Illustrative scenario · Connected operations
A wholesale business with a sales desk, one warehouse, and an in-house accountant runs orders, stock, invoices, and payments on shared records in BusinessIntents.
Follow a single customer order through confirmation, goods issue, delivery note, invoice, payment, and journal posting, and see where each team picks up the work.
Already running BusinessIntents and willing to share your experience? Write to office@codbex.com. A customer story is published only after you approve every detail in writing.
The starting point
In this scenario, the company takes orders by e-mail and phone, keeps stock in a spreadsheet, types invoices in a separate program, and sends a monthly file to its accountant. Every handoff re-enters the same customer, products, and quantities, so nobody can say with confidence what was shipped, what was billed, and what has been paid. The company moves these steps into BusinessIntents so that every team works on the same records.
How the work runs
Each step is a documented BusinessIntents workflow. Follow the links for the roles, statuses, and refusals behind it.
The salesperson creates a sales order with the customer, the fulfilling store, and product lines whose price, unit, and tax rate come from the catalogue. The SO number is stamped on save, and an Approver confirms or rejects the order from the Inbox.
Read the workflowThe storekeeper creates a goods issue linked to the order. Stock moves only when an Approver posts it: each line writes an OUT movement valued at the product's moving-average cost. The delivery note is then created in one click, with no re-typing.
Read the workflowThe billing clerk drafts the invoice and an Approver approves it. An automatic credit check parks over-limit customers on a Credit Hold task, and the Issuer stamps the SI number. Drafts never consume a number.
Read the workflowThe payment is entered from the bank statement and spreads across the customer's open invoices in the same currency, oldest first. Each invoice moves to Partial or Paid on its own.
Read the workflowAfter the invoice is issued, and again after the payment is recorded, a generated journal posting waits in the Accountant group's Inbox to be reviewed and posted.
Read the workflowWhen stock runs low, the buyer raises a purchase order for approval. The goods receipt against it adds stock at the price actually paid and updates the company-wide moving-average cost.
Read the workflowWhat changes
These are properties of the documented workflows, not measured results for a specific company.
On-hand quantity is the live sum of the stock ledger per product and store, and every movement links to the document that posted it.
Orders, goods issues, delivery notes, and invoices draw from their own number series. Issued invoices are never edited: they are corrected with credit or debit notes, or voided while keeping their number.
Approve, issue, post, and send tasks belong to groups. A colleague claims a task before working on it, so two people cannot handle the same document.
Limits worth knowing
The workflow guides state these boundaries of the current product, and the scenario respects them.
Posting the goods issue does not move the sales order to Fulfilled or Invoiced, and a posted goods receipt does not mark the purchase order Received. These cross-document steps are not automated yet.
A customer payment settles an invoice automatically only when both are in the same currency. Otherwise it stays with the customer as unallocated credit.
If your deployment blocks negative stock, a goods issue that would over-issue a product is refused with the shortage and stays in draft until stock suffices.
Before you go live
These prerequisites come from the workflow guides. Everything else can stay as the suite ships it.
Customers with payment terms and billing e-mail, suppliers, products with prices, units, and tax rates, and the stores you ship from and receive into.
Colleagues placed in the Approver, Issuer, Sender, and Accountant groups, so every task has someone to claim it. Administrators can complete any step.
The base company and its base currency (a new environment starts in EUR), its bank accounts, and a credit limit on the customers who need one.
Opening balances entered as direct stock movements with a unit cost, which becomes each product's starting cost.
The shipped national chart of accounts arrives inactive. Activate the accounts you use before journal entries can be posted.
Implementation is led by the customer. Customers on every plan can contact the BusinessIntents team for assistance in English or Bulgarian, and the timing depends on the agreed scope.
Continue the evaluation
Each page below documents part of the scenario in full.
Decision-stage questions
No. It is a representative scenario built from the documented behavior of BusinessIntents. The company is generic, and no results or quotations are attributed to anyone.
No. Goods receipts, goods issues, transfers, returns, and stock adjustments are handled in the Inventory module of the same suite, and the stock reports read directly from the posted movements.
Yes. The Free Demo has no time limit and fewer features than paid access, and the team can tell you which modules in this scenario it includes. Standard costs €10 per user per month.
Fields, approvals, reports, and connected areas can be adapted when your process differs. That work is scoped and priced separately as Custom work.
Next step
Open the free demo to explore the workflow, or ask the team which setup your company would need.
Already running BusinessIntents and willing to share your experience? Write to office@codbex.com. A customer story is published only after you approve every detail in writing.
