Stock and Sale Process

Overview

​The Stock and Sale Process is used when the equipment required by the customer is already available in the dealer’s inventory. The dealer manages the complete customer enquiry, quotation, Proforma Invoice, COA creation, COA approval, and Equipment Sales Invoice activities in Excellon DMS.

Unlike the Back-to-Back process, the dealer does not procure equipment specifically against the confirmed customer order. The equipment has already been purchased from the OEM and received into dealer inventory through the stock procurement process.

After the COA is approved, the dealer selects an available machine or attachment serial number from existing stock and creates the Equipment Sales Invoice. The selected equipment must match the model and specifications approved in the COA.

Process Applicability

Stock and Sale applies when:

• The selected Billing Type is Stock and Sale.
• The required equipment is already available in dealer inventory.
• The equipment was procured earlier for maintaining dealer stock.
• Customer-specific procurement is not required after COA approval.
• The selected machine model matches the model approved in the COA.
• The required machine serial number and engine number are available in stock.
• The required attachment serial number is available, where applicable.
• The dealer creates the final Equipment Sales Invoice in Excellon DMS.
• The selected equipment is removed from available stock after invoicing.
• The saved Equipment Sales Invoice becomes available for dispatch and delivery processing.

Why Stock and Sale is Used

Stock and Sale is used when:

• The required machine is already available at the dealership.
• The customer requires immediate or faster delivery.
• The dealer maintains inventory of commonly sold equipment models.
• There is no need to wait for customer-specific procurement from the OEM.
• The dealer wants to supply equipment directly from existing inventory.
• The customer accepts an available machine matching the required model and configuration.
• The equipment can be invoiced immediately after COA approval and stock validation.

Stock and Sale Equipment Sales Process

Lead

↓

Quote

↓

Proforma Invoice

↓

COA

↓

COA Approval: (L1, L2)

↓

Equipment Sales Invoice

STOCK AND 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. 

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.

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.

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.

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 document

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. 

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 

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:

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.

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 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.