Overview of Order Management

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Orders List

This view provides a means for viewing and searching for orders. New orders can be created by clicking on the “Add new” button.

Orders List

There is also a context-sensitive menu accessible by a right-click on the row that you want to perform some action on. It allows sharing orders, copying orders, printing orders with and without prices, and deleting orders. If there is some data associated with orders (such as tickets or actual amounts or scheduled trucks), then you will not be able to delete the orders.

                                                  Context Sensitive Order Menu

Order Detail Form

Provides a means for adding new orders and for viewing the detail of an existing order.

Order Detail Form

The customer field has a “+” outside the dropdown. If you click the “+”, you will get a form to add a new customer. The down arrow in the customer field displays the list of customers. Or you can put your cursor in the text area (of the customer field) and start typing and the item matching what you have typed will display. The quotes and contacts controls behave the same way except they do this for their entity which would be quotes and contacts. When selecting contacts, you will only see the contacts associated with the customer you entered above.

When customers are entered into the system, they should be identified by name only.  If no account number is added, the system will assume the customer is COD and will show the text COD on some views and will also show a checked checkbox on the schedule under the COD column.

No Account COD

If you are using QuickBooks and the customer is already in QuickBooks, include the name as the account number. Be sure the customer name exactly matches what is in QuickBooks for the invoice upload to work.

Total Values Calculated

The total values on order are calculated automatically based on the values present in the line items and the sales tax. The sales tax rate should be entered, should you want sales tax calculated on the order. 5% should be entered as 5. The system will divide by 100, so do not enter .05 for 5%. The rate does not have to be an integer, so if the sales tax is 5.5% you would enter 5.5. The sales tax will be calculated automatically based on the sales tax percent and the total of material and freight.

If any line item has “Deliver to” or “Load at” value as “Job site” then it will be replaced on schedule & other reports (wherever applicable)  with the “Job site” field value that was entered while creating the order.

Overriding Material and Freight Totals on Order Lines

While adding order lines on orders, material total and freight total are calculated automatically once you specify the material rate/freight rate and the quantity. However, if you do not want to have the automatically calculated values, you can simply enter the material and freight totals directly which will override the already calculated values. Once you override the values, changing the material/freight rate will not impact the overridden values.

Overridden values are shown in the misty rose background on order detail form which makes it easier to identify the order lines with overridden values.

Overridden Values

If you click on edit for the same order line, you will be able to see the misty rose background on material and freight total fields indicating that they are overridden.

Edit Overridden Values

Create a Quote from an Order

When the dispatcher chooses the option "Create Quote from Order", they get a prompt “Are you sure you want to create a quote from this order? Choosing Yes, will create a project and a quote based on this order.” If the dispatcher chooses yes a new project and quote with the same line items as the order are created. After they are created, the current order is associated with that quote.

Create Quote From Order

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