Order

Once you click the Order under Purchase, a list of orders will be displayed on the screen.

Create Order

To create an order, proceed with the following steps:

1. Navigate to Purchase / Order.
2. Click the “Create” button (Top right corner)
3. Insert the following information:

Order Fields

• Supplier (Required: Select the specific supplier associated with this order)

• Quotation (Optional: Select a quotation associted with this order)
  This automatically links the order to the quotation and populates all relevant fields.

  • Listed quotations depend on the selected supplier

• Department (Required: Select the department associated with this order)

• Date (Required: Enter the date of the order)

  • By default, this field is set to the current date.
  • You can modify this date if a different effective date is applicable.
    The selected effective date must be on or after the date of the last recorded order in the system
  • Order date cannot be within "Locking period".

• Delivery Date (Optional: Indicate the expected date by which the ordered items are anticipated to be delivered)

• Discount (Optional: Enter any overall discount percentage applied to this order)

• Tax (Optional: Select any applicable tax category for this order)

  • Only applicable if the supplier is non-resident.

• Reference Number (Optional: Enter a reference number associated with this order)

• Project (Optional: Select a project associated with this order)

• Description (Optional: Provide any additional details or specifications)

• Notes (Optional: Add any comments that are relevant to this order)

• Attachments (Optional: Upload any supporting documents)

• Exchange Rate (Ensure the correct exchange rate is entered to save this order.)

  • The exchange rate is only displayed if the "Multi-Currency" and "Allow Rate Change" features are enabled in the settings.
  • As such, an exchange rate will appear, displaying the currency rate used for converting the supplier's currency to your base currency.

Items Table

To add item(s) to this order, proceed with the following steps:

• Click the “Add Entry" button located at the top right corner of the table.

• Insert the following information:

  If inventory is enabled, proceed with the following steps:

  • Item (Required: Select item(s) that you need to acquire for this order)
    • A search feature allows you to find an item by item name, barcode, SKU code, or category by typing in the field
  • Selling Unit (Select the selling unit of this item)
    • Selling units listed are "piece" and "package".
    • If the item has no pre-defined package, “piece” will be selected as the default selling unit.
  • Package (Optional: Select the specific package type for this item)
    • Only applicable if item has a package defined, and selling unit is selected as “package”.
    • Packages displayed are those previously created and linked to this specific item.
  • Unit of Measure (Required: Select the unit of measure for the quantity)
  • Quantity (Required: Enter the specific quantity of the item)
  • Unit Price (Required: Enter the price of a single unit of the item, as quoted by the supplier)
  • Taxes (Optional: Select any applicable tax category that applies to this specific item within the order)
    • Applicable only if supplier is a resident supplier.
  • Discount (Optional: Enter any specific discount percentage for this item)

  If inventory is disabled, proceed with the following steps:

  • Item Name (Required: Enter manually the item(s) name that you need acquire)
    • No item dropdown menu available
  • Item Type (Requjired: Select the type of the item required for the order. e.g., goods, works, services.)
    • The item type directly influences how the amounts are being posted in the system's financial ledger accounts.
  • Quantity (Required: Enter the specific quantity of the item)
  • Unit Price (Requried: Enter the price of a single unit of the item, as quoted by the supplier)
  • Taxes (Optional: Select any applicable tax category that applies to this specific item within the order)
    • Applicable only if supplier is a resident supplier.
  • Discount (Optional: Enter any specific discount percentage for this item)

Item Table Actions

Actions:

• Delete Item Entry (Click on the “Delete” icon to delete the item entry, located at the right end of the row)
• Reset all Entries (Click on the “Reset” Icon to remove all entries, located next to the “Add Entry” button)

Order Summary

• A table at the bottom of the page will display the key financial totals for this order in a multi-currency format, including:
  Subtotal, Discounted Total, Tax Amount, Total.
  • The table displays these key financial totals in the transactional currencies, depending on the system's Multi-Currency settings and the Supplier's designated currency.

4. Click “Save” or “Save to Draft” once all information is entered.

Edit Order

To edit an existing order, proceed with the following steps:

If order is not in "Draft" status, refer to Reset Order to Draft section for instructions.

1. Navigate to Purchase / Order.

2. Choose one of the following methods to edit the desired order:

   • Click on the desired order to view its details and then click the "Edit" button (Top right corner)
   • Right-click on the desired draft order and select "Edit".

3. Once in edit mode, you can adjust the fields of this order:

   For detailed information of fields, please refer to Order Fields.

4. Click “Save” or “Save to Draft” once all information is entered.

Reset Order to draft

This action reverts the order to an editable “Draft” status.

To reset an order to draft, proceed with the following steps:

1. Navigate to Purchase / Order.
2. Click on the desired order to view.
3. Click the “Reset to Draft” button. (Top right corner)
4. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

View Order

Performing this action will display the detailed information of the selected order.

To view an order, proceed with the following steps:

1. Navigate to Purchase / Order.
2. Choose one of the following methods to view the desired order:
   • Click on the desired order in the list to view.
   • Right-click on the desired order, then click “View” from the context menu.

Cancel Order

To cancel an order, proceed with the following steps:

1. Navigate to Purchase / Order.

2. Right-click on the desired order and select "Cancel".

3. A confirmation pop-up will appear to ensure this action is intentional.
   Click “Confirm” to continue.

   Warning!

   Executing this action permanently marks the order as “Canceled”, preventing any further modifications.

Delete Order

• Order linked to other records or documents cannot be deleted.

To delete an order, proceed with the following steps:

1. Navigate to Purchase / Order.

2. Right-click on the desired order and select “Delete”.

3. Upon selecting delete, a confirmation pop-up will appear to ensure the action is intentional.
   Click “Confirm” to continue.

   Warning!

   Executing this action will permanently remove the order!

Convert Order to Invoice

• Execting this action will automatically direct you to the "Create Invoice" page.
  All relevant fields from the original order will be populated in the new invoice.

To convert an order into an invoice, proceed with the following steps:

1. Navigate to Purchase / Order.
2. Click on the desired order to open its detailed view.
3. Click the “Convert” icon. (Top right corner, next to “Reset to Draft” button)

To access detailed instructions on common system actions, please refer to the following resource: Common Actions