Take an order over the credit limit through to its invoice
On the Nile Fresh day, Delta Kiosk wants more than its credit limit allows. Nile Fresh lets such orders wait for a supervisor, so the order is booked, approved, delivered by the office and invoiced on delivery. Every figure below comes from running that day through Slflo. Who: rep, supervisor, office · Where in the cycle: Approve.
Before you start
Section titled “Before you start”- Nile Fresh’s rule for Over the credit limit is Needs approval (the other choices are Block and Allow) (Set the company’s name, money, tax and region).
- Delta Kiosk’s credit limit is 300.00. It owes nothing and has no open orders.
- Sara, the supervisor, has Approve orders (ORDER_APPROVE) for Omar’s team. The office has Deliver orders (ORDER_FULFIL).
- MAIN holds 70 Juice 1L; VAN-03 holds 40.
The example, step by step
Section titled “The example, step by step”1 · 11:05 · Omar books the order — phone
Section titled “1 · 11:05 · Omar books the order — phone”At Delta Kiosk Omar taps New order and adds 4 Juice 1L: 400.00 before VAT, Billed EGP 456.00 with VAT. The credit check uses the total with VAT:
- credit available = limit − what the shop owes − its open orders = 300.00 − 0.00 − 0.00 = 300.00;
- the order needs 456.00, so it is over by 456.00 − 300.00 = 156.00.
The bar reads Over credit — waits for approval. A van sale can’t wait, so the phone books the order for delivery. Omar taps Save order; the Saved dialog says: “This order is over the shop’s credit limit. It is booked for delivery and waits for your supervisor’s approval.”
- Over credit: the order is booked and waits for your supervisor
Delta Kiosk wants 4 Juice 1L, 456.00 with VAT, on a 300.00 limit. The company asks for approval, so the order waits for the supervisor.
Sales order SO-000002 — status: pending approval · total: 456.00 · reason: credit limit exceeded (over 156.00)
| Item | Before | After | Change |
|---|---|---|---|
| Delta Kiosk credit limit | 300.00 EGP | 300.00 EGP | 0 |
| Order over the limit by | 0.00 EGP | 156.00 EGP | +156.00 |
- Nothing moves while the order waits: no stock, no invoice, nothing owed.
After the sync the order is SO-000002, and Omar’s Orders tab shows it Waiting for approval — “Over the credit limit by EGP 156.00”. While it waits, it counts against Delta Kiosk’s credit; it moves no stock and the shop owes nothing yet.
2 · 11:20 · Sara approves — console
Section titled “2 · 11:20 · Sara approves — console”Sara opens Decisions › Approvals, the Orders tab. The row reads Why it stopped “Over the credit limit by EGP 156.00”, Total with VAT EGP 456.00. In the row’s menu she chooses Approve.
- Why it stopped
- Total with VAT 456.00
The supervisor approves the order from the list. Omar's phone shows it as approved at its next sync.
Sales order SO-000002 — status: approved
Approving moves nothing. The order is Approved and waits on Field › Orders for the office. Credit isn’t checked again.
3 · 11:30 · The office confirms and delivers — console
Section titled “3 · 11:30 · The office confirms and delivers — console”The office opens SO-000002 on Field › Orders and presses Confirm, then Delivered. Nile Fresh has one warehouse, so there is no Leaves from: the goods leave MAIN.
- Approval
- Confirm
- Delivered
The office delivers the approved order from MAIN; the invoice is issued on delivery.
Sales order SO-000002 — status: delivered
Nile Fresh
INVOICE · INV-000002
- Net
- 400.00
- VAT
- 56.00
- 4 PCS Juice 1L × 100.00400.00
- VAT 14%56.00
TotalEGP 456.00
| Item | Before | After | Change |
|---|---|---|---|
| Main warehouse · Juice 1L | 70 PCS | 66 PCS | −4 |
| Delta Kiosk owes | 0.00 EGP | 456.00 EGP | +456.00 |
The delivery is DEL-000001 and it issues invoice INV-000002. Delivering from VAN-03 was tried first and refused: a booked order leaves from a warehouse, so Omar’s van keeps its 40 Juice 1L.
4 · Omar’s next sync — phone
Section titled “4 · Omar’s next sync — phone”Today shows 1 order changed. Order updates lists SO-000002: “Waiting for approval › Approved”, and at a later sync Delivered. On the order, View invoice opens INV-000002, which Omar can share with the shopkeeper.
- Order updates arrive when the phone syncs
What happens next
Section titled “What happens next”- Money: Delta Kiosk owes 456.00 on a 300.00 limit. Money › Receivables counts it under Over their limit. Its next credit order starts with 0.00 available — max(0, 300.00 − 456.00) — so it waits again until the shop pays.
- Stock: MAIN went from 70 to 66 Juice 1L at delivery. Nothing moved at booking or approval.
- Documents: SO-000002, DEL-000001 and INV-000002. The invoice is on Invoices; its From column shows the delivery.
- ERP: the invoice joins the invoice feed. With an ERP that collects orders, the approved order would go to the ERP instead of waiting for Confirm (See what changes when your company waits for its ERP).
If something goes wrong
Section titled “If something goes wrong”| What you see | What to do |
|---|---|
You took this yourself, so someone else has to decide it. SELF_APPROVAL | The person who took an order can't approve it. Someone else decides. |
This is above the limit your role allows. Ask someone with a higher limit to do it. LIMIT_EXCEEDED | The order is over the approver's limit, compared before VAT (400.00 here). Ask someone with a higher limit. |
This order is no longer waiting for approval. Refresh to see what happened to it. NOT_WAITING | Someone decided it first, or Omar withdrew it from the phone. Refresh. |
That location can't be delivered from. Choose an active warehouse. STOCK_SOURCE_INVALID | A van can't deliver a booked order. Deliver from a warehouse; to sell from the van, the rep makes a van sale. |
That step isn't possible for this order now. Refresh to see its current state. INVALID_TRANSITION | Delivered needs Confirm first. Refresh and press Confirm. |
This order goes over the shop's credit limit. Collect a payment first, or take a smaller order. CREDIT_LIMIT_EXCEEDED | Under the Block rule the order is refused instead of held. Collect a payment first, or take a smaller order. |