ERP Activity Flow Diagram

Complete end-to-end process flow across all modules — from supplier purchase orders through production, warehouse, outbound dispatch, and financial reconciliation.

5 Modules Full Sub-step Detail 11 Cross-Module Flows Permission-Aware
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Management — All Modules User Management & Roles Recipe Approval → Production File Repository Notifications Tax & Finance Settings
Inbound
Master Config
Supplier MasterContact · Bank · Terms
PO ConfigurationLead times · Default terms
Inbound QC CriteriaMoisture % · Weight tolerance · Visual
Workflow
Supplier
① Create Purchase Order
Create Purchase Order
Draft→ Submitted→ Approved→ Sent
② Goods Arrive (Physical)
Goods ArrivePhysical delivery — no ERP entry
③ Goods Receiving (GRN)
Goods Receiving (GRN)Qty · Batch · Expiry
④ Quality Inspection
Quality Inspection at Receipt
Pass?
✓ PASS
Released
✗ FAIL
QC Hold
⑤ Stock Released to Warehouse
Stock Released to Warehouse
⑥ Supplier Invoice
Supplier Invoice Received
Independent
Supplier Credit NotesRejected / short deliveries
Warehouse
Master Config
Location / Zone / BinZones → Locations → Bins
SKU / Item MasterCode · Category · UOM · Storage type
Unit of Measure (UOM)kg · g · pcs · box · roll · tray
Min Stock / Reorder ConfigMin qty · Reorder point per SKU
Workflow
Inbound Stock
① Stock Added (from GRN)
Stock Added (from GRN)
② SKU & Location Assign
SKU Master & Location AssignRM / FG / PK · Zone · Bin
③ Inventory Updated
Inventory Levels UpdatedOn Hand · Allocated · Available
Min Stock
Alert?
↙ YES → Trigger Reorder PO
Production Supply
④ Ingredient Request Received
Ingredient Request ReceivedFrom Production module
⑤ Review & Approve
Review & Approve Request
⑥ Pick & Deliver Ingredients
Pick & Deliver IngredientsTo production facility
FG Receipt
⑦ Receive FG from Production
Receive FG from ProductionConfirm quantities
⑧ FG Added to Stock
FG Added to Warehouse StockAvailable for Sales Orders
Outbound Supply
⑨ SO Approved → Stock Allocated
SO Approved → Stock AllocatedFIFO reservation
⑩ Picking List Generated
Picking List GeneratedAssign picker · Pick items
⑪ Items Picked & Staged
Items Picked & StagedReady for dispatch
Customer Returns
⑫ Return Stock Received
Return Stock ReceivedRestock (good) / Write-off (damaged)
Independent
QC Hold ManagementRelease → available · Reject → supplier return
Periodic Stock CountPhysical vs System · Variance adjust
Production
Master Config
Recipe (BOM) ApprovedManagement → Recipes (Restricted)
Room Templates ConfiguredMIX · FORM · BAKE · COOL · PACK
Manpower Templates & UsersRoles · Hourly cost · Skills assigned
Job Template CreatedRecipe · Process sequence · Rooms
Production Users & SkillsRoles · Skills · Hourly rates
Production QC StandardsPass thresholds · Rework criteria
Batch Size ConfigDefault qty per template · Room capacity
Workflow
Pre-Production
① Check Production Inventory
Check Production InventoryLive Stock tab
Sufficient
Stock?
↙ NO → Raise Ingredient Request
② Raise Ingredient Request
Raise Ingredient Request
③ Receive Ingredients
Receive Ingredients (In/Out — In)Confirm quantities · Update prod. inventory
④ Production Inventory Updated
Production Inventory Updated
Scheduling
⑤ Insert Job in Scheduler
Insert Job in SchedulerSelect template · Set batch qty
⑥ Drag Job onto Timeline
Drag Job onto TimelineRoom row · Time slot · Zoom 15/30/60 min
⑦ Assign Workers by Skill
Assign Workers by Skill
⑧ Save Schedule
Save SchedulePublished to Schedule Views
Production Run
⑨ Production Run (Physical)
Production Run — In ProgressStaff use Room / Gantt / User Views
⑩ Batch Completes
Batch Completes
⑪ Production QC
Production QCPlanned Qty vs Actual Qty
QC
Result?
PASS path continues ↓ · Rework / Fail → see Independent
⑫ QC Pass
QC Pass
⑬ Finished Goods Created
Finished Goods CreatedQC-passed batches · Pending transfer
⑭ Costing Calculated
Costing CalculatedRM Cost + Labour = Batch Cost ÷ Actual Qty
⑮ Transfer to Warehouse
Transfer to Warehouse (In/Out — Out)Dispatched → Received by Warehouse
Independent
QC ReworkRework loop — stays within Production
QC Fail — Write OffWrite-off batch — no cross-module transfer
Outbound
Master Config
Customer MasterProfile · Credit limit · Addresses
Price ListSKU prices · Discount rules
Driver & Vehicle MasterDriver · Plate no. · Capacity
Delivery Route / ZoneZones · Route sequence · Areas
Workflow
Customer
① Create Quotation
Create Quotation
Draft→ Sent→ Accepted
② Sales Order Created
Sales Order Created
Draft→ Approved
③ Picking in Progress
Picking in ProgressAssign picker · Pick from locations
④ Order Staged
Order StagedReady for dispatch
⑤ Create Dispatch Plan
Create Dispatch PlanDriver · Vehicle · Linked SOs
⑥ Mark All Delivered
Mark All DeliveredSOs advance to Delivered
⑦ Customer Invoice Generated
Customer Invoice Generated
Returns Flow
Customer
Return?
⑧ Process Customer Return
Process Customer ReturnReview condition → Restock or write-off
Independent
Customer Credit Note IssuedNo cross-module link
Finance
Master Config
Chart of AccountsRevenue · COGS · Expenses · Assets
Tax ConfigurationRates · Codes · Rounding
Bank Account MasterAccount no. · Statement format
Payment CategoriesGrab · KPay · Card · Cash · Transfer
Cost Centers / Expense Cat.COGS · Opex · Payroll · Overhead
Workflow
Accounts Payable
① Supplier Invoice (AP)
Supplier Invoice (AP)Matched to PO · Payment tracked
Accounts Receivable
② Customer Invoice (AR)
Customer Invoice (AR)From dispatch confirmation
Production Cost
③ COGS Updated
COGS UpdatedBatch cost per unit from Production
Bank Reconciliation
④ Upload Bank Statement
Upload Bank StatementCSV / Excel · Monthly period
⑤ Auto-Categorise
Auto-Categorise TransactionsGrab · Kpay · Card · Cash
⑥ Reconcile by Category
Category-by-Category ReconciliationBank total vs system total
⑦ Parked Entries & Adjustments
Parked Entries & Journal AdjustmentsBank charges · Corrections
All Cats
Reconciled?
⑧ Lock Period
Lock Period (Complete)Prevents further edits
⑨ Export Journal Entries
Export Journal EntriesCSV → external accounting system