DFD for Sales Order Processing System

1. The receive order and enter sales order forwards the stock release to pick goods.

2. After picking the stock, the order is verified for accuracy and the goods and verified stock release
document are sent to the ship goods.

3. The arrival of the goods and the verified stock release the document, the shipping department receive
a packing slip and shipping notice for the receive order and sales order function.

4. Upon receiving the goods from the warehouse, the shipping clerk reconciles the physical items with
the stock release, the packing slip, and the shipping notice to verify that the order is correct.

5. The shipment of the goods mark the completion of the point at which the customer are billed.

6. Upon credit approval, the bill customer function receive the sales order from the receive order task.

7. The document in the bill customer is placed in the sale order pending file until the receipt of the
shipping notice is actually shipped.

8. The sales journal used for recording the completed sales transaction.

9. Details of the sales invoices are placed in the journal, and will summarize into a sales journal voucher.

10. Sales journal voucher is sent to the general ledger.

11. Each of the journal vouchers represents the general journal entry and indicates the general ledger
accounts affected.

12. Summaries of the transaction, adjusting the entries, and closing entries are all entered in the general
ledger.

13. The inventory function updates the inventory subsidiary ledger accounts from the information
contained in the stock release document.

14. The customer records in the account receivable subsidiary are updated from information the sales
order.

15. The close transaction processing period, the general ledger function has received journal vouchers
for the billing and inventory control tasks and an account summary from the AR function.
DFD for Sales Return

1. Prepare Return Slip, the employee of the receiving department inspects, counts and prepared the
return slip. The good with a copy of the return slip should be restocked in a warehouse. The second copy
of the return slip will send to the sales function that prepares a credit memo.

2. The sales of the employee prepare the Credit memo, the credit memo will send to the credit manager
for the approval, however if the clerk has a sufficient general authority to approve the return, the credit
memo is sent directly to the billing function.

3. The circumstance of the return and grant the credit, then the managers return the approved credit
memo to the use of the sales department.

4. The transaction is recorded in the sales journal as a contra entry, the credit memo is forwarded to the
inventory control function for the posting.

5. The inventory control function adjusts the inventory records and forwarded into a credit memo to
account receivable. The inventory control send a journal voucher summarizing the total value of
inventory return to the general ledger update task.

6. Account Receivable submits an AR account summary for the General ledger.

7. Upon receipts of the journal vouchers and accounts summary information, the general ledger
reconciles the figures.
Cash Receipt Procedure

1. A cash receipt employee verifies the accuracy and completeness of the checks against the prelist.

2. After reconciling the prelist to the checks, the employees record the checks in the cash receipts
journal.

3. All the cash receipts transactions are recorded in the cash receipt journal.

4. The remittance advices are used to post the customer’s account in the AR Subsidiary ledger.

5. The receipt of the journal voucher and the account summary, the general ledger function reconciles
the figures, post to AR control accounts and files the journal voucher.

6. Periodically, an employee’s not involve in the cash receipts procedures should reconcile the cash
receipts.
DFD Sales Order Entry

1. Sales order entry is performed by the sales order department.

2. Take the customer’s orders, where the order data are received on a sales order documents which may
be completed and received. The system can improve efficiency and effectively where the orders should
be entry in the system and can be routed directly to the warehouse for picking and shipping.

3. Checked the customer’s credit, whereas the credit sales should be approved before the order is
processed in any further. The system is automatically checking the credit limits and balances of the
customers. Credit limits may vary by the customer based on the past history and their ability to pay.

4. Check inventory availability, When the orders has been received and the customer’s credit approved,
the next process is to ensure the sufficient inventory to fill the orders and advise the customer of the
delivery date. There are some units to fill the orders such as, complete the orders, update the quantity
available field in the inventory file, notify the departments that related into sales which are Shipping,
Inventory, and Billing, and send the acknowledgment to the customer. Accurate inventory records are
needed so that the customers can be accurately advised their order status.

5. Respond to customer inquiries, it may be done by the customer’s service or sales order entry. The
respond to customer’s inquiries may occur before and after the order is placed and the quality of the
customers can be critical to a company’s success. The system cans support this process which can
organize the customer’s data to facilitate the efficient and personalized service, it can also provide a
data about the customer’s need and business practices so that it can be contacted to a proactively about
the need of reorder.
Sales Return Procedure

1. The sales return process begins in the receiving department.

2. Prepare the Return slip and to be forwarded to the sales department for processing.

3. Upon receipt of the return slip, prepare a credit memo.

4. Billing department record a contra asset entry into a sales return and allowances journal inventory
control.

5. Accounts receivable department will credit the customer account.

6. All departments periodically prepare a journal vouchers and account summaries.

7. Then sent it to the general ledger for the reconciliation and posting to the control accounts.
Batch Sales Order System

1. Customers contacting the sales department and placing an order.

2. The sales department records the details and prepare a multiple copies of a sales order, which held
pending credit approval.

3. Credit is approved; the sales department releases copies of the sales order to the billing department,
warehouse and shipping departments.

4. The customer order and credit approval are place in the open order file.

5. Warehouse department receive the stock release copy of the sales order and uses this to pick the
goods.

6. The inventory and stock releases are then sent to the shipping department.

7. Shipping department reconcile the product received from the warehouse with the shipping notice.

8. Products are shipped to the customers.

9. Send the shipping notice to the computer department.