01What it is
An order has a number, a job or the to stock label, a supplier, a status, an order date, an expected delivery and a received date. Items are picked from the catalogue or typed in by hand.
The statuses are Needed, Ordered, In transit, In stock, Installed, Returned and Cancelled. Setting In stock records the received date but does not change warehouse stock.
An item in a foreign currency freezes the exchange rate when saved, so its value in the company currency does not change. An order for a job with an invoice number becomes a purchase cost of that job.
- FOR WHOM
- A job, or to stock with no job.
- OFFERS
- Several suppliers compared before ordering.
- DELAYS
- A notification once the expected delivery has passed.
02What it is for
Keep deliveries on track
The Ordered / in transit tile and the delayed order notification.
Buy for less
Offers from several suppliers with the cheapest and fastest marked.
See what holds up a job
The job filter shows its materials in every status.
Know the value in progress
People with access to finance see the value of open orders.
03Main options
Orders is the register of every status and the order form with the Order, Items and Offers tabs.
What, for whom, from whom and when
Tiles: All orders, Needed, Ordered / in transit and Value in progress.
- Columns: order with item count, job, project, supplier, due, value, status
- Filters: job, status, category and group; search by number, job and supplier
- Status change from the row menu, CSV export
The header and the actual materials
A new order starts with just the header; you add items in the second tab.
- Job or To stock (no job), supplier or To be decided, status and dates
- An item from the catalogue or entered manually, catalogue number and quantity
- Purchase price and currency with the rate to the company currency
Compare before you order
Offers are collected and chosen while the order has the status Needed.
- Supplier, net amount, currency, delivery date, valid until
- The cheapest and fastest labels
- Choose offer sets the supplier and date; the others are rejected
04Tasks step by step
- STEP 1Open Modules › Materials › Orders and choose New requirement.
- STEP 2Pick the job and the supplier, or To be decided, and save the header.
- STEP 3In the Items tab add materials from the catalogue with quantity and purchase price.
- STEP 4Once you have placed the order with the supplier, set the status to Ordered and the expected delivery.
- STEP 1In an order with the status Needed go to the Offers tab.
- STEP 2Add each supplier's offer with the amount and delivery date.
- STEP 3On the chosen offer use Choose offer.
- STEP 1Change the status to In stock from the row menu. The received date is filled in automatically.
- STEP 2If the material goes into stock, enter the new level with a correction on the product record.
05Actions
The most common tasks around orders.
New requirement
An order header for a job.
Change status
Ordered, in transit, in stock, installed.
Add offer
Amount, date and validity from a supplier.
Choose offer
Sets the supplier and delivery date.
CSV export
Orders from the current filter.
06What it connects to
Choose a module to see what an order changes elsewhere.
Requirements
Requirements is the same register narrowed to the status Needed.
Go to the topicRequirementsSuppliers
Orders with a supplier count towards the spend on their record.
Go to the topicSuppliersLiabilities
The invoice number, payment date and payment of an order are in liabilities.
Go to the topicLiabilitiesProject costs
An order for a job with an invoice number is a purchase cost.
Go to the topicProject costsSurplus
Before ordering, check whether the material is sitting as surplus on another project.
Go to the topicSurplusSupplier analysis
Delivery punctuality is worked out from order and received dates.
Go to the topicSupplier analysis