipment Purchase Invoice (GRN)

What is an Equipment Purchase Invoice?

The document performs two important activities:

1. It updates the received equipment in the dealer’s inventory.
2. It posts the corresponding financial transaction in the system.

The OEM can import equipment and chassis information through the GRN Import Utility. When the dealer selects the relevant Purchase Order number or Delivery Number, the imported information is automatically populated in the Equipment Purchase Invoice. The dealer must verify the populated details and save the document. 

Equipment Purchase Invoice Creation

Navigate to:

Equipment

↓

Procurement

↓

Purchase Invoice

The Equipment Purchase Invoice catalogue displays all Purchase Invoices or GRNs previously created in the system.

Step 1: Open the Purchase Invoice Catalogue

Navigate to:

Equipment → Procurement → Purchase Invoice

The catalogue page displays Equipment Purchase Invoices already created in the system.

The catalogue may show information such as:

Users can use the catalogue to search, open, review, or track earlier Purchase Invoice documents.

Step 2: Create a New Purchase Invoice

Click New on the top-left side of the catalogue screen.

A new Equipment Purchase Invoice document opens.

The Purchase Invoice must be created against the corresponding Purchase Order or Delivery Number.

Step 3: Select the Purchase Order or Delivery Number

In the new Purchase Invoice document, select the appropriate source reference.

The document may be retrieved using:

• Purchase Order Number, or
• Delivery Number

After selecting the reference, the system fetches the details imported through the OEM GRN process.

The following information may be populated automatically:

• Supplier details
• Purchase Order reference
• Delivery information
• Equipment model details
• Machine serial number
• Engine number
• Attachment serial number
• Supplier invoice details
• Quantity
• Tax information
• Invoice value

The dealer must verify the populated information before saving the Purchase Invoice. 

Important: The OEM-imported information should not be treated as automatically correct. The dealer must compare the details with the supplier invoice, delivery documents, and physically received equipment.

General Tab

The General tab contains the main Purchase Invoice, supplier, and equipment information.

Invoice Details Section

Supplier Details Section

The Supplier Invoice Number and Supplier Invoice Date must be checked against the physical or electronic supplier invoice.

Document Details Section

Equipment Model Details Section

The equipment details are populated using the selected Purchase Order or Delivery Number.

Serial Number Verification

Serial number verification is an important part of the GRN process because the saved information becomes part of the dealer inventory.

The dealer should verify:

• Machine serial number
• Engine number
• Attachment serial number
• Model and category
• Quantity received
• Manufacturing details, where available
• Serial numbers against physical equipment
• Serial numbers against supplier documents

Important Control

The Machine Serial Number entered in the Purchase Invoice must match the serial number later selected in the Equipment Sale Invoice for a Back-to-Back transaction. 

If the serial number is incorrect, the wrong equipment may be reflected in stock or selected for customer invoicing.

FOC Items Tab

The FOC Items tab contains Free of Cost equipment or attachments received against the Purchase Order.

The user should open the FOC Items tab and verify all transferred lines.

The FOC information should match the corresponding Purchase Order.

If an FOC item has a unique serial number, the serial number should be verified against the physically received item and supporting documents.

Step 4: Verify Received Equipment

Before saving the Purchase Invoice, the dealer should compare the system information with the actual receipt.

Physical Verification

Verify:

• Correct equipment has been delivered.
• Equipment model matches the Purchase Order.
• Quantity received matches the supplier documents.
• Machine serial number is correct.
• Engine number is correct.
• Attachments listed have been received.
• Attachment serial numbers are correct, where applicable.
• FOC items have been received.
• Mark Pending /Shortage/Excess/Damage if any 

Document Verification

Verify:

• Purchase Order number
• Delivery Number
• Supplier Invoice Number
• Supplier Invoice Date
• Supplier Name
• Equipment rate
• Tax information
• Total invoice value

Transaction Verification

Verify:

• Correct branch
• Correct billing type
• Correct customer-linked PO for Back-to-Back procurement
• Correct stock procurement reference for Stock and Sale
• No duplicate Purchase Invoice has already been created against the same receipt

Step 6: Save the Purchase Invoice

After verifying all details, click Save on the menu bar.

When the document is saved successfully:

1. A Purchase Invoice or GRN document number is generated.
2. The received machine is added to the dealer’s inventory.
3. The corresponding financial posting is created.
4. The received equipment becomes available for subsequent transactions.
5. The saved document appears in the Purchase Invoice catalogue. 

Step 7: Verify the Saved Document

After saving:

1. Return to the Purchase Invoice catalogue.
2. Refresh the catalogue, if required.
3. Search using the generated Purchase Invoice number.
4. Open the saved Purchase Invoice.
5. Confirm that the document status and values are correct.
6. Verify that the machine serial number is available in stock.

For a Back-to-Back transaction, confirm that the same serial number can be selected during Equipment Sale Invoice creation. 

Stock and Financial Impact

Saving the Equipment Purchase Invoice creates two important system impacts.

Inventory Impact

The received equipment is added to the dealer inventory against:

• Branch
• Equipment model
• Machine serial number
• Engine number
• Attachments
• Quantity

Financial Impact

The supplier-related financial transaction is posted based on:

• Supplier
• Purchase value
• Applicable taxes
• Invoice reference
• Organization’s accounting configuration

Because saving affects both stock and finance, the document must be carefully reviewed before final submission. 

Exception Handling

Purchase Order Not Available

If the required PO is not displayed:

• Confirm that the Purchase Order has been saved.
• Verify the selected supplier.
• Verify the branch.
• Check whether the PO is still open.
• Confirm that the PO has not already been fully processed.
• Refresh the screen and retrieve the data again.

Delivery Number Not Available

If the Delivery Number is not displayed:

• Confirm that the OEM has imported the GRN or delivery details.
• Verify that the correct supplier is selected.
• Verify the delivery reference received from the OEM.
• Coordinate with the relevant OEM or support team if the import is pending.

Serial Number Mismatch

If the imported serial number does not match the physical equipment:

• Do not save the Purchase Invoice.
• Recheck the delivery document.
• Recheck the equipment identification plate.
• Report the mismatch to the supplier or responsible team.
• Process the document only after the information is corrected.

Quantity Mismatch

If the delivered quantity differs from the Purchase Order:

• Verify whether partial receipt is permitted.
• Process only the quantity received, according to system configuration and business policy.
• Record the discrepancy in remarks.
• Inform the procurement team or supplier.

Equipment Sales Invoice

Overview

An Equipment Sales Invoice is created after the Customer Order Acceptance (COA) has been approved and the equipment is ready for delivery. The Sales Invoice records the final sale of the equipment to the customer, reduces the selected machine from dealer inventory, and posts the applicable customer financial transaction.

The procedure for creating a Sales Invoice depends on the Billing Type selected in the COA:

Purpose of the Sales Invoice

The Equipment Sales Invoice is used to:

• Record the final sale of equipment to the customer.
• Link the invoice to the approved COA.
• Select the actual machine from available inventory.
• Capture the model serial number and engine number.
• Capture attachment serial numbers.
• Link FOC items with the parent machine.
• Confirm customer billing and delivery information.
• Record warranty, financier, and service dealer information.
• Update inventory and customer financial records.

Prerequisites

Before creating an Equipment Sales Invoice, verify the following:

Common Prerequisites

• The COA has been fully approved.
• The order is ready for delivery.
• Customer information is complete.
• Equipment and commercial information is correct.
• Required equipment is available in dealer inventory.
• User has authorization to create a Sales Invoice.

Back-to-Back Prerequisites

For a Back-to-Back transaction:

• Auto Purchase Requisition has been generated.
• Equipment Purchase Order has been created.
• OEM delivery and GRN information has been received.
• Equipment Purchase Invoice or GRN has been saved.
• The required machine serial number is available in dealer stock.
• The serial number selected in the Sales Invoice matches the serial number received through the GRN.

The approved COA may appear during Sales Invoice creation, but the Sales Invoice cannot be completed until the GRN updates the required equipment in stock. 

Stock and Sale Prerequisites

For a Stock and Sale transaction:

• The COA has been approved.
• The required machine or attachment is available in stock.
• The applicable machine serial number is available for selection.

Navigation

In the Excellon application, navigate to:

Equipment

↓

Sales

↓

Sale Invoice

Click Sale Invoice to open the Equipment Sales Invoice Catalogue View. 

Step 1: Open the Sales Invoice Catalogue

Navigate to:

Equipment → Sales → Sale Invoice

The Equipment Sales Invoice Catalogue View opens and displays Sales Invoices already created in the system. The catalogue provides visibility of previously processed invoice documents. 

Step 2: Click New to Create a Sales Invoice

From the Equipment Sales Invoice Catalogue View, click New on the top-left menu bar.

The new Equipment Sales Invoice screen contains multiple tabs for completing and checking invoice information. The Catalogue View is used to review and manage existing Equipment Sales Invoices.

The catalogue may display information such as:

Depending on the configured system view, users may be able to:

• View all Sales Invoices.
• View open Sales Invoices.
• Search for a document number.
• Filter invoices by date.
• Filter invoices by branch or customer.
• Open an existing invoice for review.
• Create a new Sales Invoice.

Step 3: Select the Parent Sales Order or COA

In the new Sales Invoice document, select the approved Customer Order Acceptance document from the Sales Order / COA field.

The selectable list should contain COA documents that:

• Have completed the required approval process.
• Are eligible for invoicing.
• Have not already been completely invoiced.
• Meet the stock requirements applicable to the Billing Type.

After selecting the parent COA, the system copies the relevant information into the Sales Invoice.

The information may include:

• Customer details
• Customer billing address
• Customer shipping address
• Equipment model
• Quantity
• Billing Type
• Equipment rate and amount
• Warranty information
• Financier information
• Service dealer
• Salesperson
• FOC items
• Customer contact details

The user must verify all copied information before saving the invoice.

Billing Type Validation

After selecting the parent COA, verify the Billing Type.

Direct Sale

No Sales Invoice should be created in the dealer DMS for a Direct Sale transaction.

The OEM-generated invoice information must be captured in the approved COA, including the applicable:

• Invoice Number
• Invoice Date
• Machine Serial Number
• Engine Number
• Supporting attachment, if available
• Remarks, if applicable

Back-to-Back

For Back-to-Back:

1. Confirm the COA is approved.
2. Confirm the Purchase Requisition was generated.
3. Confirm the Purchase Order was completed.
4. Confirm the Purchase Invoice or GRN was saved.
5. Confirm the machine serial number is available in stock.
6. Select the same serial number received through the GRN.
7. Complete and save the Equipment Sales Invoice.

Stock and Sale

For Stock and Sale:

1. Confirm the COA is approved.
2. Check available dealer inventory.
3. Select the required machine serial number.
4. Select the applicable attachment serial number.
5. Complete and save the Equipment Sales Invoice.

General Tab

The General tab contains the primary sales, customer, equipment, finance, warranty, and invoice information.

Sales Invoice Details Section

Customer Details Section

Customer details are copied from the approved COA.

The user should verify the customer billing and shipping details before saving because these details may appear on the final invoice and subsequent dispatch documentation.

Equipment Details Section

The Equipment Details section contains the machine selected for invoicing.

Machine Serial Number Selection

Selecting the correct machine serial number is a critical control in the Sales Invoice process.

For Back-to-Back

The selected machine serial number must:

• Be received through the completed Purchase Invoice or GRN.
• Be available in the dealer’s inventory.
• Match the equipment procured against the customer’s approved COA.
• Match the model specified in the customer order.

For Stock and Sale

The selected machine serial number must:

• Be available in dealer stock.
• Match the model selected in the approved COA.
• Not already be allocated, invoiced, or dispatched under another transaction.

Service Dealer Details

The Service Dealer is responsible for applicable after-sales service, commissioning, warranty support, and maintenance coordination.

The Service Dealer must be populated before saving when the field is mandatory.

Financier Details Section

The Financier section contains financing information copied from the COA or entered according to the approved customer transaction.

The user must verify the financier and payment information before generating the Sales Invoice.

Warranty and Maintenance Section

The Warranty and Maintenance information is generally copied from the approved COA.

Correct warranty information is important because commissioning may trigger the applicable warranty and service contracts.

Step 4: Complete Mandatory Fields

Before saving the invoice, complete all mandatory fields.

Common mandatory information includes:

• Parent COA
• Branch
• Customer
• Billing Type
• Service Dealer
• Equipment Model
• Machine Serial Number
• Engine Number
• Attachment Serial Number, where applicable
• Invoice Amount
• Tax details
• Warranty details
• Financier details, where applicable

If mandatory information is missing, the system displays a validation message. The Sales Invoice cannot be saved until the required fields are completed.

Step 5: Open the FOC Items Tab

Click the FOC Items tab at the bottom of the document.

The FOC Items associated with the selected COA are displayed in this tab.

FOC Items Tab

The FOC Items tab is used to connect each Free of Cost attachment with the machine against which the attachment is being supplied.

FOC Serial Number Tagging

For applicable FOC lines:

1. Select or enter the Attachment Serial Number.
2. Select the corresponding Parent Serial Number.
3. Verify that the attachment is linked to the correct machine.
4. Repeat the process for every serialized FOC attachment.
5. Verify that all FOC quantities are properly accounted for.

The parent serial number establishes the relationship between the machine and its FOC attachment. 

Important Checks

• The FOC item must correspond to the approved COA.
• The attachment serial number must be correct.
• The parent serial number must match the invoiced machine.
• One attachment must not be incorrectly linked to another machine.
• All physically delivered FOC items must be included.

Step 6: Open Customer Contact Details Tab

Click the Customer Contact Details tab at the bottom of the document.

The contact details are copied from the approved COA. The dealer may update the information in the Sales Invoice if changes are required. 

Customer Contact Details Tab

The contact information may be used for:

• Delivery coordination
• Dispatch communication
• Equipment handover
• Commissioning
• Warranty communication
• Service follow-up

Before saving, verify that the contact name, mobile number, and email address are current and correct.

Custom Details Tab

The Custom Details tab may contain organization-specific fields configured for the Sales Invoice process.

Users should:

• Review all configured fields.
• Complete mandatory custom information.
• Enter special customer instructions.
• Record internal references, if required.
• Add relevant notes or remarks.

The exact fields may vary according to the DMS configuration.

Step 7: Save the Sales Invoice

After completing and verifying all tabs, click Save on the menu bar.

When the document is saved successfully:

• A Sales Invoice document number is generated.
• The invoice is recorded against the customer.
• The selected equipment is adjusted from available stock.
• The applicable financial posting is completed.
• The invoice becomes available in the Sales Invoice Catalogue.
• The document becomes available for the Dispatch process.

Step 8: Verify the Saved Sales Invoice in Catalogue View

After saving:

1. Close or return from the Sales Invoice entry screen.
2. Open the Sales Invoice Catalogue View.
3. Click Refresh, if required.
4. Search for the generated Sales Invoice number.
5. Open the saved document.
6. Verify the document status.
7. Verify the invoice amount.
8. Verify the machine serial number.
9. Confirm that the invoice is available for Dispatch processing.