ORDERS FROM RECIPIENTS

In this module the orders for assortment that is offered for sale are entered. Tasks of the module include:

1. Orders registry
2. Import of the order specification from the xls file
3. Generating of trade documents
4. Generating of warehouse documents

• Order from the receivers can be created in the Scratchpad. Such orders are not included in other modules.
• On the basis of the order from the receiver you can automatically generate other documents, including: warehouse release, proforma invoice, VAT invoice, advance invoice, and final invoice. Generated documents in this way will be visible in the tab „Related documents”.
• Orders for products are the basis for the production planning. After order confirmation all the ordered products are sent to the Production Planning module.
• Orders for products can also be a basis for the Transport planning in the Transport module.
• Orders from receivers are taken into account in the module of global demand.

Status - document's status:

• confirmed - order's data is shown in other modules, there is no possibility of edition
• scratchpad - data is not shown in other modules, edition is possible, the order is pending for confirmation.

Availability - the bar that informs you about the availability level of the ordered products in the warehouse.

++++ Screen: Availability | ++++ Status of reservation

Reserved Orders - the bar that informs about the reservation status of ordered products among those accessible in the warehouse

++++ Screen:Reserved Orders | ++++

Completed Orders - the progress bar informing the progress of production.

++++ Screen: Completed Orders | ++++

Route - the route which was chosen for supply under the condition of the fleet vehicles' ownership. Foreign number - the number of the order document (used by the orderer)

Date of issuing a foreign order - the date that is on the order document received from the reciver.

Date of the foreign order receipt - the date of the contractor's order receiving.

Remarks - remarks that concern the particular order that are not visible in other modules.

Label - the label of order chosen among defined labels.

Time consumption - the time of the production realization resulting from the production standards.

When orders concern considerable volumes of assortment, such orders can be realized by using a split order. This kind of delivery can be preceded by the advance invoice. In order to generate needed documents:

Generate the advance invoice:

1. In the module Orders choose From costumers
2. Click on the document for which you want to generate documents
3. Click on the Document and choose Advance invoice
4. Define the way of payment and click on Confirm
5. Select the specification for which you want to define the prepayment amount and choose Edit
6. Insert the gross amount of the prepayment and click on Confirm
7. Choose Save and confirm the document
8. Click on Confirm

++++ Screen: Advance invoice generating | ++++ ++++ Screen: Confirmation of the advance invoice header | ++++ ++++ Screen: Defining of the prepayment amount | ++++ ++++ Screen: Confirmation of the advance invoice | ++++

Generate the release document (concerning the split order):

1. In the module Orders choose From costumers
2. Select the order from the customer for which you want to generate a document
3. In the details panel choose the tab Reservations
4. Select the assortment which has to be released
5. Click on the Reservation manager and choose Reserve the quantity
6. Insert the quantity which has to be reserved for release and click Confirm
7. Choose Document and select Document of release
8. Select the External release and click on Choose
9. Confirm the header of the External release document by clicking on Confirm
10. In the details panel choose the tab Related documents
11. Select an external release document
12. Click on Confirm document

++++ Screen: Reservation of the split order | ++++ ++++ Screen: Generating of the order split note | ++++ ++++ Screen: Confirmation of the order split note | ++++

Generate the final invoice:

1. In the module Orders choose From customers
2. Select the order document from the customer
3. Click on Reservations, and then choose Reserve the lacking quantity of assortment
4. Click on Document and choose the Final invoice
5. Select the type of document and click on Choose
6. Define the way of payment and Confirm

++++ Screen: Generating of the final invoice | ++++ ++++ Screen: The choice of the final invoice document type | ++++ ++++ Screen: Header of the final invoice document | ++++ ++++ Screen: Confirmation of the final invoice document | ++++

During the insertion of an order to the supplier, it is possible to choose the deadline of the materials' delivery agreed with the contractor. The deadline can be defined generally for the whole order, or you can assign a different deadline for each item.

The Deadline function allows you for inserting the deadline confirmed by the supplier. It can relate to the whole order or chosen items. The system gives the possibility of making changes of the deadline, enabling for the registry of the reasons. In the future, gathered information can help in evaluating contractors based on the timeliness of orders.

It enables you for sending a document as the e-mail message. Document is sent in the pdf format. More information you can find here.

It enables you for the printout of the order specification, the issued duplicate, or after choosing the date of a new order duplicate. The printout is realized according to a defined template that can be edited. Information about how to edit or create a new template you can find here.

++++ Screen: Printing of the order | ++++

It serves for quick addition and edition of remarks, no matter of the document status. ++++ Screen: Addition of remarks| ++++

Reservations - is the assignment of the specified number of a ready-made product for the client, who made an order for this product.

Assortment reservation is realized irrespective of the order status and can be automatically or manually carried out. You can read more about reservations here.

The icon serves for generating order documents. For the production that hasn't been taken up yet, there is possibility of the document issuing Pro Forma invoices and advance invoices. For the completed production there is possibility of issuing sales and release notes.

In order to issue the order document:

1. In module Orders choose From customers.
2. choose the order to which you want to issue a document.
3. Click on the icon Document and choose the document type.

++++ Screen: Issuing an order document | ++++

You can check what documents were generated to the particular order by choosing the tab Related documents, at any time.

In order to check what documents were issued:

1. In module Orders choose From customers.
2. Choose the order, which you want to check.
3. Choose the tab Related documents.
4. Newly issued documents have the Scratchpad status. From this level you can Edit, Delete or Confirm.

++++ Screen: Issuing the order document | ++++

More information about generating order documents you can find here.

Modus program enables you for a detailed route plan. Every stopovers and distances between them can be specified as well as the average time of the whole route. More about reservations you can find here.

In order to assign a delivery route to the specific order:

1. Choose the order to which you want to assign the route,
2. Click on Routes,
3. Choose the delivery route.

++++ Screen: Assigning a route to the specific order | ++++

The icon serves for following the status of the order which is important to you. You can check the state of its realization, e.g. how many elements are ready, or at what stage are the other elements. In order to familiarize with the order details:

1. from module Orders choose From costumers.
2. select the order, which details you want to see,
3. Click on Details,
4. In the window Order details the list of ordered products will appear.

++++ Screen: details of the order | ++++

Information in the window Details of the order includes:

• serial number of the ordered product
• description - it informs you about the raw materials from which a particular variant was made from.
• remarks regarding the production - remarks regarding the production process specified during the addition of an order from the customer.

The layout of columns can be adjusted according to individual preferences by using the function Adjust the view.

Icon „Realization” serves for marking orders as completed. This function is used in the situation when:

• the order was not completed, e.g. client's resignation
• the order is realized for individual purposes. Therefore, any release or sale notes were not issued
• the order was realized but documents were issued manually in the warehouse or sales module, but not on the basis of the sales order document. It has the influence in the module Transport because the products from these orders will be visible in planning.

Each order has the realization progress bar. If the order will be partially realized, it will be visible on it. The order will be waiting for the subsequent realization. Function Realization allows for the change of the order as completed. If the order was reserved by the assortment, reservations will be exempted.

In order to mark the order as completed:

1. In module Orders choose From customers.
2. Select the order, in which the positions are not completed, and which you want to mark as completed.
3. Click on the icon Realization.

++++ Screen: Marking the order as completed | ++++

There is a possibility of marking the chosen order position as Completed. In order to mark the order position as completed:

1. In the module Orders choose From customers.
2. Select the order in which the positions are not realized, but you want them to be marked are completed.
3. Move to the bar Reservations
4. Select the position which you want to mark as completed.
5. Click the icon Setting/Deletion of the realization marker.

++++ Screen: Marking the order position as completed | ++++

Archive

Orders completed in 100 percent can be transferred to the archive, therefore they will not be visible on the list. If needed, they can be viewed by using the option Show also archive data. You can also retrieve the orders from the archive. In order to transfer the order to the archive:

1. From menu Orders choose From customers.
2. Choose the order, which you want to locate in the archive.
3. Click Realization
4. Choose Tranfer to the archive

++++ Screen: Tranfering to the archive| ++++

The icon „Calendar” enables you for the insight in the production orders. By taking orders you can assess the possibilities of the order realization, choosing the suitable date for the contractor.

Modus system gives you the option of the ordered assortment reservation as well as removal the earlier reservations. The main point of the assortment reservation is to block the availability of the assortment release or sale by other users. Reserved assortment reduces the inventory balance by the reserved amount. More information you can find here.

In order to make the reservation:

1. In module Orders choose From the customers.
2. Choose the order, to which you want to make an assortment reservation.
3. Move on to the bar Reservations.
4. Choose the assortment, which you want to reserve.
5. Select Reservations management.
6. Click Reserve the missing quantity or Reserve the quantity.
7. If the assortment is enabled from the option registry of warehouse batches choose the batch from which the assortment should be reserved.
8. Click Reserve.
9. Insert the number of the reserved assortment.

++++ Screen: Reservation of the ordered assortment | ++++

Accepted order automatically goes to the production planning. If the ordered product is in stock, there is an option to order the smaller quantity.

In order to define the quantity for production:

1. In module Orders choose From costumers.
2. Choose the order, for which you want to plan the smaller number of products (it should have the status Scratchpad).
3. Move to the bar Reservations.
4. Choose the product, for which you want to change the number for production.
5. Click Quantity for production.
6. Give the quantity that should be produced

++++ Screen: Quantity for production | ++++

System Modus enables you for making changes in the order from the customer. It is especially important when the order status does not allow for its edition.

In order to transfer the order position:

1. Go to the module Orders and choose From customers.
2. Select the order from which you want to make the transfer.
3. Open the bar Details.
4. Choose the orders position that you want to transfer to another position.
5. click the icon Transfer the position to another order.
6. Choose the target order, to which the position should be transfered.

++++ Screen: Transfer of the order position pozycji zamówienia | ++++

The icon allows you for the evaluation of the product manufacture and the profit estimation on the basis of:

• Labour costs according to standards.
• Labour costs according to piecework.
• Sales costs.

In order to estimate the cost of the product manufacture:

1. In module Orders choose From customers.
2. Choose the order in which the product is located, that you want to estimate.
3. Choose the bar Products specification.
4. Choose the product which value you want to estimate.
5. Click the icon Estimate the cost of production.

++++ Screen: Evaluation of the production cost | ++++

By using the function, following costs are calculated:W wyniku zastosowania funkcji obliczone zostają następujące wartośc:

• Estimated raw materials cost - it is determined on the basis of:
  • raw material wear and tear resulting from the product's composition
  • basic price of the materials that comprise the product's composition
• Labour costs according to standards.
• Labour costs according to piecework.

++++ Screen: Estimated costs of materials | ++++ ++++ Screen: Labour costs according to standards and piecework | ++++ ++++ Screen: The cost of manufacturing, profit and markup | ++++

More information about the estimation of the materials manufacture costs you can find here.

The tab gives you information about the ordered range of products, among other things:

• Name
• Quantity
• Sale price
• Net weight
• Gross weight

The tab gives you the information about the possible reservations for the ordered range of products:

• Name
• Order quantity
• Quantity for production
• Reservation status
• Reservation from the batch - it informs you whether during the documents generating the product requires for the specific batch indication
• Availability

• Description - it regards products which are defined at the ordering stage (the products, which Formula includes not only concrete materials but also materials production group ). This column informs, which materials were chosen to the production of the specific product variant. Edition of the materials names does not bring about the automatic actualization of descriptions, therefore it should be inserted individually. Information how to do it is here.
• Estimated cost of materials - it defines the price of materials on the ground of the wear and tear standards specified in the formula.
• Labour costs according to standards - calculated on the basis of the execution time that is defined in the product formula
• Labour costs acorording to piecework - calculated on the basis of piece rates defined in the product formula

• Manufacturing costs - the sum of prices from columns 'Estimated cost of materials', 'Labour costs according to standards' and 'Labour costs according to piecework';
• Profit - individual profit calculated as the difference between the individual net sales price, and the price from the column ' Manufacturing cost';
• Markup (%) - relation of the profit to the individual net sales price.

Serial numbers are given for the products located on the accepted orders. This tab gives information about the serial numbers and the production progress.

The tab gives information about the documents that are created on the ground of order.

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