Orders

Orders are managed through adding items to an order basket and then placing the orders with the suppliers for a given delivery date.

Creating Orders

Follow these steps to create a new order:

1. Click Create Order

2. Find Products to add to the order by either

   • Search for by Name or Product Code

   • Select a Supplier from the drop down to list all products supplied

     • Add additional filtering by selecting a Category or Subcategory

   If configured, additional columns are showing in the product selection list

   • On Hand - currently reported stock levels of the product

   • On Order - any items currently ordered where the status is placed, opened and dispatched states

   • Par Level - the set par stock level of the item

   • Suggested Order - the quantity suggested to order based on the configuration rules

3. Enter a Quantity for the required items

   Selecting the Product to Add tab will display those items with quantities entered but not yet added to the order basket, to remove those items click Clear Products to Add

4. Click the Add Items button and continue adding items until all items are selected

   This will add items to the order basket but not actually place the order, items from different suppliers can be added and the order basket will be split between the supplier items added

5. Click Close

Alternatively items can be directly added to an order basket, Navigate to Order Basket (Cart Icon)| click Add Item and follow the above steps.

Editing Orders (before placing the order)

When a basket has been created items can be either, removed, added or edited.

The order basket will display the following information:

• Items added to the basket, displayed per supplier

• Information when the order has to be placed by if there are any cut off times set for the next delivery date by the supplier

• Budget allowance information if configured

• Totals values of each / all orders

The following options are available when managing orders in the basket:

• Click Add Item - enables additional items to be added to the basket

• Click the Edit Icon

  • Update item quantities

  • Click the red icon to remove an item from the order

• Create Template - from the items added a template can be created

  For more information on creating and managing templates click here

Deleting Orders (before placing the order)

Follow these steps to delete an existing order:

1. Click the Delete icon

2. Click OK to confirm the deletion of the order

   The order will be removed from the basket

Placing Orders

When all items are have been added to the order basket for one or more selected suppliers the orders can be placed.

Follow these steps to place an order:

1. Click Place Order

2. Select the Department from the drop down

   Departments define who the order is being raised for, within big locations different departments might be configured to define who the order is for, this is optional so might not display for all locations

3. Update the Delivery Date from the calendar if required

   By default the next available date is automatically selected, a future date shown in green could also be selected

4. Click Place Orders

   Orders for all suppliers will be placed with their unique order reference number displayed at the top of an empty order basket screen

Managing Orders (after placing)

Once an order has been placed and before the supplier acknowledges the order and moves it opened then updates to that order can still be made.

The following options are available when managing orders in the open status:

• Attach Documents

  • Click Attachments tab | Upload | Select file | click OK

• Update Department

  • Click Edit | Update Department | click OK

• Enter Supplier Order Reference Number

  • Click Edit | enter Reference | click OK

• Update Requested Delivery Date

  • Click Edit | select New Date | click OK

• Add Note

  • Click + Icon | enter Note | click OK

• Cancel Order

  • Click Cancel | enter Cancellation Reason | click Yes

    Order status will update to Cancelled