SharePoint · Oil and gas

A SharePoint customer onboarding workflow with credit limit approval

A SharePoint workflow to create customers and set credit limits. Six form sections, approval by department, clause and amount, and the SAP customer code added by the SAP CC creator.

Client: An oil and gas company that opens customer accounts and sets credit limits across sales departments
Industry: Oil and gas
Platform: SharePoint

01The challenge

Customer creation and credit limit approvals ran by email. Tax, bank and credit details were incomplete, due diligence was not recorded, and approvers could not tell which clause or amount slab applied.

02The solution

The form has six sections: Request, Address, General, Bank and Tax, Credit limit and Due diligence. It captures request for, category and clause, whether a sold-to code exists, business segment, department, existing SAP code, dealer or distributor, serving plant or depot, global customer description, sales officer (zone) and sales group (area). Bank and tax fields cover bank, IFSC, turnover above 10 Cr, TDS under section 194Q, export customer, GST and PAN. The credit section takes payment terms, proposed credit limit, expected billing, existing credit limit and remarks. Due diligence has Yes or No items with comments and documents, and the Compliance Officer sees an expiry date. The approval route follows the matrix by department, clause and amount. Approvers can approve, reject or ask for more information, approved requests can be amended repeatedly, and emails go out at each step. The SAP CC creator adds the SAP Customer Code. Admins maintain the masters, the approval matrix, an admin dashboard and reports.

How a customer is opened

RequestRequest for, category and clause, whether the sold-to code exists, business segment and department.
Address and generalExisting SAP code, dealer or distributor, serving plant or depot, global customer description, sales officer (zone) and sales group (area).
Bank and taxBank, IFSC, turnover above 10 Cr, TDS under section 194Q, export customer, GST and PAN.
Credit limitPayment terms, proposed credit limit, expected billing, existing credit limit and remarks.
Due diligenceYes or No items with comments and documents. The Compliance Officer sees the expiry date.
Approval routePicked from the matrix by department, clause and amount.
Need more info and amendmentRequests can go back to the creator, and approved requests can be amended repeatedly. Email goes out at each step.
SAP customer codeThe SAP CC creator adds the SAP Customer Code.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 4Built for this client

Customer request

Request details, address and contact information in one form.

What we built

Six-section formRequest, Address, General, Bank and Tax, Credit limit and Due diligence.
Approval matrixBy department, clause and amount.
Due diligenceAnswers, comments, documents and an expiry date.
SAP code stepA dedicated step for the SAP CC creator.
AmendmentsRepeatable for approved customers.
MastersCustomer category with threshold, clause amount, category clause and payment terms.
Admin dashboardAdmins can act on requests when needed.
ReportsSearch by request number, requester, category, status and dates, with Excel export. Users download only their own department.