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Microsoft™ Dynamics 365 Business Central - ORDER TO CASH PROCESS (OTC) - ACCOUNTS RECEIVABLE

Process Definition Document

Ver. 1.0

I. Introduction

I.1 Purpose of the document

The Process Definition Document details the business process selected for automation with UiPath Robotic Process Automation (RPA). It elaborates on the sequential steps, conditions, and rules of the process, both before and after automation (partial or complete). This document acts as a foundational guide for developers, supplying the necessary information to implement RPA for the chosen business process.

I.2 Process key contact

Role	Name	Notes
BA	Christoph Reichert	Founder of CBR Technology
SME
Architect
Process Owner

II. Process Description

II.1 Process overview

#	Item	Description
1	Process full name	Order-to-Cash (OTC)
2	Process Area	Accounts Receivable
3	Department
4	Role(s) required	Sales and Relationship Manager, Accountant
5	Process schedule and frequency
6	Process SLA
7	Total # of FTEs supporting this activity
8	Description of Job Item	1 sales order for 20 units, 15 shipped and invoiced, 5 left open as backorder; later $3,000 payment recorded.
9	Average handling time per item
10	Average amount of items monthly
11	Peak Period (s)
12	Transaction Volume During Peak Period
13	Level of exception rate
14	Hypercare end criteria*

After successful execution multiple times, the process transitions to the Production phase, where the bot continues to operate. The Limesync team will not actively monitor outcomes but will perform checks as needed, particularly for system exceptions.

II.2. Applications involved

This table provides a complete inventory of the applications utilized in the automated process for executing the specified workflow steps.

#	Application name & version	Lang.	Desktop/Web	Comments
1	Microsoft Dynamics 365 Business Central	English (United States)	Web	Main OTC transaction system

II.3 Process map

Business Process Map:

This chapter provides a high-level overview of the business process.

II.4 Description of input data

This document compiles supporting materials provided by the process owner, created by the RPA solution provider, or generated during the process. The 'Name of input' is used as a reference in the steps. All files belong in the Process folder.

#	Name of input	Purpose/Description	Location
1	Pick Instruction, Cash Flow Date List report, Trial Balance report	Warehouse picking output listing items and partial shipment quantities (15 out of 20); Source data for generating cash flow projections.	Process \ Other

II.5 Process steps

1. Customer Review & OTC Preconditions
Review customer master data and configurations such as credit limits, terms, and fulfillment settings before processing orders.

1.1 Open customer record
Navigate to 'My Settings' via the gear icon to verify the user role as 'Sales and Relationship Manager'. Click the 'Customers' link in the top navigation bar and select customer '20000 · Trey Research' from the list.

1.2 Review customer credit limit
On the Customer Card, review the 'General' fasttab to locate the 'Credit Limit ($)' field, ensuring it is set correctly (e.g., 7,500.00).

1.3 Review payment and collection terms
Expand the 'Payments' fasttab to review 'Payment Terms Code', 'Reminder Terms Code', and 'Fin. Charge Terms Code'. Verify the 'Cash Flow Payment Terms Code' (e.g., NET 30) for forecasting assumptions.

1.4 Review fulfillment and document settings
Open the 'Navigate' menu and select 'Customer' to review 'Ship-to Addresses', 'Cross References', and 'Document Layouts'. Check the 'POSTING DETAILS' for 'Gen. Bus. Posting Group' and 'Customer Posting Group' settings.

2. Sales Order Entry & Validation
Create a new sales order, populate customer data and line items, and validate credit/overdue conditions.

2.1 Open Sales Orders list
Click 'Sales Orders' on the main navigation bar. View the list and use the 'Customer Statistics' FactBox on the right to review account balances (e.g., $5,136.45).

2.2 Create a new sales order
Click the '+ New' button in the Sales Orders action bar to open a blank Sales Order document.

2.3 Enter the customer on the sales order
In the 'Customer Name' field, type 'trey' and select customer '20000' from the dropdown results to populate the header.

2.4 Enter customer PO number
Locate the 'External Document No.' field in the General section and enter the customer's purchase order number (e.g., 'CustomPO1234').

2.5 Select item using cross-reference
In the Lines section, click the 'CROSS-REFERENCE NO.' field. Select item 'ABC-123' (Amsterdam Lamp with Base) from the customer-specific list.

2.6 Review overdue balance warning
Review the informational banner 'This customer has an overdue balance.' and click 'Show details' to inspect red-highlighted past-due entries.

2.7 Enter fulfillment location and order quantity
Select the 'MAIN' location from the 'LOCATION CODE' dropdown and enter '20' into the 'QUANTITY' field.

2.8 Handle credit limit exceeded message
Observe the blue warning bar stating 'The customer's credit limit has been exceeded.' and click 'Show details' to review total amount versus the 7,500.00 limit.

2.9 Update the ship-to address
In the 'Shipping and Billing' section, click the 'Ship-to' dropdown and select 'Alternate Shipping Address'. Choose 'MIAMI' from the 'Ship-to Address List' modal.

2.10 Select shipping agent and service
Select 'UPS' from the 'Agent' dropdown and 'GROUND' from the 'Agent Service' dropdown in the shipping section.

2.11 Send or print order confirmation
Click the 'Print/Send' menu in the toolbar and select 'Print Confirmation...' to generate and preview the 'Order Confirmation' PDF document.

2.12 Release the sales order
Click the 'Release' menu in the Sales Order toolbar and select the 'Release' action to change the status from 'Open' to 'Released'.

3. Warehouse Fulfillment & Shipping Data Capture
Prepare picking instructions for the warehouse and capture partial fulfillment and tracking details.

3.1 Send picking instructions to the warehouse
Select 'Pick Instruction' from the 'Print/Send' menu. Configure the 'EDIT - PICK INSTRUCTION' dialog and click 'Preview' to view the report showing ordered and planned ship quantities.

3.2 Set quantity planned to ship
Locate the 'Qty. to Ship' column in the Lines grid and update the value to '15' (representing a partial shipment).

3.3 Record lot number in item tracking lines
Open the 'EDIT - ITEM TRACKING LINES' dialog. Use the 'Lot No. List' lookup to select 'LOTNO1234' and assign it to the 15 units being shipped.

3.4 Enter package tracking information
In the 'Shipping and Billing' section, type the tracking number (e.g., '3485734987897987') into the 'Package Tracking No.' field.

3.5 Run preview posting
Click the 'Posting' menu and select 'Preview Posting' to validate entries for G/L, Customer Ledger, and Item Ledger before finalizing.

4. Posting Shipment & Invoice and Updating AR
Finalize the sales order by posting the shipment and invoice, followed by reviewing the customer ledger and balance.

4.1 Post shipment and invoice
Click 'Post...' in the toolbar. In the dialog, select 'Ship and Invoice' and click 'OK' to process both simultaneously.

4.2 Review residual open quantity
Review the Sales Order lines to confirm 'QTY. SHIPPED' is 15 and 'QTY. TO SHIP' is updated to the remaining 5 for the backorder.

4.3 Open generated shipment and invoice documents
Use the navigation menu 'Order' -> 'Shipments' to view the posted shipment records linked to the sales order.

4.4 Review updated customer balance
Return to the Sales Order list and drill down into the 'Balance ($)' hyperlink (e.g., 5,136.45) in the FactBox to view the new invoice PS-INV103217 in 'Customer Ledger Entries'.

5. Cash Receipt, Forecasting & Reporting
Record a bank deposit for customer payment, verify impact on AR balance, and perform cash flow forecasting and trial balance reporting.

5.1 Detailed cash receipts process reference
Note: A detailed transaction description for cash receipts is available in a separate video referenced by the presenter.

5.2 Create a new bank deposit
Search for 'deposi' in the 'TELL ME WHAT YOU WANT TO DO' dialog and select 'Deposits'. Click '+ New' to create deposit G04008.

5.3 Select deposit bank account
Select the 'CHECKING' (World Wide Bank) account from the 'Bank Account No.' dropdown in the deposit header.

5.4 Enter customer payment line
Add a line with Account Type 'Customer', Account No. '20000', Document No. '345676' (check number), and a Credit Amount of '3,000.00'.

5.5 Apply payment to invoices
Navigate to 'Lines' -> 'Functions' -> 'Apply Entries'. Decide to leave the amount 'on account' by closing the application screen without selecting specific invoices.

5.6 Post the bank deposit
Hover over the 'Posting' menu in the bank deposit header and click 'Post' to update the bank account with the 3,000.00 total.

5.7 Review updated customer balance after payment
Return to the Customer Statistics screen to verify the reduced balance of 2,136.45 after the payment was posted.

5.8 Open cash flow forecasting
Navigate to the accountant-visible 'Cash Management' area and select 'Cash Flow Forecasts'. Open the 'DEFAULT' forecast card.

5.9 Configure cash flow date list
In the 'Edit - Cash Flow Date List' dialog, set the 'From Date' to 7/9/2019, 'Interval Length' to '1W' (1 week), and 'Number of Intervals' to '6'.

5.10 Preview cash flow forecast report
Click the 'Preview' button at the bottom of the parameter dialog to generate the 'Cash Flow Date List' report.

5.11 Run customer trial balance reporting
Use the search interface to find 'Detail Trial Balance'. Configure filters for the G/L account and preview the traditional customer trial balance report.

II.7 Managing Business Exceptions

The Business Process Owner and Business Analysts should document all identified business exceptions within the automation process below. These exceptions can be categorized as follows: The table below lists all known, pre-existing business process exceptions identified during evaluation and documentation. For each exception, the corresponding robot action is specified.

BE #	BE Message	Step	Action to be taken
EX1	Customer record not found during order entry	2.3	Manual escalation required for customer creation/onboarding.
EX2	Customer has overdue balance	2.6	Human reviews detail and decides whether to continue.
EX3	Order exceeds credit limit	2.8	Acknowledge warning or route to approval workflow depending on configuration.

II.8 Error and Exception Handling in Applications (Systems)

Consolidated list of robot errors, warnings, and notifications with descriptions and required actions. System exceptions will trigger a retry (2 attempts total). The Limesync support team will be emailed for all system exceptions, regardless of retry success.

If additional steps are needed for Microsoft™ Dynamics 365 Business Central - ORDER TO CASH PROCESS (OTC) - ACCOUNTS RECEIVABLE, add them to the table below.

#	Error name	Step	Parameters	Action to be taken
EX8	Preview posting finds errors/problems	3.5		Do not post until errors are corrected manually.
EX11	Cash flow forecast access unavailable	5.8		Ensure user has Accountant role / permissions.

II.9 Test Cases

A comprehensive list of all process scenarios. Each test scenario uses a specific input item to verify correct processing.

Link to UAT File: