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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

Use this guide as the high-level customer sale path. Each step links to a deeper operational guide for the team that owns the work.

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Workflow Overview

Sales order to cash is the path from customer demand to collected and reconciled money.
Orders list showing status tabs, search, order rows, payment status, fulfillment status, items, and packages
The standard flow:
  1. Create or confirm the customer account.
  2. Create a quote or sales order.
  3. Add line items, pricing, tax, shipping, and terms.
  4. Confirm the order.
  5. Collect payment or assign approved terms.
  6. Pick, pack, ship, or mark fulfilled.
  7. Create or post the invoice when your workflow requires it.
  8. Send customer documents.
  9. Deposit and reconcile money.
  10. Handle exceptions with refund, credit, return, void, or archive workflows.

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1. Account And Quote

Start with the right customer account. Confirm contacts, billing address, shipping address, payment terms, pricing level, tax exemption, and portal access before sending quotes or creating orders. Use a quote when the customer needs to approve pricing, freight, terms, or availability before the order becomes active.

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2. Order Entry

Create the sales order and add lines. Review product availability, kit components, serial requirements, shipping method, freight flags, tax warnings, approval banners, and customer holds before confirmation.
Order detail page with customer card, shipping and billing cards, action buttons, documents, progress, and line items

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3. Payment Or Terms

Collect payment from the order, invoice, customer portal, public payment link, or account workflow. If the customer is on approved terms, review credit limit and AR signals before releasing fulfillment. Payment state affects fulfillment. ACH processing, disputes, failed payments, or overcharges can block or redirect the workflow.

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4. Fulfillment

Fulfillment turns order lines into packages, labels, tracking, pickup, local delivery, freight, or completed service work.
Fulfillment Station with ready-to-pack orders, filters, customer, channel, status, and fulfillment actions
Before shipping, confirm:
  • Payment or terms are allowed.
  • Shipping address is valid.
  • Package dimensions and weight are correct.
  • Customs data exists when needed.
  • Serial numbers are captured when required.
  • Freight orders follow the freight workflow.
  • Labels print to the right workstation.

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5. Invoice, Email, And Portal

Invoices and customer documents should reflect the final customer-facing record. Posted invoices can be sent, paid, corrected, voided, and shown in the portal when eligible. Use the email log to verify sent, delivered, skipped, bounced, or failed customer messages.

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6. Deposit And Reconcile

After payment is collected, follow the right accounting path:
  • Card and ACH payments can flow through Stripe and payout review.
  • Cash and checks may need deposit slips or cash drawer review.
  • Wires and external payments need bank reconciliation.
  • Credits and refunds need AR review.
Use bank reconciliation to match deposits, payouts, refunds, checks, and payment entries to the bank feed.

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Exceptions

ExceptionUse
Customer changes order before shippingEdit when safe, or cancel if work should stop.
Customer paid too muchRefund or issue account credit according to policy.
Invoice is wrongCorrect, reissue, credit memo, or void.
Goods shipped and customer wants to send them backReturn and RMA workflow.
Label is wrong before carrier scanVoid label, repack, or reprint according to label state.
Marketplace order changed externallyUse connector logs and marketplace-specific recovery.

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Common Order-To-Cash Blocks

  • Order cannot be confirmed: review required customer, address, product, pricing, approval, tax, and sales channel fields.
  • Payment is blocked: confirm the balance due, payment method, Stripe or ACH status, customer terms, and whether the order or invoice is voided or already paid.
  • Fulfillment is blocked: check payment release rules, inventory allocation, serial requirements, package data, shipping address, and approval state.
  • Invoice cannot be posted or sent: confirm invoice state, document numbering, email settings, recipient address, and accounting period.
  • Customer-facing link does not work: resend the document from Arcus and confirm token expiration, recipient, account, and customer-safe visibility.
  • Deposit does not reconcile: match the payment source, payout batch, deposit slip, bank feed date, refund activity, and clearing account.

Creating Orders

Create sales orders and quotes, add customers, set addresses, and add products.

Record Customer Payments

Record cash, card, ACH, check, wire, external, terms, or credit payments.

Order Fulfillment

Move an order from confirmed to picked, packed, shipped, and invoiced.

Invoice Management

Find, create, post, send, pay, correct, and void customer invoices.