📌 Order Management Process – Department-Wise Steps
📌 1. Sales Department
📌 Objective: To manage customer orders, verify availability, and ensure smooth coordination.
🔹 Receive purchase order (PO) from the customer’s via email, Whatsapp, or direct communication.
🔹 Entry in Order register
🔹 Check order details as per the given BQ (price, quantity, specifications, delivery term, payment term)
🔹 If ok then acknowledge the order.
🔹 Generate the Sales Order (SO) in TCS iON.
🔹 Share the Proforma Invoice with the customer for Advance payment. (For Pvt Customer)
🔹 Provide details to Purchase Department for Procurement of material (spares)
🔹 Update the order status to the customer
📌 2. Purchase Department
📌 Objective: To source materials (Spares) in case of unavailability in stock and ensure timely arrival.
🔹 Receive mail for procuring the material (Spares) & PR for procuring Local Purchases from Sales
🔹 Prepare Purchase Order (PO) and send to Supplier / Principle
🔹 Identify approved suppliers and raise Purchase Order (PO) in TCS iON.
🔹 Send the PO to the supplier and confirm delivery schedule.
🔹 Track the supplier's dispatch progress and follow up if needed.
🔹 Receive the supplier’s invoice and shipment details.
🔹 Update TCS iON with estimated delivery date and supplier invoice details.
🔹 Inform the Stores & Logistics Department about incoming stock.
📌 3. Stores, Logistics, Warehouse & Quality Inspection
📌 Objective: To handle inventory, Physical inspection (Mustering), packing, marking & stickering, dispatch,
delivery and final documentation.
📌 3.1 Incoming Material Management
🔹 Arrange Transportation for Material collection.
🔹 Receive the incoming materials from suppliers/Principle.
🔹 Conduct a Quality & Inspection check:
Verify physical condition of materials.
Match received items with the purchase order.
Check price, quantity, specifications as per PO.
Circulate the Approve or reject materials based on inspection criteria.
🔹 Update the Inventory Ledger in TCS iON with received stock details.
🔹 If rejected, inform Procurement Department for replacement.
📍 3.2 Stock Reservation & Order Processing
🔹 Cross-check the stock with the Sales Order (SO).
🔹 Reserve stock in TCS iON for confirmed orders.
🔹 Generate a Material Delivery Challan (DC) for dispatch preparation.
📍 3.3 Packing & Stickering
🔹 Generate the Packing List in TCS iON.
🔹 Apply necessary stickers, labels, and barcodes.
🔹 Ensure proper packaging to avoid damage in transit.
🔹 Mark fragile or hazardous items as per safety regulations.
📍 3.4 Dispatch & Logistics Management
🔹 Arrange suitable transportation (own fleet or third-party courier).
🔹 Generate Dispatch Note (DN) and attach with shipment.
🔹 Upload transport details (vehicle number, driver details, expected delivery date) in TCS iON.
🔹 Share shipment tracking details with the customer.
🔹 Ensure proper loading and unloading of goods.
📍 3.5 Delivery & Final Documentation
🔹 Monitor shipment progress.
🔹 Get confirmation from the customer after delivery.
🔹 Maintain records of Proof of Delivery (POD) for future reference.
🔹 Store all related documents (Invoice, QAD, Dispatch Note, Packing List) in TCS iON.
✅ Summary of Key Actions
Department Key Responsibilities
Sales Order receipt, verification, and confirmation
PO Placement, Material Sourcing, supplier coordination, checking
Procurement
availability of material.
Stock management, Arranging Internal and external Inspection of incoming
Stores & Logistics material, packing & labelling, Transportation, dispatch, shipment tracking,
final delivery.
Accounts Invoice preparation and sent hardcopy through courier (if required)
🚀 Why This Workflow is Efficient?
✅ Reduced Delays: Ensures immediate procurement for out-of-stock items.
✅ Integrated Quality Check: Prevents defective products from reaching the customer.
✅ Proper Documentation: All records stored in TCS iON for traceability.
✅ Streamlined Packing & Dispatch: Reduces errors and shipment delays.
📌 Order Management Process Flowchart – Department-Wise Steps
