Cobalt ERPSee how the work fits together.
One customer promise. Several teams working on it.
Follow an order through stock, purchasing, delivery and finance. Cobalt carries the details forward so each team can work from the same customer, product and transaction records.
A business decision rarely stays in one department.
A delivery date depends on available stock. A purchase affects cash. Cobalt connects those decisions and keeps the supporting records within reach.
Raise purchase orders, book deliveries in and check supplier invoices, so you only owe for what actually arrived.
Current quantities at every location, updated by every delivery, sale and adjustment.
Quote, confirm and invoice, from first enquiry to payment, with nothing typed twice.
Approvals, a full history of changes and reports cover everything, so every change is on record.
The records behind every sale and purchase.
Master data is what you set up once, like customers and products. Transactional data is what you create every day as you trade, like orders and invoices. It always points back to the master data.
Every transaction points back to master data. A sales order names a customer, its lines name products and a price list, and the result goes into the ledger. The chips on the steps below show these links. Customer, Supplier and Material are master data. Orders, receipts, invoices and stock movements are transactional.
Order to cash.
How a sale goes from first enquiry to an invoice ready to be paid, with stock and the books kept up to date along the way.
- Quotation. You draft a quote for a customer and add the products they want. Each line takes its price from that customer's price list and adds the right VAT, so the totals are correct before anything is sent.
- Sales order. When the customer accepts, the quote becomes a sales order in one click, with nothing typed again. Cobalt ERP sets the stock aside for that order so it can't be promised to anyone else, and sends it for approval.
- Approved. Someone with permission checks the order against your rules and approves it for fulfilment. Reserved goods remain in stock on hand until dispatch is confirmed; the history records the approval and the later stock movement separately.
- Invoice. Raise an invoice from the approved order using the applicable billing workflow. Posting creates the receivable and relevant tax entries; sending the invoice and recording payment are separate steps.
Procure to pay.
How you restock and check supplier bills, so you only pay for what you ordered and actually received.
- Purchase order. You raise a purchase order to a supplier for what you need, either to restock or for a specific customer order. Quantities, agreed prices and expected dates are recorded at the start, so everyone knows what's coming and what it will cost.
- Delivery booked in. When the delivery arrives you book it in, all at once or in parts if it comes in several loads. Stock goes up at that location as soon as it's booked in, so the figures are always current.
- Invoice check. When the supplier's invoice arrives, Cobalt ERP checks it against the purchase order and the delivery. Prices and quantities must agree before it can be approved, so overcharges and short deliveries are caught before you pay.
- Supplier invoice. Once it matches, the invoice is approved and goes into your purchase ledger and VAT, ready to pay. What you owe is based on what actually arrived, which can differ from what you ordered.
Where the two processes meet.
Sales and purchasing use the same stock and the same books, and the same approvals cover both.
Booking a goods receipt increases stock on hand. Sales can reserve stock for an order, but approval alone does not remove it from on-hand quantities. Confirmed dispatch records the stock movement, with on-hand, reserved and available quantities shown separately.
Sales invoices go to what customers owe you, purchase invoices to what you owe suppliers, and both feed your VAT. Your accounts build up as you trade, instead of in a rush at month end.
Approvals cover both sales and purchasing, and every change is recorded. You can always see who did what and when, across sales, purchasing and stock.
See it running on your own data.
Bring in your customers, products and stock, set your rules, and follow an order from start to finish. Check each handoff with the people who will use it.
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