Receivables and Collection
LedgerAn invoice is issued; a receivable is created.
OpenOverdueCollectedDoubtful
3 ready-made setups use it
Every organisation describes its work in its own words: “when someone requests materials it should go to their manager first”, “I want to see the customers who are overdue”, “it should warn us when the machines are due for maintenance”. Underneath those sentences sits a countable number of flows. zflow is built on 21 flows; the 42 ready-made setups are different combinations of them.
Every flow follows one of three behaviours. Which body it belongs to also decides whether a record can be corrected.
A document is opened, goes through approval, and is closed.
12 flowsAn entry is written and never deleted; a correction is a reversing entry.
3 flowsAn event is opened, gets an owner, and closes when resolved.
6 flowsFlows that hold a balance, stock or a receivable. In these bodies a record is never deleted; a correction is made with a reversing entry — the ledger's history stays exactly as it was.
An invoice is issued; a receivable is created.
3 ready-made setups use it
An invoice arrives from a supplier.
2 ready-made setups use it
Money is collected or paid out, through the cash desk or a bank account.
3 ready-made setups use it
The customer approves a quote or places an order directly.
1 ready-made setup uses it
Goods come in, go out, move between locations, or a count is taken.
6 ready-made setups use it
An approved request has to be fulfilled, or direct purchasing is needed.
4 ready-made setups use it
A cheque or note is received from a customer, or issued to a supplier.
2 ready-made setups use it
Requests, approvals, correspondence, maintenance, audits, contracts. A job is opened, gets an owner, passes through approval and closes; every step keeps its who-and-when.
An asset is purchased or assigned to someone.
7 ready-made setups use it
A scheduled audit falls due, or an ad-hoc inspection is requested.
3 ready-made setups use it
A scheduled training falls due, or a certificate is about to expire.
3 ready-made setups use it
A request comes in from a customer, or sales opens an opportunity.
1 ready-made setup uses it
A document arrives at the organisation, or leaves it.
2 ready-made setups use it
An employee spends money for work, or settles an advance.
2 ready-made setups use it
An approved job or project starts (a won order, site work, an installation).
3 ready-made setups use it
A fixed-term or conditional obligation is about to arise, or an existing contract nears its end.
3 ready-made setups use it
A customer or an employee reports a problem.
1 ready-made setup uses it
A nonconformity is found (an audit finding, a complaint, scrap, an accident).
2 ready-made setups use it
A new employee is hired, or an existing record changes.
2 ready-made setups use it
An employee asks the organisation for something needed to do the job.
7 ready-made setups use it
A breakdown is reported, planned maintenance falls due, or a production job opens.
5 ready-made setups use it
An approved headcount opens.
2 ready-made setups use it
The left column is the sentence the customer said. The right column shows which flows that sentence falls into. Two setups that fall into the same flows share the same structure.
| No | The customer's own words | Flows | Screens | Reports |
|---|---|---|---|---|
| 101 | “when someone requests materials it should go to their manager first, then to me, and once I approve, purchasing should see it” | Internal Request and Approval · Procurement (from request to goods receipt) | 28 | 12 |
| 102 | “a request for an assigned vehicle should be opened, the manager approves it, and admin services fulfils it” | Internal Request and Approval · Fixed Assets / Vehicles and Assignment | 30 | 13 |
| 103 | “if a purchase request exceeds the budget it should go to the general manager” | Internal Request and Approval · Procurement (from request to goods receipt) | 28 | 12 |
| 104 | “a new headcount request should pass through the department manager first” | Internal Request and Approval · Recruitment (Candidate Pipeline) | 28 | 11 |
| 204 | “we collect quotes from suppliers, compare which is cheapest and place the order” | Procurement (from request to goods receipt) | 24 | 10 |
| 205 | “goods arrived but no invoice, invoice arrived but no goods - we can't see this” | Incoming Invoice and Payment · Procurement (from request to goods receipt) | 29 | 12 |
| 206 | “incoming invoices should be approved by the relevant manager first, then drop into the payment list” | Incoming Invoice and Payment | 23 | 7 |
| 207 | “colleagues bring travel and meal receipts, we type them into Excel by hand” | Expense Claim and Advance Settlement | 21 | 6 |
| 308 | “we quoted a customer, we can't track whether they accepted it” | Opportunity and Quote | 23 | 9 |
| 309 | “an order came in, we shipped part of it, the rest gets forgotten” | Customer Order, Shipment and Invoice · Stock Movement and Count | 35 | 14 |
| 310 | “I want to see overdue customers and call them with a reminder” | Receivables and Collection | 7 | 4 |
| 311 | “I want to see cheque and note due dates on a calendar” | Receivables and Collection | 7 | 4 |
| 312 | “customers call and complain, it's unclear who handled it and when it was resolved” | Request / Complaint Resolution (SLA) | 14 | 5 |
| 401 | “we can't track money leaving the cash desk and the bank, the till doesn't balance at day end” | Cash and Bank Movement | 18 | 7 |
| 402 | “how much is left of which material, I want to see what has fallen to the critical level” | Stock Movement and Count | 18 | 6 |
| 403 | “we write customer cheques into a paper ledger, we can't see which ones are coming due” | Cheque / Promissory Note Portfolio · Cash and Bank Movement | 22 | 9 |
| 404 | “we can't track where the materials sent to the site were actually used” | Stock Movement and Count · Project / Work Plan and Progress | 23 | 10 |
| 405 | “it's unclear who collected the payment and into which account, we can't trust the balance” | Receivables and Collection · Cash and Bank Movement | 21 | 9 |
| 406 | “we transfer between two warehouses and nothing is recorded” | Stock Movement and Count | 18 | 6 |
| 407 | “we can't track the cheques and notes we gave to suppliers, the due date is always a surprise” | Cheque / Promissory Note Portfolio | 11 | 5 |
| 420 | “I want to see the material going in and out of the warehouse and the count differences” | Stock Movement and Count | 18 | 6 |
| 519 | “we can't track the insurance and inspection dates of the vehicles” | Fixed Assets / Vehicles and Assignment · Contract Lifecycle | 27 | 12 |
| 521 | “we don't know who was given which computer or phone, and we can't get it back when they leave” | Fixed Assets / Vehicles and Assignment · Personnel Records, Onboarding and Exit | 18 | 7 |
| 522 | “I want to assign a job to a technician and see how long it took and which part was used” | Work Order / Service / Maintenance | 18 | 8 |
| 523 | “it should warn us when the periodic maintenance of the machines falls due” | Work Order / Service / Maintenance · Fixed Assets / Vehicles and Assignment | 20 | 10 |
| 529 | “the validity dates of the calibration certificates keep slipping past us” | Training, Certificates and Competence Validity · Fixed Assets / Vehicles and Assignment | 16 | 7 |
| 530 | “I want maintenance tracking for a hotel, faults in the rooms should be recorded” | Work Order / Service / Maintenance | 18 | 8 |
| 532 | “we're a haulage company, vehicle documents and drivers' licence and medical dates keep slipping past us” | Fixed Assets / Vehicles and Assignment · Training, Certificates and Competence Validity | 16 | 7 |
| 616 | “I want to record the letters coming into the organisation and route them to the right unit” | Incoming/Outgoing Correspondence and Routing | 12 | 5 |
| 617 | “document control for an insurance company, papers should be processed and recorded in the database” | Incoming/Outgoing Correspondence and Routing · Contract Lifecycle | 25 | 10 |
| 618 | “lease end dates slip past us, they renew without our knowing” | Contract Lifecycle | 20 | 8 |
| 713 | “the same fault keeps coming back, I want to find the root cause and close it” | Nonconformity and Corrective Action · Work Order / Service / Maintenance | 22 | 10 |
| 714 | “every month we tour the branches and fill in a checklist, then it gets lost” | Audit / Checklist | 22 | 6 |
| 715 | “I need to track ISO internal audit findings and their actions” | Audit / Checklist · Nonconformity and Corrective Action | 25 | 8 |
| 731 | “we audit our dealers, I want to score them and produce a report” | Audit / Checklist | 22 | 6 |
| 802 | “I want to get leave forms off paper, and remaining leave days should be visible too” | Internal Request and Approval | 23 | 9 |
| 803 | “we give advances but can't track who owes how much” | Internal Request and Approval · Expense Claim and Advance Settlement | 28 | 11 |
| 826 | “I want to track the documents and assigned equipment of joining and leaving staff” | Personnel Records, Onboarding and Exit · Fixed Assets / Vehicles and Assignment | 18 | 7 |
| 827 | “we posted a job ad, we can't track the CVs coming in and the interview stages” | Recruitment (Candidate Pipeline) | 8 | 2 |
| 828 | “occupational safety training is expiring, I need to see whose certificate runs out” | Training, Certificates and Competence Validity | 11 | 3 |
| 924 | “I want a construction site tracking system” | Project / Work Plan and Progress · Work Order / Service / Maintenance · Internal Request and Approval · Stock Movement and Count | 44 | 19 |
| 925 | “we do contracting work, we need progress payment and quantity tracking” | Project / Work Plan and Progress | 10 | 5 |
If there is no exact match in the list, that's fine: flows can be combined, and a new flow can be designed.