Products › Business Management System
Order to cash.
Purchase to pay.
An ERP built around how an SME actually runs
Five lanes, one chain of records. A quotation becomes an order, an order becomes a delivery, a delivery becomes an invoice — and the money questions read off that same chain rather than a spreadsheet kept beside it.
Stock on hand, unit cost and ageing are derived from movements — never typed.
assets/erp-demo.mp4 — 16:9, 1920×1080, H.264. Autoplays muted on loop; keep it under roughly 8 MB and 30 seconds.
One quotation, followed all the way to a collected payment.
Selling — order to cash
Every document carries the last one’s lines. Nothing is retyped between a quotation and an invoice, and nothing is advertised as agreed until the customer’s own paperwork says so.
v1, v2, v3. Composed whole on one page.
Their number on the order, enforced where required.
Carries the quotation’s lines.
Picked against what is owed and what is on the shelf.
Amount, collected, outstanding — and every receipt against it.
Allocated against invoices; the rest says it is unallocated.
- A revision is a new version, not an edit. v2 carries every line and supersedes v1 the moment it is issued. v1 is never edited, so what the customer actually saw is still on the record.
- A discount past a seller’s limit becomes a draft. Not a warning they can dismiss — the line saves as a draft for somebody whose limit actually covers it.
- “Awaiting customer PO” is a view, not a status. Accepted with no order yet, and how long it has been waiting. A customer marked requires-PO cannot have an order confirmed without one, and the composer says so.
- A delivery can come back. Every movement is reversed and the order owes it again — because a returned delivery is a stock event, not a note in a comment field.
- Five standing reminders per invoice, derived from the terms and each recorded once by a database constraint rather than by a job that might run twice. Raising a dispute quiets them.
- Every ending is a recorded one. Lost with a reason, closed short with a reason, disputed with grounds, written off to bad debt with a reason and posted, or credited line by line.
Cost and margin are withheld by the server, not hidden by the interface — a money-blind role cannot see them even if it asks. A seller sees their own customers; the owner sees everyone.
Buying — purchase to pay
A bill cannot be paid until it agrees with the order and the goods. The three documents are checked against each other, which is the whole point of running procurement in one place.
By department, against a cost centre. No prices.
Nowhere until someone with the right puts their name to it.
Line by line, a supplier each. The recommendation states its basis.
Preview, approve, then send. Approving is not sending.
Count what came. A difference needs a reason.
Checked against the PO and the GRN before it can be paid.
- The store never sees a price. A purchase request picks items by category with no prices on it at all, so whoever is asking is not anchored by what it costs.
- The recommendation is overridable, and states its basis. Comparison runs line by line with a supplier each, so a split award is normal rather than a workaround.
- Approving a purchase order is not sending it. Preview, then approve if you are authorised, then send or download — three separate acts, because signing off and issuing are different decisions.
- Awaiting delivery is a standing item every day until something arrives — not a report someone remembers to open.
- A payment run posts both sides. Debit accounts payable, credit bank — AP and the bank move together, so the two can never disagree about the same payment.
Department personnel see their own vendors; the department owner sees all of them. Scope is a property of the record rather than a filter someone chooses.
Three more lanes
Not everything a business pays for arrives on a pallet, and not every question is answered by a document.
Expenses & payments — no stock, so no GRN+
Recurring, fixed: cost centre, vendor, due date, frequency, amount. The agreement, a start and an end are required — a fixed template without them fails the import rather than sitting there half-defined.
Recurring, variable: a budgeted amount stands in until the real bill arrives, and the instance reads No bill yet, in red, until it does. Overdue means billed and unpaid. The two are different failures and the schedule says which one you have.
The schedule runs from three months back to each agreement’s end, with status derived per row — and what is not yet due is blank, not zero, because zero is an answer and blank is the absence of one.
Inventory — by store, and no ringgit in the lane+
Stock on hand is calculated per store from movements. It is never typed. Stock in comes from a supplier; stock out goes to a customer. A stock take is per store and the variance is journaled with a reason. An adjustment is reason-coded and journaled too.
Units are handled properly: bought by the carton, sold by the piece, with the selling cost derived from the vendor’s cost divided by the units in the carton rather than entered by hand.
And the whole lane is money-blind. No ringgit figure reaches it — the warehouse works in quantities, which is both simpler for them and safer for you.
Finance — where the money questions live+
A customer statement of account is the customer’s copy of the same ledger — not a separately maintained document that can drift from it.
e-Invoice: MyInvois validation state travels on the invoice itself rather than living in a separate submission log.
A 13-week cash runway is computed from what is expected in and expected out. See the build state below for what in this lane is designed rather than finished.
Why it is one chain and not five modules+
The same discipline runs through the data. Stock on hand is derived from movements. Unit cost is derived from the purchase cost and the pack size. Ageing is derived from the invoice and its terms. Reminders are derived from the invoice date. None of them is a field somebody maintains, which is why the reports cannot disagree with the documents.
Where this actually is
Forty-seven steps, each with a build state we track rather than round up. Here it is, honestly, so a conversation starts from the right place.
The seven not yet built: the cash flow statement, the income and expense statement, both budgets, bank statement import, bank reconciliation, and production value-add for factories. The SST statement is deliberately held until the treatment is verified with RMCD — we would rather ship it late than ship it wrong.
Also still to come across the partly-built steps: document uploads on the six steps that want one, part payments and multi-invoice settlement, store-to-store transfers, and e-Invoice submission with a register of what is pending. There is no customer portal — a quotation is sent as a PDF, and a login for customers waits until one asks for it.
Nothing in the five lanes above describes a step that does not exist. What is unfinished is on this list.
Derived, not maintained.
Three properties that decide whether an ERP is trusted a year in or quietly worked around.
Every figure is computed
Stock on hand, unit cost, ageing and reminder dates are all derived from the records underneath them. No second set of numbers exists to fall out of step.
Scope is enforced on the server
A money-blind role cannot retrieve cost or margin, whatever the interface asks for. Sellers see their own customers, departments see their own vendors.
Every ending has a reason on it
Lost, closed short, disputed, written off, credited, adjusted, counted short — each one records why, so the exceptions are as auditable as the happy path.
Frequently asked questions
How does the inventory module handle stock across more than one store or warehouse?+
Is a supplier bill checked against the purchase order and the goods received note before it can be paid?+
Is approving a purchase order the same as sending it to the supplier?+
Can I stop sales or warehouse staff from seeing cost and margin?+
Which steps are designed but not built yet?+
Can it submit e-Invoices to MyInvois, take part payments, or move stock between stores yet?+
Published 9 September 2026 · Updated 9 September 2026 · Written by the TalbotIQ team