eVolva — Pre-Sales Order Operation Infographic

What Pre-Sales Means

The salesperson captures the outlet order first. Warehouse fulfilment and physical delivery happen later, allowing the business to plan exact stock, route, vehicle, credit and delivery requirements before dispatch.

Field

PJP Visit

Visit the planned outlet and capture demand.

Commercial

Pre-Sales Order

Products, pricing, promotion and credit are validated.

Warehouse

Fulfilment

Allocate, pick, stage and load exact quantities.

Delivery

Delivery + POD

Deliver, record actual quantities and capture proof.

Finance

Invoice + Close

Invoice, collect, update AR and close the order.

16-Step Operating Workflow

Each stage has a distinct business purpose, system status and control responsibility.

01

Sales

Customer & Order Information

Select customer/outlet, route, salesperson, requested delivery date and order type.

02

Sales

Add Products

Add SKUs, UOMs, quantities, pack sizes and customer-specific notes.

03

Inventory

Product Availability / Stock Check

Check ATP, reservations, on-hold stock and possible shortages before pricing.

04

Commercial

Pricing & Promotion

Apply effective price list, discounts, free goods, bundles and campaign rules.

05

Finance

Credit & Payment Terms Check

Validate credit limit, aging, outstanding AR, payment method and payment term.

06

Sales

Review & Submit

Review complete order and submit a controlled snapshot for approval.

07

Approval

Order Approval

Approve, reject or request changes based on commercial and credit authority rules.

08

Inventory

Stock Allocation

Reserve approved stock by warehouse, batch and FEFO rule.

09

Warehouse

Route Pick List

Consolidate route requirements by warehouse location and contributing orders.

10

Warehouse

Picking / Staging

Pick, scan, verify and stage goods by route, stop or order.

11

Logistics

Vehicle Loading

Load staged stock, verify quantity and sequence, confirm vehicle and driver.

12

Logistics

Ready for Delivery

Complete outbound checks, documents, route release and driver handover.

13

Delivery

Delivery Execution

Deliver by stop, capture actual quantities, payment if required and exceptions.

14

Delivery

POD

Capture receiver, signature, time, GPS, photos and delivery condition.

15

Finance

Invoice / Collection

Generate invoice, record cash/KPay/WavePay/bank/credit and update AR.

16

Closure

Order Closure

Verify delivery, POD, inventory, finance and accounting before final closure.

System Status Pipeline

The order should move through controlled statuses rather than a single “open / closed” flag.

DRAFTSUBMITTEDPENDING APPROVALAPPROVEDALLOCATEDREADY TO PICKPICKINGSTAGEDLOADEDREADY FOR DELIVERYEN ROUTEDELIVEREDPOD RECEIVEDINVOICEDPAID / AR OPENCLOSED

Who Does What?

The system separates commercial, inventory, warehouse, delivery and financial responsibilities while maintaining one traceable order chain.

Salesperson

Captures customer demand, requested delivery and order lines.

Supervisor / Approver

Controls price, discount, exceptions and approval authority.

Credit Control / Finance

Maintains limits, aging, payment terms, AR and collections.

Warehouse Team

Allocates, picks, stages and verifies route stock.

Driver / Delivery Crew

Executes delivery, payment collection and POD.

Planner / Back Office

Monitors status, resolves exceptions and closes orders.

Core Transaction Chain

One order should keep references to every operational and financial record created downstream.

PJP / SalesVisit

PreSalesOrder

Allocation / Pick

Delivery

POD

Invoice / AR / GL

Critical Exception Controls

Exceptions are part of real operations. eVolva should handle them explicitly instead of allowing users to bypass controls.

Exception	Required Response
Insufficient stock	Reduce quantity, split delivery, later delivery or approved substitute.
Credit limit exceeded	Change to cash/COD, collect overdue balance or request override.
Promotion conflict	Apply approved priority/stacking rule or request supervisor review.
Pick / load variance	Recount, rescan, reallocate or approve partial delivery exception.
Customer unavailable	Record failed delivery, retain stock in transit and reschedule.
Customer rejects goods	Capture rejected quantity, reason, photo evidence and return disposition.
Payment not received	Do not mark paid; create AR or collection follow-up according to policy.
Missing POD	Keep delivery in exception status until required evidence is completed.

Management KPIs

Pre-sales creates a measurable conversion chain from planned field visit to cash collection.

Visit → OrderConversion rate

Order Fill RateDelivered ÷ ordered

Order Cycle TimeSubmit → delivery

Approval Lead TimeSubmit → approval

Pick AccuracyCorrect lines picked

On-Time DeliveryWithin promised window

POD CompletionEvidence completed

Collection RateCollected ÷ due

Accounting Integration

Operational events should create controlled accounting events. Stock allocation itself is not revenue; revenue recognition and COGS should follow approved delivery/invoice policy.

Revenue / AR

Dr Accounts Receivable
   Cr Sales Revenue
   Cr Output Tax

Inventory / COGS

Dr Cost of Goods Sold
   Cr Finished Goods Inventory

Collection

Dr Cash / Bank / Mobile Money
   Cr Accounts Receivable

Why Pre-Sales Works Well for Beverage Distribution

Operational Benefits

Exact demand is known before dispatch.
Better vehicle utilization and warehouse preparation.
Improved FEFO, batch and expiry control.
Lower risk of van stock-outs and overloading.
Cleaner delivery sequencing and POD traceability.

Commercial & Financial Benefits

Consistent price lists and promotions.
Credit exposure checked before fulfilment.
Better fill-rate, on-time delivery and collection KPIs.
Full audit trail from PJP visit to invoice and GL.
Supports General Trade, Modern Trade and scheduled delivery.