Order Management Workflow
End-to-end order processing from receipt through payment confirmation
Objective
Efficiently manage customer orders through stock verification, fulfillment, and payment processing
Participants (7 roles)
Input
Customer order with product details and payment terms
Output
Delivered order with confirmed payment
Process Flow
flowchart LR
node0["Receive Order"]
node1["Check Stock"]
node2["Order Stock"]
node3["Prepare Items"]
node4["Issue Documents"]
node5["Delivery & Payment Process"]
node6["Confirm All Payment Received"]
node0 --> node1
node1 --> node2
node2 --> node3
node3 --> node4
node4 --> node5
node5 --> node6
classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px
Performance Metrics
3-7 days
Avg. Completion Time
100-500 orders
monthlyVolume
99%
orderAccuracy
95%
On-Time Delivery
Stages Overview
| PROPERTIES | STAGE 1
Receive Order | STAGE 2
Check Stock | STAGE 3
Order Stock | STAGE 4
Prepare Items | STAGE 5
Issue Documents | STAGE 6
Delivery & Payment Process | STAGE 7
Confirm All Payment Received |
|---|---|---|---|---|---|---|---|
| Stage Owners | Order Entry Team | Warehouse Team | Procurement Team | Fulfillment Team | Billing Team | Delivery Coordinator | Finance Team |
| Stage Workers | - | Order Entry Team | Warehouse Team | Warehouse Team | Fulfillment Team | Fulfillment Team Billing Team | Billing Team |
| Duration | 30 minutes | 1 hour | 1-3 days | 2-4 hours | 1 hour | 1-3 days | 1 day |
| Output Fields | •
PO Number* •
Payment Term* •
Total Amount* | •
Stock Availability Confirmation* •
Stock Check Notes | •
Expected Arrival Date* •
Supplier PO Numbers* | •
Packing List Number* •
Number of Packages* | •
Type of Invoice Issued* •
Invoice Number* •
Upload Invoice* | •
Delivery Remarks •
Delivery Pictures* •
Tracking Number* | •
Payment Received* •
Payment Method* •
Payment Receipt Number* |
| To-dos | • Record order details and customer information • Verify order completeness and accuracy | • Check inventory levels for all order items • Determine stock availability status | • Place order with suppliers for out-of-stock items • Track expected arrival dates | • Pick items from warehouse locations • Pack items securely for shipment | • Generate invoice based on order details • Prepare shipping documents | • Coordinate delivery with logistics provider • Track shipment and update customer | • Verify payment receipt against invoice • Update financial records |
Automation Rules
Automation 1: Field Value Alert
If Payment Term equals, Then send notification to Delivery Coordinator with message: "Cash on Delivery order - ensure payment collection on delivery"
Automation 2: Custom Automation
If stage_overdue, Then escalate to procurementManager with message: "Stock order delayed beyond 5 days - escalation required"
Workflow Summary
Total Stages
7
Total To-dos
14
Output Fields
18
Automations
2