Sales Lifecycle: Quotations, Sales Orders, Delivery Notes & Invoices

From the initial commercial inquiry to receiving payment, BIZA maintains a seamless, auditable sales pipeline that keeps sales representatives, warehouse fulfillment, and finance in complete coordination.

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1. Commercial Quotations & Proposals

Sales teams can quickly prepare branded, bilingual quotations:

• Customer Lookup: Auto-populate customer legal details, payment terms, and price list tiers.
• Line Item Pricing: Dynamic calculation of unit prices, percentage/amount discounts, and applicable VAT.
• Validity & Terms: Specify quotation validity periods, delivery lead times, and terms of payment.
• One-Click Share: Send quotes directly via email or export as professional bilingual PDFs (Arabic/English).

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2. Sales Orders (SO) & Stock Reservation

When a customer accepts a proposal:

• Convert Quote to Order: One click converts the quotation into an active Sales Order.
• Stock Allocation & Availability: Instantly verify whether ordered quantities exist in warehouse stock. BIZA can reserve inventory against the order to prevent double-selling.
• Credit Limit Enforcement: If the customer's outstanding balance plus the new order value exceeds their approved credit limit, the system alerts the sales rep and requests credit manager approval.

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3. Delivery Notes & Fulfillment

For businesses that deliver physical goods before issuing the financial tax invoice:

• Fulfillment Dispatch: Warehouse teams generate a Delivery Note / Dispatch Slip against the Sales Order.
• Inventory Decrement: Confirming delivery decrements stock from the specified warehouse and debits Cost of Goods Sold (COGS).
• Proof of Delivery: Upload signed customer delivery acknowledgments and gate passes directly to the record.

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4. Tax Invoicing & Accounts Receivable

• Invoice Generation: Convert the Sales Order or Delivery Note into a final Tax Invoice.
• ZATCA Compliance: In Saudi Arabia, the invoice is processed through the ZATCA Phase 2 clearance engine (B2B) or reporting engine (B2C), embedding the required QR code and cryptographic stamp.
• Automatic Revenue Posting:
  • Credits Sales / Revenue accounts.
  • Credits Output VAT Payable (15% in KSA, 5% in UAE).
  • Debits Accounts Receivable (Customer Ledger).

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5. Payments, Credit Notes & Customer Statements

• Payment Receipts: Record customer settlement via bank transfer, credit card, or cash. Support partial payments and advance deposits.
• Credit Notes: Issue compliant credit notes for returns or billing corrections, cryptographically referencing the original invoice as required by tax authorities.
• AR Aging & Automated Statements: Track overdue receivables and send customer Statements of Account (SOA) with complete transaction histories.