Decide what acceptance means
Document the event that starts the order handoff in your own process. It might require a signed proposal, a purchase order, or a separate internal approval. Do not let an informal positive reply automatically stand in for every required commercial step.
Map the records before connecting systems
Identify the customer, contact, delivery location, proposal version, product identifiers, selected configurations, quantities, and commercial terms that operations needs. Decide which system owns each field. A customer-facing product name may need a different internal identifier, so preserve the mapping rather than relying on text matching.
Plan for revisions and repeated submissions
Give each handoff a stable reference and define how a changed proposal updates the existing record. Specify what happens if the same request arrives twice or if one system is unavailable. Keep failed handoffs visible and assign a person or queue to resolve them.
Confirm the result with operations
Test a small order from acceptance through the receiving system. Ask the operations team to identify missing information and unclear assumptions. Check that the current version arrived, the quantities match, and the delivery details are usable. Keep a record of the handoff status so the salesperson knows whether the order is ready for the next step.