SOP Title

Purpose

Provide a brief description of the purpose of this SOP, e.g. This SOP outlines the step-by-step process for creating a Sales Order and ensuring it is accurately converted into an Invoice.

Responsibilities

List the roles involved and their responsibilities in this process, e.g. 

Prerequisites / Requirements

List all requirements that must be fulfilled before carrying out this SOP. Examples include:

1. The product and pricing must already be created and updated in Odoo.
2. For event billing, confirmation from the PM team on the list of participants (usually listed in the Planning Excel – Sales tab).
3. For SLA billing, confirmation from relevant departments on the number of people to bill and the agreed price.
4. All required supporting documents (if applicable).
5. Completion of any related or prerequisite SOPs (if applicable).

Flow Overview (Optional)

If relevant, insert a top-down flowchart to illustrate the overall process. You may use Lucidchart to create the flowchart, then copy and paste it here.

If you need access to Lucidchart, please contact Sanyukta or Phish.

Example of a top-down flowchart:

Procedure (Step-by-Step)

1. Clearly number each step in the procedure.

Ensure that the numbered steps are formatted as Header 4 in Odoo Knowledge. To do this, highlight the sentence and select Header 4 when the mini pop-up window appears.

This allows users to easily track the steps via the Table of Contents.

2. Bold all system actions (e.g., clicks, menu selections) to make them stand out.

e.g. Select the "Other Info" tab. In this section, fill in only the Analytic Account and Customer Reference fields.

3. Add screenshots whenever possible to improve clarity and reduce errors.

Screenshots are typically added after the numbered step and before the description (as shown here).

 You can also enable Shadow for better visibility by clicking on the image and selecting the symbol below:

We currently use Folge to record step-by-step processes. It works similarly to Tango, allowing you to capture each step as you perform it. This saves time compared to manually taking and editing screenshots.

• If you are an SOP Champion, you should have already completed a Folge training with Phish.

• If you have not used Folge before, please watch this [tutorial link] to learn how to use the tool effectively.

Troubleshooting (Optional)

If a step cannot be completed or an issue arises, describe how to handle it. Examples include:

1. Inaccurate details after Sales Order confirmation → Inform the Finance team and follow the agreed corrective procedure.

2. Invoice creation fails in Odoo → Retry after clearing cache; if the issue persists, escalate to IT support.

3. etc.

Related Documents

List all other SOPs, forms, or glossary pages that relate to this process. Use a numbered format and include links so users can quickly access them. For example:

1. Glossary: Company Codes
2. SOP: Events: SO Confirmation > Participants Registration
3. etc.

Revision History

Add a new line to the table below & record the changes made. Remember to update the final date & time, too.