VersaCloud ERP Workflow Handbook: choose the right process

How to use this handbook

This handbook connects work across sales, service, supply, warehouse operations, projects, and finance. Start with the business event that begins the work, find its workflow below, and open its linked guide for the complete operating steps.

The roles shown here are common owners, not required job titles. Each organization defines its own approvals, control points, timing, and exception policies. Adopt the workflows that fit your operating model.

Business-process areas

Area	What it helps manage
Customer and revenue	Customer demand, sales commitments, fulfillment, service, returns, and collection.
Supply, warehouse, and manufacturing	Demand decisions, purchasing, inventory, production, and shipment.
Projects, finance, and governance	Project delivery, cash management, assets, reporting, and financial close.

How the workflows connect

An accepted customer order leads to fulfillment, invoicing, collection, and sometimes a return or repair. A material need leads to a decision to buy, build, or transfer; purchased goods and completed builds then feed fulfillment. Finance reviews the resulting activity through cash management, reporting, month-end close, and inter-entity close where applicable.

Choose your starting workflow

If work begins with	Start here	Typical owner	The workflow reaches its result when
A customer inquiry	Prospect to Quote	Sales	A quote has an accepted, declined, or deferred outcome.
An accepted sales order	Order to Cash	Sales and finance	The order, invoice, payment, and collection status are connected.
A customer service request	Case to Resolution	Customer service	The case has a traceable outcome or an assigned next action.
A customer return	Customer Return, Credit, and Replacement	Customer service and warehouse	The return, inventory result, and financial outcome are connected.
A serialized unit that needs repair	RMA Service Repair and Warranty Return Workflow	Service	The same unit has a recorded final service outcome.
A material need	Demand to Replenishment	Planning	The business has approved a buy, build, transfer, or exception decision.
A need to buy goods or services	Source to Pay	Purchasing and finance	The supplier payment and bank activity are recorded.
A production need	Plan to Produce	Production	The build or work order is completed and reviewed.
A financial review	Record to Report and Budget to Actual or Month-End Financial Close	Finance	The required review, decision, and follow-up are documented.

Customer and revenue workflows

Prospect to Quote

Use when: A prospect or customer asks for goods or services that need a commercial response.

Owner and record: Sales owns the opportunity and quote, with the customer request, pricing, terms, and communication held together.

Result and handoff: An accepted quote becomes a sales order. A declined or deferred quote retains its outcome and next action.

Read the full Prospect to Quote guide.

Order to Cash

Use when: A customer has accepted an order that must be fulfilled, billed, paid, and followed through collection when necessary.

Owner and record: Sales, warehouse, and finance share the sales order, shipment, invoice, payment, and bank-reconciliation trail.

Result and handoff: Warehouse execution moves to Sales Order Fulfillment. Open or at-risk invoices move to the collection process.

Read the full Order to Cash guide.

Sales Order Fulfillment

Use when: A released sales order requires allocation, picking, packing, and shipment or customer pickup.

Owner and record: Warehouse teams use the sales order, inventory, picklist, package, and shipment records.

Result and handoff: The order has a confirmed shipment or pickup. Billing continues through Order to Cash.

Read the full Sales Order Fulfillment guide.

Recurring Revenue to Cash

Use when: A subscription or recurring customer commitment must be billed, collected, and reviewed each cycle.

Owner and record: Sales or service teams maintain the subscription, while finance reviews the recurring billing and payment record.

Result and handoff: Each active subscription has current billing, payment, and next-cycle status. Exceptions receive an owner before the next run.

Read the full Recurring Revenue to Cash guide.

Case to Resolution

Use when: A customer service request, complaint, service issue, or return question needs coordinated follow-up.

Owner and record: Customer service owns the case and links it to the customer conversation and related orders, invoices, returns, or repairs.

Result and handoff: Ordinary returns move to Customer Return, Credit, and Replacement. Serialized repair needs move to RMA Service Repair and Warranty Return.

Read the full Case to Resolution guide.

Customer Return, Credit, and Replacement

Use when: A standard customer return will result in a credit, refund, exchange, or replacement.

Owner and record: Customer service and warehouse teams share the RMA, receipt, inventory outcome, and related sales or invoice records.

Result and handoff: The returned quantity and customer outcome can be traced together. A serialized unit that needs repair follows the RMA repair workflow.

Read the full Customer Return, Credit, and Replacement guide.

RMA Service Repair and Warranty Return

Use when: A customer-owned serialized unit requires receipt, inspection, repair estimation, service work, billing, and return of the same unit.

Owner and record: Service teams use the RMA and its linked service quote, service sales order, service work order, invoice, and serial history.

Result and handoff: The final service outcome and return of the unit are recorded. Warranty coverage remains an organization policy decision.

Read the full RMA Service Repair and Warranty Return Workflow guide.

Supply, warehouse, and manufacturing workflows

Demand to Replenishment

Use when: Demand, supply, inventory, or production signals require a decision about how to cover a material need.

Owner and record: Planning teams review demand and supply information and record the resulting purchasing, production, transfer, or customer-facing exception decision.

Result and handoff: Approved purchasing work moves to Source to Pay. Approved production work moves to Plan to Produce.

Read the full Demand to Replenishment guide.

Source to Pay

Use when: The organization needs to select a supplier, commit a purchase, verify delivery, review the supplier bill, pay it, and reconcile bank activity.

Owner and record: Purchasing and finance teams share the business need, supplier decision, purchase order, receipt or delivery evidence, supplier bill, and payment records.

Result and handoff: Physical receipt moves to Purchase Order to Stocked Inventory. Approved bills move to Weekly AP Cash Management.

Read the full Source to Pay guide.

Purchase Order to Stocked Inventory

Use when: An approved supplier purchase must become accepted, traceable stock at the receiving facility.

Owner and record: Receiving and finance share the purchase order, receipt, Bin Location, landed-cost review, and supplier-bill records.

Result and handoff: Inventory is available after its receipt and exceptions are reviewed. Supplier payment continues through Weekly AP Cash Management.

Read the full Purchase Order to Stocked Inventory guide.

Inventory Control and Transfer

Use when: Inventory needs a planned count, approved correction, Bin Location review, or transfer between facilities.

Owner and record: Warehouse and inventory teams use the part, facility, adjustment, count, transfer-shipment, and transfer-receipt records.

Result and handoff: On-hand quantity and facility location are current, and material variances have an owner. Inventory results inform replenishment and fulfillment work.

Read the full Inventory Control and Transfer guide.

Plan to Produce

Use when: A reviewed demand decision must become a production build or work order.

Owner and record: Production teams use the BOM, materials, labor, operations, build or work order, and finished-goods records.

Result and handoff: Completed finished goods move to fulfillment or inventory planning, with costs available for review.

Read the full Plan to Produce guide.

Projects, finance, and governance workflows

Project to Profit

Use when: A customer project requires coordinated setup, delivery, labor and cost capture, billing, and profitability review.

Owner and record: Project teams use the project as the shared record for revenue, expenses, labor, delivery documents, and project status.

Result and handoff: The project has reviewed revenue, costs, profit, billing, and final status. Billing work follows Project to Invoice.

Read the full Project to Profit guide.

Project to Invoice

Use when: An active project has approved billable work that must be invoiced and followed through customer payment.

Owner and record: Project and finance teams use the project, billable activity, invoice, and payment records.

Result and handoff: The billing result, unbilled work, open balances, and billing exceptions are reviewed. Wider delivery and profit decisions remain in Project to Profit.

Read the full Project to Invoice guide.

Weekly AR Cash Management

Use when: Finance needs a reviewed weekly customer-receipts forecast and a prioritized plan for collections.

Owner and record: Accounts-receivable teams use the weekly forecast, open invoices, customer contacts, payment promises, and bank activity.

Result and handoff: Received payments are applied and reconciled. The team reviews the difference between expected and actual receipts before the next week.

Read the full Weekly AR Cash Management guide.

Weekly AP Cash Management

Use when: Finance must review supplier bills and control a weekly payment run.

Owner and record: Accounts-payable teams use supplier bills, the payment plan, payment batch, and bank activity.

Result and handoff: Each bill is paid, deferred, scheduled, or held with a reason, and confirmed payments are reconciled.

Read the full Weekly AP Cash Management guide.

Acquire to Dispose

Use when: A capital asset must be approved, acquired, registered, amortized, reviewed, and eventually retired or disposed.

Owner and record: Finance and asset owners share the asset record, purchase documentation, amortization activity, and related GL activity.

Result and handoff: The asset register reflects the asset’s acquisition, current state, and disposal status. Its financial activity informs reporting and close work.

Read the full Acquire to Dispose guide.

Record to Report and Budget to Actual

Use when: Finance needs to connect the approved budget, posted activity, financial reporting, and period-close preparation.

Owner and record: Finance uses the accounting period, budget, financial reports, and variance decisions as the shared review trail.

Result and handoff: Material differences have a decision and owner, and the period is ready for Month-End Financial Close.

Read the full Record to Report and Budget to Actual guide.

Month-End Financial Close

Use when: A financial period needs controlled reconciliation, review, approved corrections, reporting, and close.

Owner and record: Finance teams use the period, reconciled cash and subledgers, inventory review, approved journals, financial reports, and foreign-currency review where policy requires it.

Result and handoff: The reviewed period result is approved for close. A multi-entity close may continue through Inter-Entity Period Close.

Read the full Month-End Financial Close guide.

Inter-Entity Period Close

Use when: A multi-entity organization needs to validate inter-entity records, review consolidated results, and prepare approved elimination entries.

Owner and record: Centralized finance uses entity records, inter-entity balances, consolidated reports, and approved elimination journals.

Result and handoff: Consolidated results and any elimination entries have a traceable review and approval.

Read the full Inter-Entity Period Close guide.

Common workflow choices

Standard return or serialized service repair?

Use Customer Return, Credit, and Replacement when the outcome is a credit, refund, exchange, or replacement. Use RMA Service Repair and Warranty Return when the same customer-owned serialized unit must be diagnosed, repaired, and returned.

Demand decision or supplier payment?

Use Demand to Replenishment to decide how to cover a material need. Use Source to Pay when the purchasing need exists and the business must select a supplier, receive or verify delivery, review the bill, and pay it.

Project billing or project-profit management?

Use Project to Invoice when the immediate need is billing and payment follow-up. Use Project to Profit for the wider project lifecycle, including delivery, cost and revenue review, billing, and final profitability review.

Approved variants and external handoffs

Connected marketplaces, third-party warehouses, and other channels remain variants of the core workflows. Teams should use the parent workflow and review the connected partner’s receipt, shipment, return, payout, or status result at the documented handoff.

Variant	Parent workflows	What changes
Marketplace order and payout	Order to Cash, Sales Order Fulfillment, Month-End Financial Close	The channel contributes order, fulfillment, return, or payout information for review in the related core workflow.
Third-party warehouse fulfillment	Purchase Order to Stocked Inventory, Sales Order Fulfillment	The partner performs receiving or shipment, and its returned result must be reviewed before inventory or shipment is complete.
Nationwide Notice order exchange	Order to Cash	The exchange contributes the order handoff while sales, fulfillment, invoicing, and payment remain in the parent workflow.

Adopting the workflows

1. Choose the workflow areas that match the organization’s sales model, supply model, service responsibilities, projects, and financial controls.
2. Name the accountable business owner and the record each team uses at every handoff.
3. Document organization-specific approvals, timing, and exception policies in an approved supplement.
4. Train each team with the linked detailed workflow guide.
5. Review an affected workflow when a linked feature guide changes.