Sales order
CV-2026-0142
Example Customer Ltd · 12 × PC-40Order total incl. VAT: €21,054.00
- Produced
- 0 / 12
- Delivered
- 0 / 12
- Invoiced
- 0 / 12
Linked documents
- OF-2026-0318
- OP-0311
- AV-0587 · 8/12
- NOP-2026-00418
ERP · SALES · PURCHASING · STOCK · PRODUCTION · ASSETS
Enter the order once. Follow it to the ledger.
R&D COPILOT ERP runs sales, purchasing, multi-warehouse stock, production and fixed assets in one system, for companies with one legal entity or several. Invoicing, accounting and reporting read from the same records, with e-Factura and SAF-T built in for companies operating in Romania.
- EU hosting
- Your data, portable
- One-off setup + monthly subscription
What is R&D COPILOT ERP?
An ERP (enterprise resource planning) system keeps sales, purchasing, stock, production, assets and finance in one database, so every team works from the same order instead of its own spreadsheet. R&D COPILOT ERP is that system for small and mid-sized companies. We implement it around your processes and host it in the EU.
- 6 modules, one database
- One company or several
- Full change history
01 / MODULES
Six modules. One document chain.
Each module creates its own documents and hands them to the next. Pick one to read how it works.
01 SAL
Sales
Quotations, orders, partial deliveries and invoices.
- Quotation
- Sales order
- Delivery note
- Invoice
→ Stock → Finance
02 PURPurchasing
Purchase requests, supplier orders and approvals with amount limits.
- Purchase request
- PO
- Receipt (NIR)
→ Stock → Finance
03 STKStock
Several warehouses, batches and serial numbers, transfers and stocktakes.
- Reservation
- Transfer
- Stocktake
← Purchasing · → Sales, Production
04 PRDProduction & service
Bills of materials, work orders and timesheets.
- BOM
- Work order
- Timesheet
← Sales · → Stock
05 ASTFixed assets
Asset register with depreciation schedules.
- Asset card
- Depreciation schedule
→ Finance
06 FINFinance
Invoicing, accounting entries and tax reporting inputs. Romania pack: e-Factura and SAF-T (D406).
- e‑Factura
- Accounting entry
- D406
← every module
All six modules work across several companies. See how
02 / WHO IT IS FOR
Built for how you operate.
The same six modules, set up around the way your business moves goods and work. These are example flows, not customer stories.
Distribution
Stock lives in more than one place and orders ship in parts. Reserve from the right warehouse, deliver what is ready and keep the rest open on the order.
Light manufacturing & assembly
You build to order or to stock from a known list of parts. The bill of materials reserves components, shortages become purchase requests, and finished goods return to stock with their lot.
Installation & service
Work happens on site and materials leave with the team. Service jobs record hours and the serial numbers of what was installed, then go to invoicing.
Several companies
Two or more companies share one system but keep their own documents, series and warehouses. Roles decide who works in one company and who sees all of them.
03 / ORDER FLOW
One order, from the first quote to the ledger.
This is the path a make-to-order sales order follows. Nobody copies it between spreadsheets, and the original order stays attached at each step.
01 / 07 · CRM
Opportunity won
A won opportunity in R&D COPILOT CRM arrives with the customer and the agreed scope.
Example data
CRM-OPP-2207 · Won
R&D COPILOT CRM
02 / 07 · 01 SAL
Quotation
The quotation is built from your price lists and sent for acceptance.
Example data
OF-2026-0318 · Accepted
↳ from CRM-OPP-2207
03 / 07 · 01 SAL
Sales order
The accepted quotation becomes an order without retyping a line.
Example data
CV-2026-0142 · 12 × PC-40
↳ from OF-2026-0318
04 / 07 · 04 PRD
Work order
The order needs 12 panels, so a work order reserves the components and records the hours.
Example data
OP-0311 · 12 × PC-40 · lot L-1207
↳ from CV-2026-0142
05 / 07 · 03 STK
Stock & delivery
Finished panels enter Warehouse A and are reserved for the order. Deliver everything or part of it; the rest stays open.
Example data
RES L-1207 · 12 pcs → AV-0587 · 8 of 12
↳ from CV-2026-0142
06 / 07 · 06 FIN
e-Factura invoice
The 8 delivered panels are invoiced through R&D COPILOT e-Factura, with validation and status tracking.
Example data
NOP-2026-00418 · €14,036.00 · ✓ Validated
↳ from CV-2026-0142
07 / 07 · 06 FIN
Ledger & SAF-T
The accounting entry lands with the order attached; the same record feeds reports and SAF-T (D406).
Example data
4111 14,036.00 = 701 11,600.00 + 4427 2,436.00
↳ from CV-2026-0142
01 SALSales
From quotation to invoice, on one record.
Quotations become orders, orders become deliveries, and deliveries become invoices. Partial deliveries stay visible until the last unit leaves the warehouse, and you invoice what actually left.
- Quotations with price lists and discounts
- Orders created from won CRM opportunities
- Partial deliveries with the open quantity tracked
- Invoices sent through R&D COPILOT e‑Factura
Sales order
CV-2026-0142
Example Customer Ltd
| Item | Ordered | Delivered | Invoiced | Open | Unit price | Net |
|---|---|---|---|---|---|---|
| PC-40Control panel | 12 | 8 | 8 | 4 | 1,450.00 | 17,400.00 |
- Order net
- €17,400.00
- VAT 21%
- €3,654.00
- Total
- €21,054.00
- Invoiced NOP-2026-00418
- €14,036.00
- To invoice · 4 pcs
- €7,018.00
LinkedAV-0587NOP-2026-00418
03 STKStock
Every warehouse, every batch, one stock figure.
See what is on hand, reserved and on order in each warehouse. Batches and serial numbers follow the goods from receipt to delivery, so you can trace any unit back to its supplier.
- Several warehouses with transfers between them
- Batch and serial number tracking
- Reservations from sales orders and work orders
- Stocktakes with differences recorded
Item
TS-200 Temperature sensor
| Warehouse | On hand | Reserved | Available | On order |
|---|---|---|---|---|
| Warehouse A→ OP-0318 | 16 | 6 | 10 | 0 |
| Warehouse B | 15 | 0 | 15 | 0 |
| Production | 0 | 0 | 0 | 0 |
| Total | 31 | 6 | 25 | 0 |
Trace · L-0931
- Example Supplier GmbH
- PO-1042
- NIR-1042
- L-0931
- OP-0311
- PC-40 L-1207
- AV-0587
- Example Customer Ltd
04 PRDProduction & service
Build to stock, build to order, or run service jobs.
Bills of materials say what goes into each product. Work orders reserve the components, timesheets record the hours, and finished goods return to stock with their batch.
Process types
- Make-to-stock
- Make-to-order
- Service jobs
- Bills of materials with components and quantities
- Work orders linked to sales orders
- Timesheets per work order or service job
- Component consumption and finished goods in stock
Work order
OP-0311
- Product
- PC-40 × 12
- Source
- CV-2026-0142
- Output
- lot L-1207 → Warehouse A
| Component | Per unit | Required | Consumed |
|---|---|---|---|
| TS-200Temperature sensor | 2 | 24 | 24lot L-0931 |
| MK-020Mounting kit | 1 | 12 | 12 |
| EN-15Enclosure | 1 | 12 | 124 were short at release → CA-0233 |
Timesheet
- Assembly 6.5 h
- Test 2 h
- Total 8.5 h
05 ASTFixed assets
A fixed asset register that posts its own depreciation.
Keep every asset with its location, the person responsible and its documents, and see its depreciation schedule month by month.
- Asset cards with location and responsible person
- Month-by-month depreciation schedules
- Monthly depreciation posted to accounting automatically
- History of every change
Fixed asset
MF-0042 · CNC router
- Location
- Hall 1
- In use from
- Mar 2026
- Depreciation from
- Apr 2026
- Method
- Straight-line
- Useful life
- 96 months (fixed-asset catalogue)
- Cost
- €144,000.00
| Month | Depreciation | Remaining value | Status |
|---|---|---|---|
| Aug 2026 | €1,500.00 | €136,500.00 | Posted |
| Sep 2026 | €1,500.00 | €135,000.00 | Posted |
| Oct 2026 | €1,500.00 | €133,500.00 | Scheduled |
Accounting entry 6811 = 2813 · €1,500.00
Accounting and tax depreciation are agreed with your accountant during implementation.
06 FINFinanceLocalisation: Romania
Invoicing, accounting and tax reporting from the same records.
Every invoice and accounting entry keeps its source document attached, so reports and tax filings start from the same records your team works in. For companies operating in Romania: invoices leave through R&D COPILOT e-Factura and keep their validation status on the original document, and SAF-T (D406) is prepared through R&D COPILOT Declarations.
- e‑Factura validation and status on every invoice
- Accounting entries with the source document attached
- SAF-T (D406) prepared through Declarations
- Dashboards and exports that keep the source document attached
Customer invoice
NOP-2026-00418
e-Factura status
- Uploaded
- Processing
- Validated
Accounting entry
| Account | Debit | Credit |
|---|---|---|
| 4111Customers | 14,036.00 | |
| 701Revenue from sale of finished goods | 11,600.00 | |
| 4427Output VAT | 2,436.00 |
AttachedCV-2026-0142AV-0587
02 PURPurchasing
Purchases approved before they are ordered.
A purchase request goes through the approval steps you set, becomes a supplier order and is checked against what actually arrived before the invoice reaches finance.
- Internal purchase requests
- Approvals in several steps, with amount limits per role
- Goods receipt (NIR) against the order, including partial receipts
- Three-way match: supplier invoice checked against order and receipt
Matching an invoice when the supplier delivers only part of an order
- 01Approve order
- 02Receive goods
- 03Check invoice
- 04Ready for finance
Supplier order PO-1042
Foreign supplier · EURSupplier
Example Supplier GmbH
Sensor installation · Warehouse A
Order value · net€3,700.00
Received value · net€0.00
Next ownerPurchasing
| Item | Ordered | Received | Unit price | Net |
|---|---|---|---|---|
| Temperature sensorTS-200 | 40 | 0 | €80.00 | €3,200.00 |
| Mounting kitMK-020 | 20 | 0 | €25.00 | €500.00 |
Start with a clear approval.
Review €3,700.00 in goods, then release the order for receiving. All amounts exclude VAT.
Activity
Supplier order drafted. Waiting for the purchasing owner.
Try it: approve the order, record a partial receipt and resolve the invoice difference. Example data
04 / THE PRODUCT
What your team works in.
Four screens from the same example records: the supplier invoice matched against a partial receipt, stock traced lot by lot, the work order behind the panels, and an invoice between two of your companies.
R&D COPILOT ERP · example data Invoice approved for 3,060 euro against the partial receipt; 8 sensors stay open on PO-1042. Open the full screen (opens in a new tab)
R&D COPILOT ERP · example data TS-200 on hand, reserved and available per warehouse, with lot L-0931 traced from supplier to customer. Open the full screen (opens in a new tab)
R&D COPILOT ERP · example data Work order OP-0311 consumes the bill of materials from stock by lot and books assembly and test time against the order. Open the full screen (opens in a new tab)
R&D COPILOT ERP · example data A sales invoice in one company creates the linked purchase invoice in the other; each keeps its own ledger. Open the full screen (opens in a new tab)
05 / MULTI-COMPANY
Several companies. One system. Clear permissions.
Run several companies in the same ERP. Each keeps its own documents, numbering and warehouses, and roles decide who works in one company and who sees all of them.
Active company
Example Company Ltd
- Example Company LtdActive
- Invoice series
- NOP-2026-…
- Warehouses
- Warehouse A · Warehouse B
- Example Service Ltd
- Invoice series
- NSV-2026-…
- Warehouses
- Service warehouse
Roles & permissions
Example Company Ltd
| Role | View | Create | Approve | Change |
|---|---|---|---|---|
| Sales | Yes | Yes | No | Yes |
| Warehouse | Yes | Yes | No | No |
| Accountant | Yes | No | No | No |
| Manager | Yes | Yes | Yes | Yes |
Change history
Recent changes
-
Unit price 1,400.00 to 1,450.00
-
Delivered quantity 0 to 8
-
Approval step 1 to 2
Between companies
Invoice between companies
-
Example Company Ltd
Sales invoice NOP-2026-00431
- Net
- €2,000.00
- VAT 21%
- €420.00
- Total
- €2,420.00
-
Example Service Ltd
Purchase invoice NSV-ACH-0057
Created automatically and linkedNOP-2026-00431Own ledger
The sales invoice goes through RO e-Factura like any invoice between two Romanian companies; the buying company records it against the same document.
06 / CONNECTED
The ERP sits in the middle. The rest of RDCopilot plugs in.
Each connection passes a specific record. Integrations with your existing tools are scoped and tested in the project, not assumed.
- 01 · won deals
R&D COPILOT CRM
What passes: Won opportunities become orders, with the customer and scope.
- 02 · invoices
R&D COPILOT e‑Factura
What passes: Invoices go out and their status comes back to the document.
- 03 · entries
R&D COPILOT Accounting
What passes: Entries arrive with the source document attached.
- 04 · SAF-T
R&D COPILOT Declarations
What passes: SAF-T (D406) is prepared from the same records.
- 05 · people
R&D COPILOT HR
What passes: Employee records and leave; checked inputs for payroll.
- 06 · figures
R&D COPILOT Reports
What passes: Dashboards and exports that keep the source document attached.
- 07 · stock
R&D COPILOT Inventory
What passes: Stock levels and receipts stay in sync with the ERP warehouses, scoped per project.
- 08 · REST API
Mobile apps
What passes: Field and warehouse apps work on the same orders through the ERP’s REST API.
Approvals, alerts and repeat tasks are automated inside the ERP. Flows that reach Microsoft 365, UiPath or other systems you already run go through R&D COPILOT Integrations.
07 / WHY ONE SYSTEM
Spreadsheets, separate tools, or one ERP.
| What you need | Spreadsheets | Separate tools | R&D COPILOT ERP |
|---|---|---|---|
| Order entered once, reused to the ledger | No, copied by hand | Partial, re-entered between tools | Yes |
| Stock reserved for the order | Manual | Depends on the tool | Yes, per warehouse, batch and serial |
| Tax reporting from the same records | Rebuilt by hand | Exported and merged | Yes, with the source document attached |
| Several companies with separate numbering | Separate files | Separate accounts | Yes, in one system |
| Localisation: Romania | |||
| e-Factura status on the original invoice | No | Separate portal | Yes, through R&D COPILOT e-Factura |
| SAF-T (D406) from the same records | Rebuilt by the accountant | Exported and merged | Prepared through R&D COPILOT Declarations |
08 / DATA AND CONTROL
Your data, hosted and controlled.
What we run for you, and what stays in your hands.
EU HOSTING
Hosted in the EU and kept up to date, as part of the monthly subscription.
BACKUPS
Daily encrypted backups, stored in the EU and included in the subscription.
ROLES
Roles and permissions per company decide who sees, creates, approves or changes each document.
HISTORY
Every change keeps who made it, when, and the value before and after.
API
A REST API for every record type, with integrations scoped and tested per project.
IN WRITING
Data access, backup, retention and operational responsibilities are agreed in writing during implementation.
YOUR DATA, PORTABLE
Export your records to CSV or Excel at any time. If you leave, you receive a complete export in a documented format.
09 / IMPLEMENTATION
We start with one order flow, then add the rest.
The timeline is agreed with you after the first workshop. Each step ends with something your team can check.
-
Process mapping
You get The first order flow, its owners, approval steps and exceptions, written down.
-
Configuration
You get Companies, warehouses, document series, roles and approvals set up in your ERP.
-
Data migration
You get Customers, suppliers, items and opening stock imported, with a rehearsal you can check.
-
Integrations
You get e-Factura, accounting and the connections you need, tested on your own documents.
-
Training & acceptance
You get Process owners trained on real scenarios; acceptance agreed before go-live.
-
Go-live & support
You get You go live; we host it in the EU, keep it updated and support you from the team that implemented it.
10 / PRICING
A clear pricing model, quoted for your scope.
There are no published prices, because the cost depends on modules, companies, users and data migration. You receive a written quote once the first workflow is mapped.
-
ONE-OFF
Implementation fee
Paid once, quoted after the first order flow is mapped.
Covers
- Process mapping
- Companies, warehouses and roles configured
- Data migration with a rehearsal
- Integrations tested on your documents
- Training and acceptance
-
MONTHLY
Subscription
EU hosting, updates, daily encrypted backups and support from the team that implements it.
Included
- EU hosting
- Updates
- Daily encrypted backups
- Support from the implementation team
- Full change history
-
AS NEEDED
Extra work
A fixed hourly rate, agreed before any work starts.
Covers
- Changes after go-live
- New reports and exports
- Additional integrations
- Extra training sessions
11 / QUESTIONS
Questions buyers ask before an ERP project.
Is R&D COPILOT ERP right for a company of our size?
It is built for small and mid-sized companies, from one company with a single warehouse to groups with several companies and warehouses. We start with the order flow that matters most to you and add modules when the team is ready.
Can we sign up and start today?
Every project starts with a short call. We agree the workflows, users, data migration, integrations and acceptance criteria, then set up your ERP.
Do we need our own IT team or servers?
No. We host the ERP in the EU, keep it updated and run daily encrypted backups as part of the monthly subscription. Your team needs a current web browser and someone who owns each process.
How long does implementation take?
It depends on the number of modules, companies and how clean your data is. We agree the timeline after the process-mapping workshop, and the first order flow goes live before the rest is added.
How is training handled, and what about new users later?
Training is part of the implementation fee: process owners learn on real scenarios before go-live. After that, support is included in the monthly subscription, and any extra training is agreed at the fixed hourly rate.
Does it handle several warehouses, batches and serial numbers?
Yes. Stock is kept per warehouse, with transfers, reservations, stocktakes and batch and serial tracking from receipt to delivery.
Can we run several companies in it?
Yes. Several companies live in one system, each with its own documents, series and warehouses, and roles and permissions decide who sees what.
How does it work with e-Factura, our accountant and SAF-T?
Invoices go through R&D COPILOT e-Factura with validation and status tracking. Entries reach Romanian accounting with the source document attached, and SAF-T (D406) is prepared through R&D COPILOT Declarations. Fiscal outputs are reviewed with your accountant before go-live. Invoices are sent to RO e-Factura as soon as they are issued, well inside the 5-working-day deadline.
Do we have to replace all our current tools?
No. We map your current process and keep what works. Integrations with CRM, stock and accounting tools are scoped and tested one by one, through the REST API where needed.
How is it priced, and where is our data?
A one-off implementation fee, then a monthly subscription that covers EU hosting, updates, daily encrypted backups and support; extra work is billed at a fixed hourly rate. Data access, backup, retention and responsibilities are agreed in writing during implementation.
How do we get our data out if we leave?
You can export your records to CSV or Excel at any time. If you move to another provider, we hand over a complete export of your data in a documented format, as the EU Data Act requires for cloud services.
Show us your order flow. We’ll walk it through the ERP with you.
A first call covers your companies, warehouses and the order flow you want to start with. You leave with a scoped first flow and a written quote, not a sales pitch.
From idea to implementation
Guides for your workflow
Start an ERP implementation with one order flow
Plan an ERP implementation around one complete order flow, with clear ownership, dependable master data and practical checks before expanding to more modules.
Read guideAn ERP migration rehearsal your team can actually check
Prepare an ERP migration rehearsal with identity mapping, record checks, movement cutoffs and recovery decisions your sales, warehouse and finance teams can verify.
Read guideMatching an invoice when the supplier delivers only part of an order
Connect purchase orders, partial receipts and supplier invoices in a reviewable ERP workflow, with clear discrepancy owners and evidence for the finance handoff.
Read guide