Zoho Order Scenarios

flowchart TD A([Lead / Inquiry Created]) --> B[Create Quotation
using Parent SKUs] B --> C{Feasibility Check
Shant / Manju} C -->|Approved| D[Pod Lead Approval] C -->|Not Feasible| B D --> E[Quote Sent to Client
7-Day Clock Starts] E --> F{Client Response} F -->|PO Received| G[Convert Quote → SO
Map Child SKUs] F -->|Email Only| H[RISK FLAG Raised
Pod Lead Accountable] F -->|No Response by Day 7| L{Pod Lead Decision} L -->|Extend Timeline| M[Quote Extended
RISK FLAG: Extension Granted
New Expiry Date Set] L -->|Do Not Extend| I([Quote Voided & Locked]) M --> N[ASM Follows Up
Document Extension Reason] N --> O{Client Response
by New Deadline} O -->|PO Received| G O -->|No Response| I H --> G G --> J[Add Delivery Instructions
and Kitting Notes] J --> K([Pass to Procurement]) style A fill:#0a2a30,stroke:#00e5ff,color:#00e5ff style K fill:#0a2a30,stroke:#00e5ff,color:#00e5ff style I fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a style H fill:#2a1a00,stroke:#ffb830,color:#ffb830 style M fill:#2a1a00,stroke:#ffb830,color:#ffb830 style L fill:#1a1200,stroke:#ffb830,color:#ffb830 style D fill:#0d1a0d,stroke:#7fff6e,color:#7fff6e

flowchart TD A([Single Inquiry]) --> B1[Quotation: Cost Centre A] A --> B2[Quotation: Cost Centre B] A --> B3[Quotation: Cost Centre C] B1 & B2 & B3 --> C[Pod Lead Approves All Quotes] C --> D{Client Releases PO} D -->|Per Cost Centre| E[Received: PO-A, PO-B, PO-C] D -->|Single PO| F[Received: 1 PO covering all] E & F --> G[ASM Creates NEW Single SO Manually
DO NOT convert quotes directly] G --> H[Add All Products Cumulatively
on Single SO] H --> I[Add All Delivery Locations
as Delivery Instructions] I --> J([Single SO → Procurement
Quantity Discounts Apply]) J --> K[Accounts Splits Invoice
per Cost Centre if Required] style A fill:#0a2a30,stroke:#7fff6e,color:#7fff6e style J fill:#0a2010,stroke:#7fff6e,color:#7fff6e style G fill:#1a2a10,stroke:#7fff6e,color:#7fff6e

flowchart TD A([Annual Program Inquiry]) --> B[Create 1 Quotation
for Total Annual Requirement] B --> C[Pod Lead Approves] C --> D[Client Releases Annual PO] D --> E{Monthly / Batch Trigger} E --> F[Create SO for Current Batch Only
e.g. 500 kits for March] F --> G[Procurement Purchases for
This Batch Only] G --> H[Delivery Executed] H --> E E -->|Program Complete| I([Inquiry Closed]) subgraph Reporting["Inquiry-Level Tracking"] R1[Total Quote Value] R2[Total SOs Raised] R3[Total Delivered] R4[Balance Remaining] end D --> Reporting style A fill:#2a1800,stroke:#ffb830,color:#ffb830 style I fill:#2a1800,stroke:#ffb830,color:#ffb830 style E fill:#1a1200,stroke:#ffb830,color:#ffb830 style Reporting fill:#1a1200,stroke:#4a5068,color:#c8cdd8

flowchart TD A([Inquiry with Mixed Products]) --> B[Create 1 Quotation
All Products via Parent SKU
NO 'Apparel TBD' entries] B --> C[Pod Lead Approves] C --> D[Receive PO for Full Order] D --> E[Create SO-1 Immediately
Non-Size Products
Mugs, Notebooks, Pop Sockets] D --> F{Await Client Size Data
DO NOT create a second quotation} E --> G[SO-1 Sent to Procurement] F -->|Size Data Received| H[Create SO-2
Apparel with Correct Child SKUs] H --> I[SO-2 Sent to Procurement] G & I --> J{Invoicing} J -->|Same Cost Centre| K[Accounts Clubs Both SOs
Single Invoice] J -->|Split Centres| L[Separate Invoices per Centre] subgraph NeverDo["NEVER DO"] ND1[Create 'Apparel TBD' as SKU] ND2[Create a second quotation
for the size-pending items] ND3[Delay SO-1 waiting for
size data] end style A fill:#2a0a18,stroke:#ff6b8a,color:#ff6b8a style F fill:#2a1020,stroke:#ff6b8a,color:#ff6b8a style NeverDo fill:#1a0a10,stroke:#4a5068,color:#ff6b8a style K fill:#0a2010,stroke:#7fff6e,color:#7fff6e style L fill:#0a2010,stroke:#7fff6e,color:#7fff6e

flowchart TD A([Annual Program Inquiry]) --> B[Create 1 Quotation
For ALL Locations Combined
Annual Total] B --> C[Pod Lead Approves] C --> D[Client Releases Annual PO
May be 1 PO or Multiple per Centre] D --> E{Monthly / Batch Trigger} E --> F[Create SO for Current Batch
ALL Locations for This Cycle] F --> G[Add Delivery Instructions
Location A: 200 kits
Location B: 150 kits
Location C: 150 kits] G --> H[Single SO to Procurement
Volume Discounts Apply] H --> I[Delivery Executed
Multi-Location] I --> E E -->|Program Complete| J([Inquiry Closed]) subgraph Tracking["Critical Tracking"] T1[Quote: Total Annual Value] T2[SOs Raised: Per Batch] T3[Per Location Cumulative] T4[Balance Remaining] end D --> Tracking style A fill:#2a1800,stroke:#ffb830,color:#ffb830 style J fill:#2a1800,stroke:#ffb830,color:#ffb830 style F fill:#1a2a10,stroke:#7fff6e,color:#7fff6e style Tracking fill:#1a1200,stroke:#4a5068,color:#c8cdd8

flowchart TD A([Annual Apparel Program]) --> B[Create 1 Quotation
PARENT SKUs Only
Total Annual Quantity] B --> C[Pod Lead Approves
Feasibility for Parent Products] C --> D[Client Releases Annual PO] D --> E{Batch Cycle Trigger} E --> F[Collect Size Data
For Current Batch Only
e.g., March: 500 T-Shirts] F --> G{Size Data Received?} G -->|YES| H[Create SO with CHILD SKUs
T-Shirt Black S: 50
T-Shirt Black M: 120, etc.] G -->|NO - Delayed| I[HOLD: Track in CRM
ASM follows up weekly] H --> J[SO to Procurement] J --> K[Delivery Executed] K --> E I --> G E -->|Program Complete| L([Close Inquiry]) subgraph NeverDo["NEVER DO"] ND1[Create separate quotation
for each batch] ND2[Use 'Apparel TBD' SKU] ND3[Create SO without
confirmed size data] end style A fill:#2a0a18,stroke:#ff6b8a,color:#ff6b8a style I fill:#2a1a00,stroke:#ffb830,color:#ffb830 style NeverDo fill:#1a0a10,stroke:#4a5068,color:#ff6b8a

flowchart TD A([Multi-Location Inquiry]) --> B[Create Separate Quotations
Per Cost Centre
Using PARENT SKUs] B --> C[Pod Lead Approves All] C --> D[Receive POs
Per Cost Centre or Combined] D --> E{Size Data Status Check} E -->|Locations A & B Ready| F[Create SO-1 Immediately
Locations A & B
With CHILD SKUs] E -->|Location C Pending| G[HOLD Location C
Track in CRM] F --> H[SO-1 to Procurement] G --> I[ASM Follows Up
Weekly for Size Data] I --> J{Size Data Received?} J -->|YES| K[Create SO-2
Location C
With CHILD SKUs] J -->|14 Days No Response| L[Escalate to Pod Lead
Client Contact Required] K --> M[SO-2 to Procurement] H & M --> N{Invoicing Decision} N -->|Same Client| O[Club SO-1 & SO-2
Single Invoice] N -->|Different Cost Centres| P[Separate Invoices] style A fill:#0a2a30,stroke:#7fff6e,color:#7fff6e style G fill:#2a1a00,stroke:#ffb830,color:#ffb830 style L fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a

flowchart TD A([Annual Program
Multiple Locations]) --> B[Create 1 Master Quotation
PARENT SKUs
All Locations Combined
Annual Total] B --> C[Pod Lead Approves] C --> D[Client Releases Annual PO] D --> E{Batch Cycle Trigger
e.g., March Batch} E --> F[Request Size Data
From ALL Locations
For Current Batch] F --> G{Size Data Readiness} G -->|Loc A & B Ready| H[Create SO-1
Locations A & B
CHILD SKUs
Current Batch Only] G -->|Loc C Pending| I[HOLD Location C
Track Separately] H --> J[SO-1 to Procurement] I --> K{Size Data Received?} K -->|YES| L[Create SO-2
Location C
CHILD SKUs
Same Batch Cycle] K -->|Delayed| M[Option 1: Wait
Option 2: Skip this batch
for Loc C, include in next] L --> N[SO-2 to Procurement] J & N --> O[Batch Deliveries Complete] O --> E M --> E E -->|Annual Program Complete| P([Close Inquiry]) subgraph Track["Multi-Dimension Tracking"] TR1[Per Location Cumulative] TR2[Per Batch Cumulative] TR3[Size Data Collection Status] TR4[Pending Follow-ups] TR5[Annual Balance Remaining] end D --> Track style A fill:#2a0a18,stroke:#ff6b8a,color:#ff6b8a style I fill:#2a1a00,stroke:#ffb830,color:#ffb830 style Track fill:#1a0a10,stroke:#4a5068,color:#c8cdd8

flowchart TD A([SO Already Created]) --> B[Client Requests Change
Email/Call to ASM] B --> C{SO Status Check} C -->|Not Yet with Procurement| D[Amendment Possible
No Cost Impact] C -->|With Procurement| E[Check Procurement Status] C -->|Already in Production| F[STOP: Cannot Amend
Requires Cancellation] E --> G{Procurement Action} G -->|Not Yet Ordered| H[Amendment Possible
Update SO] G -->|PO Sent to Vendor| I[Contact Vendor
Check Amendment Feasibility] I --> J{Vendor Response} J -->|Can Accommodate| K[Amend SO and Vendor PO
May Have Cost Impact] J -->|Cannot Change| L[Inform Client
Options: Cancel & Reorder
or Accept Original] D --> M[ASM Updates SO
Add Amendment Note] H --> M K --> N[Document Cost Impact
Get Client Approval
if Price Changes] M --> O[Updated SO to Procurement] N --> O F --> P[Create New SO
for Changed Items] P --> Q[Original SO: Cancel
or Proceed as-is] L --> Q O --> R([Amendment Complete]) Q --> R style F fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a style I fill:#2a1a00,stroke:#ffb830,color:#ffb830 style M fill:#0d1a0d,stroke:#7fff6e,color:#7fff6e

flowchart TD A([Client Urgent Request
Delivery < 7 Days]) --> B{Feasibility Check} B -->|Catalogue Items Only| C[Check Inventory
with Procurement] B -->|Size Data Required| D[REJECT: Not Feasible
Offer Next Available Date] B -->|Custom Product| E[REJECT: Not Feasible
Offer Catalogue Alternative] C --> F{Inventory Status} F -->|In Stock| G[Create Quotation
Rush Order Flag
Add Express Charge] F -->|Not in Stock| H[Check Vendor TAT] H --> I{Vendor Can Deliver?} I -->|YES - Within 4 Days| G I -->|NO| D G --> J[Pod Lead Approval
Rush Flag Visible] J --> K[Quote Sent
24-Hour Response SLA] K --> L{Client Confirms?} L -->|PO Received| M[Convert to SO Immediately
RUSH FLAG in Caps] L -->|No Response in 24hrs| N([Auto-Void Quote]) M --> O[SO to Procurement
RUSH Priority] O --> P[Expedited Production
Daily Status Updates] P --> Q[Delivery Executed] D --> R[Offer Options:
1. Standard Timeline
2. Catalogue Alternative
3. Partial Rush Order] style A fill:#2a1800,stroke:#ffb830,color:#ffb830 style D fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a style E fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a style M fill:#0d1a0d,stroke:#7fff6e,color:#7fff6e

flowchart TD A([Client Rush Request
Apparel Items
< 7 Days]) --> B{Client Has Size Data?} B -->|No Size Data| C[Offer Standard Packs
or Single Size Only] B -->|Has Exact Size Breakdown| D{Data Provided Immediately?} D -->|YES - Immediate| E[Check Custom Ratio Feasibility] D -->|NO - Needs Time| F[REJECT Custom Ratio
Offer Standard Pack Instead] E --> G{Inventory Available
for Custom Ratio?} G -->|All Sizes Available| H[CUSTOM RATIO ACCEPTED
Higher Rush Charge 25-35%] G -->|Some Sizes Missing| I[PARTIAL: Offer closest
standard pack or adjust ratio] G -->|No Stock| F C --> J{Inventory Check} J -->|Option 1: Ready Stock| K[Standard Size Packs Available
e.g., S-M-L-XL-XXL: 5-15-20-15-5] J -->|Option 2: Vendor Stock| L[Vendor Has Pre-Packed
Standard Sizes in Stock] J -->|Option 3: Single Size| M[Offer Single Size Only
e.g., All Medium or All Large] J -->|No Stock| F K --> N[Create Quotation
STANDARD SIZE PACK
Rush Charge 20-25%] L --> O{Vendor TAT Check} O -->|Can Deliver in 4 Days| N O -->|Cannot Meet Deadline| F M --> N H --> P[Create Quotation
CUSTOM RATIO
Rush Charge 25-35%
RISK FLAG: Custom Ratio] I --> N N --> Q[Pod Lead Approval Required] P --> R[Pod Lead and Balu Approval
Verify Stock Reserved] Q --> S[Quote Sent
24-Hour Response Deadline] R --> S S --> T{Client Confirms?} T -->|PO Received| U[Convert to SO
RUSH FLAG with Size Details] T -->|No Response in 24hrs| V([Auto-Void Quote]) U --> W[SO to Procurement
RUSH Priority
Stock Reservation Confirmed] W --> X[Delivery Executed
No Exchanges Allowed] F --> Y[Offer Alternatives:
1. Standard pack rush
2. Standard timeline with custom
3. Single size rush] style A fill:#2a0a18,stroke:#ff6b8a,color:#ff6b8a style H fill:#2a1a00,stroke:#ffb830,color:#ffb830 style P fill:#2a1a00,stroke:#ffb830,color:#ffb830 style N fill:#1a2a10,stroke:#7fff6e,color:#7fff6e style U fill:#0d1a0d,stroke:#7fff6e,color:#7fff6e style F fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a

flowchart TD A([Inventory Review Trigger]) --> B{Trigger Type} B -->|Monthly Review| C[E-commerce Manager Reviews
Sales Data and Current Stock] B -->|Low Stock Alert| D[System Alert: Item Below
Minimum Stock Level] B -->|New Product Launch| E[Decision to Add New
Product to Catalog] C --> F[Identify Replenishment Needs
Popular Items and Seasonal] D --> F E --> G[Define Initial Stock Quantity
Based on Market Research] F --> H[Create Stock Order List
Item, Quantity, Size Distribution] G --> H H --> I{Order Value Check} I -->|< ₹50k| J[E-commerce Manager Approval] I -->|₹50k - ₹2L| K[Pod Lead Approval Required] I -->|> ₹2L| L[MD Approval Required] J --> M[Create Internal SO
NO Client PO
Internal Reference Number] K --> M L --> M M --> N[Select Size Distribution
Based on Sales History] N --> O{Product Type} O -->|Apparel| P[Standard Pack: S-M-L-XL-XXL
Based on past sales ratio] O -->|Non-Apparel| Q[Order Standard Quantities
No Size Variants] P --> R[SO to Procurement
Mark as STOCK ORDER] Q --> R R --> S[Procurement Sources at
Best Wholesale Price] S --> T[Delivery to Warehouse/
Online Store Location] T --> U[Inventory Manager Updates
Stock Levels in System] U --> V[Products Listed/Updated
on Online Store] V --> W([Stock Available for Sale]) style A fill:#0a2a30,stroke:#7fff6e,color:#7fff6e style M fill:#1a2a10,stroke:#7fff6e,color:#7fff6e style R fill:#0d1a0d,stroke:#7fff6e,color:#7fff6e style W fill:#0a2a30,stroke:#7fff6e,color:#7fff6e

flowchart TD A([Original SO Created and Sent to Procurement]) B[Client Requests PO Amendment] C{Type of Amendment} D[Client Issues Additional or Revised PO] E{Check Significant Increase} F{Check New Product or Modification} G[Consider Amendment Check Vendor PO Status] H{Vendor PO Status} I[Amendment Possible Update Original SO] J[CANNOT Amend Vendor PO Must Create New SO] K[Create NEW SO Second Order for Additional Items] L[Link to Original Inquiry Reference Original SO] M[ASM Documents Add-On Information] N[Pod Lead Approval for New SO] O[NEW Vendor PO Created Separate from Original] P[Both SOs Track Separately Through Procurement] Q{Delivery Timing} R[Coordinate Delivery Both Orders Together] S[Separate Deliveries Track Independently] T[Update Original SO Document Amendment] U[Single Updated Vendor PO] V[Single Delivery] W{Invoicing Decision} X[Accounts Can Club Orders Single Invoice] Y[Separate Invoices Per PO] Z([Order Complete]) A --> B B --> C C -->|Add New Items| D C -->|Increase Quantity| E C -->|Change Specifications| F E -->|Over 20 Percent| D E -->|Under 20 Percent| G F -->|New Product Design| D F -->|Minor Modification| G G --> H H -->|Not Yet Sent| I H -->|Already Sent| J D --> K J --> K K --> L L --> M M --> N N --> O O --> P P --> Q Q -->|Same Delivery Window| R Q -->|Different Timelines| S I --> T T --> U U --> V R --> W S --> W V --> W W -->|Same Client Cost Centre| X W -->|Different POs Budgets| Y X --> Z Y --> Z style A fill:#2a1800,stroke:#ffb830,color:#ffb830 style K fill:#1a2010,stroke:#7fff6e,color:#7fff6e style J fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a style O fill:#0d1a0d,stroke:#7fff6e,color:#7fff6e style I fill:#2a1a00,stroke:#ffb830,color:#ffb830

flowchart TD A([Client Request Urgent Production Start]) B[Client Cannot Provide PO Immediately] C{Urgency Reason Valid} D[Client Sends Email Approval] E[ASM Reviews Email Approval] F{Email Contains Required Elements} G[ASM Requests Pod Lead Exception Approval] H{Pod Lead Decision} I[APPROVED Email-Based SO Creation] J[REJECTED Must Wait for PO] K[ASM Creates SO with RISK FLAG Email Approval Only] L[Set PO Deadline Date in CRM] M[ASM Documents Email in SO Notes] N[Vendor PO Created and Sent] O[Production Begins] P{PO Received by Deadline} Q[ASM Links PO to SO Removes RISK FLAG] R[SO Processing Complete] S[ASM Escalates to Pod Lead] T{Pod Lead Action} U[Contact Client Immediately] V[PO Received After Reminder] W[HALT Production No PO Received] X[Client Pays for WIP] Y[Order Complete] A --> B B --> C C -->|Valid Event Deadline Budget Approval Pending| D C -->|Not Valid| J D --> E E --> F F -->|Yes All Elements Present| G F -->|No Missing Info| J G --> H H -->|Approved| I H -->|Rejected| J I --> K K --> L L --> M M --> N N --> O O --> P P -->|Yes Within Deadline| Q P -->|No Deadline Passed| S Q --> R R --> Y S --> T T -->|Pursue PO| U U -->|PO Received| V U -->|No PO After 48 Hours| W V --> Q W --> X X --> Y J --> Y style K fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a style I fill:#1a2a10,stroke:#ffb830,color:#ffb830 style W fill:#2a0a10,stroke:#ff6b8a,color:#ff6b8a style Q fill:#0d1a0d,stroke:#7fff6e,color:#7fff6e

flowchart TD A([Client Sends PO - Any Structure]) B{PO Structure Type} C[Single Consolidated PO] D[Multiple POs per Cost Centre] E[Multiple POs per Product Line] F[Separate POs for Products vs Services] G[ASM Analyzes Total Order Regardless of PO Structure] H{SO Creation Decision Criteria} I[Group by Product Deliverability] J{Deliverability Check} K[All Items Ready for Immediate Delivery] L[Some Items Pending Size Data or Stock] M[Batch-Based Delivery Program] N[Create SINGLE SO All Items Together] O[Create SPLIT SOs SO-1 Immediate SO-2 Pending] P[Create BATCH SOs SO per Batch Cycle] Q[Link All SOs to Same Inquiry] R[Map PO Numbers to SOs] S[Finance Creates Invoices Based on PO Mapping] T[Vendor POs Created Based on SO Not Client PO] U([Delivery Executed per SO Logic]) A --> B B -->|Type 1| C B -->|Type 2| D B -->|Type 3| E B -->|Type 4| F C --> G D --> G E --> G F --> G G --> H H -->|Analyze Deliverability| I I --> J J -->|Immediate Delivery Scenario| K J -->|Split Delivery Scenario| L J -->|Program Scenario| M K --> N L --> O M --> P N --> Q O --> Q P --> Q Q --> R R --> S S --> T T --> U style G fill:#1a2010,stroke:#7fff6e,color:#7fff6e style I fill:#1a2010,stroke:#7fff6e,color:#7fff6e style N fill:#0d1a0d,stroke:#7fff6e,color:#7fff6e