The big picture
One business, one record, handed from desk to desk.
Deetzo is not a set of separate apps that happen to share a login. A quote accepted in CRM becomes a sales order in Sales. The sales order raises a work order in Production. A short material raises a requisition in Purchases. What arrives goes through Quality into Inventory. The invoice takes the goods out of stock and posts to Books. Each document keeps a link to the one it came from, so you can walk the chain in either direction.
Three rules that explain most surprises
On the sell side, stock leaves when an invoice is finalised — not when the sales order is confirmed, and not when the goods are dispatched. A draft invoice moves nothing.
A delivery note records what went out, how and to whom. It updates the order's delivered quantities, and that is all. If stock looks too high after a dispatch, look for an unfinalised invoice.
You never post a journal for an invoice, bill, receipt or pay run by hand. Each one posts its own entry at a fixed moment (§05), and reverses it if the document is cancelled.
Lead to cash
The main path, and the two branches that feed it.
Read the top row left to right: that is the customer's journey. The sales order in the middle is the hub. It shows every invoice, delivery, work order, requisition and purchase order raised against it, and a single next-step button that tells you what to do now (§02).
| Step | Where you click | What happens | Guide |
|---|---|---|---|
| Lead → quote | Lead → Quotes tab → Create Quote | A quote linked to the lead. Sending it moves the lead to Proposal. | CRM |
| Quote accepted | Quote → status → Mark as Accepted | The lead is marked Won at once, and Deetzo asks “Create sales order?” — choose Create sales order or Later. | CRM |
| Quote → order | Quote → Convert to sales order (or the prompt above) | A draft sales order carrying the quote's lines, linked to the quote and lead. If your company routes quotes for approval, the quote must be approved first. | Sales |
| Confirm the order | Sales order → Confirm order | Runs the customer's credit check (with Confirm anyway). Nothing downstream can be raised until the order is confirmed. | Sales |
| Build it | Sales order → Create work order | A work order for a line with a manufacturing BOM. Short sub-assemblies can become draft child work orders. | Production |
| Bill it | Sales order → Create invoice → pick lines → Create draft | A draft invoice. Finalise it to take the goods out of stock and post the sale. | Sales |
| Ship it | Sales order → Create delivery → Save & dispatch | A delivery note. Rolls up the delivered quantity on the order; moves no stock. | Dispatch |
| Get paid | Invoice → Record payment | A payment received, matched to the invoice, posted to the bank. | Sales |
An accepted quote with no order can go straight to an invoice (Convert to invoice), and a delivery note can raise its own invoice. The order-first path above is the one that keeps every link in place.
The order's next step
One banner, one button, always the right one for the order's state.
At the top of every sales order is a Next step banner. It reads the order and offers the single action that moves it forward. If you are not sure what to do with an order, do what the banner says.
| When the order is… | The button says |
|---|---|
| Draft, and your company requires approval | Send for approval |
| Awaiting approval | Approve — shown only to the approver |
| Rejected | Send for approval again, after fixing it |
| Draft or approved | Confirm order |
| Confirmed, with an item to manufacture and no work order yet | Create work order Manufacturing |
| Confirmed, nothing invoiced yet | Create invoice |
| Invoiced, with goods still to send | Create delivery |
| Delivered, with quantity still unbilled | Create invoice |
| Fully invoiced and delivered | “Order fully invoiced and delivered” — nothing left to do |
| Closed, cancelled or voided | No button |
The action rail on the right of a confirmed order has the rest: Assign existing work order, Create requisition and Plan production, alongside the invoice and delivery buttons.
Make and buy
What the order asks the factory and the purchase desk to do.
A work order
A purchase
How a shortage becomes a purchase
Plan production
From the sales order. Works out what is short across the order, then Raise PO or Create draft WOs.
Sales order → Plan productionFrom the work order
Raise PR for shortages requests exactly what the job is missing.
Work order → materialsFrom the order
Create requisition copies the order's unfilled lines — all of them, not just the short ones.
Sales order → action railOne PO per vendor
Select approved requisitions and Merge into one PO: Deetzo splits them by each item's preferred vendor.
Purchases → RequisitionsIf a blocking quality check covers an item, what you receive goes into QC-HOLD, not into stock you can use. Submitting the inspection lets the accepted quantity into stock and sends the rejected quantity to an NCR. The same kind of gate on a work order stage stops the finished goods being received until it is cleared. See Production Control.
When stock moves
A short list. If it is not here, it does not change your stock.
| This action | Does this to stock |
|---|---|
| Goods receipt — Confirm Receipt | Adds the accepted quantity — or parks it in QC-HOLD if a blocking check applies |
| Submitting an incoming inspection | Moves the held quantity: accepted into stock, rejected out to the NCR |
| Work order — Issue materials | Takes components out (completing a stage can issue its materials for you) |
| Work order — Receive or Complete | Adds finished goods |
| Invoice — Finalise | Takes the sold goods out. Cancelling a final invoice puts them back |
| Credit and debit notes, returns | Put goods back in, or send them back to the supplier |
| Stock adjustment, opening stock, transfer | Corrects the count, or moves stock between stores |
These do not move stock: confirming a sales order, releasing a work order (it only reserves), a draft invoice, a delivery note, a purchase order.
Every movement is written to the item's stock history with a reason. Inventory & Items explains how to read it.
When money reaches Books
Each document posts its own journal, at one moment.
| Document | Posts when | In short |
|---|---|---|
| Invoice | it is finalised; reversed if cancelled | Sales, GST and the cost of the goods sold |
| Payment received | it is recorded | Bank up, customer balance down |
| Goods receipt | it is saved | Stock up, “received but not yet billed” up |
| Vendor bill | it is created — or approved, if bills need approval | What you owe the supplier |
| Payment made | it is recorded | Supplier balance down, bank down |
| Expense | it is saved, edited or deleted | The expense and how it was paid |
| Credit / debit note | it is finalised; reversed if cancelled | The correction to the sale or purchase |
| Work order | materials are issued, stages are completed, and it is completed or cancelled | Work in progress, then the cost of what was made |
| Stock adjustment | opening stock or a manual adjustment is saved | The value of the change |
| Pay run | it is approved, then again when payment is recorded | Salaries and deductions, then the bank payment |
Landed-cost vouchers, depreciation, asset disposals, manual journals, opening balances and year-end close post too. Sales orders, purchase orders, quotes, proforma invoices and delivery notes never do. Accounting & Books has the full picture.
People to payroll
The days people work become the money they are paid.
A month of pay
A pay run reads the month's attendance, leave, holidays and shifts. Approving it posts the payroll journal and locks attendance for that month, so the days cannot change under a paid salary. Attendance & Leave covers the days; Payroll covers the run.
Modules and licences
Why a colleague sees a menu you don't.
Your company's plan switches modules on. Within those, each person's role and permissions decide what they can open and do. A missing menu is one or the other.
| Sidebar section | Comes with the module |
|---|---|
| CRM | CRM also switches on Quotes · Campaigns |
| Sales | Sales & Invoicing |
| Purchases | Purchases |
| Inventory | Inventory |
| Production Control | Manufacturing |
| Books | Books & Accounting (Bank & Cash Accounts is always there) |
| People | Attendance & Leave |
| Payroll | Payroll |
| Workspace | Tasks · Projects · Documents · Email Sync |
| Reports | Advanced Reports |
Dashboard, Inbox, Team and Settings come with every plan. Campaigns, Email Sync and Payroll are off until your company adds them.
Quotes appear in the Sales section of the sidebar, but they come with the CRM module. A company without CRM does not see them.
Quick reference
| Question | Answer |
|---|---|
| When does a lead become Won? | The moment one of its quotes is marked Accepted |
| Bill or ship first? | The next-step banner asks for the invoice first, then the delivery |
| When does stock leave on a sale? | When the invoice is finalised — never at delivery |
| When does stock arrive on a purchase? | When the goods receipt is confirmed — unless QC-HOLD keeps it back |
| When is a work order's material used? | When it is issued, or when a stage that issues it is completed |
| What posts to Books? | Invoices, payments, receipts, bills, expenses, notes, work orders, adjustments and pay runs — §05 |
| What never posts? | Quotes, sales orders, purchase orders, proforma invoices, delivery notes |
| I can't see a menu | The module is not on your plan, or your role does not grant it — §07 |