Direct Sale Process

Overview

The Direct Sale Process is used when the Original Equipment Manufacturer (OEM) supplies and invoices the equipment directly to the customer. The dealer manages the customer enquiry, quotation, Proforma Invoice, COA creation, and COA approval activities in Excellon DMS.

Unlike the Back-to-Back and Stock and Sale processes, the dealer does not create procurement documents or an Equipment Sales Invoice in DMS for a Direct Sale. After the COA is approved, the OEM processes the sale in its own system. The authorized user subsequently records the OEM invoice and equipment serial-number details in the approved COA. 

Process Applicability

Direct Sale applies when:

• The selected Billing Type is Direct Sale.
• The OEM supplies the equipment directly to the customer.
• The OEM creates the final Sales Invoice in its own system.
• Dealer-level procurement is not required.
• No dealer Equipment Sales Invoice is created in Excellon DMS.
• The OEM invoice and equipment identification details are recorded in the approved COA.

Why Direct Sale is Used

Equipment is delivered and commissioning is completed

Authorized user updates invoice, machine, engine, and FOC serial details in approved COA

OEM creates sale order and final invoice in its own system

COA approved through L1, L2, L3, and L4 where required

COA created with Billing Type = Direct Sale

Proforma Invoice generated from Quote

Quote generated from Lead

Lead created and followed up

Customer enquiry received

Direct Sale Flow

Unlike Back-to-Back and Stock and Sale, the dealer does not create Purchase Requisition, Purchase Order, Purchase Invoice (GRN), or Equipment Sales Invoice in DMS for a Direct Sale transaction. The approved COA remains the main DMS document for recording final OEM invoice and equipment identification details.

Direct Sale is a sales process in which the dealer captures the customer requirement and completes the CRM, commercial, booking, and approval activities in Excellon DMS, while the OEM creates the final sale order and sales invoice in its own system and supplies the equipment directly to the customer.

Direct Sale Equipment Sales Process

Direct Sale Process Flow

Lead

↓

Quote

↓

Proforma Invoice

↓

COA

↓

COA Approval: L1, L2, L3 and L4

DIRECT SALE
EQUIPMENT SALES PROCESS

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. 

FOC Items Tab

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.