Orders

Last modified on 2022/07/28 12:25

To satisfy requests, you can place orders to replenish the stock of assets, i.e. equipment, software or consumables.

You can use specific wizards to send orders to suppliers and perform delivery reception for items.

Notes

This applies to all types of requests, i.e. service requests, change requests and investment requests.
Each order is linked to a single supplier.
By default, only items likely to be ordered and for which a supplier was defined as the usual or potential supplier in the catalog will be available. If required, select the All Catalog Articles box.
Delivery locations must be defined as storage locations.
Only users with access to the delivery location via their domain can perform the reception of orders.
Partial reception, when only part of the order is delivered, means that another reception must take place for the remaining items until all order items have been received or canceled due to stock shortages.
Common expenses can be added in the Common Expenses Catalog or via manual data entry.
Each item ordered is broken down by analytical cost allocation.

Menu access

Service Operation > Logistics > Orders

Description of tabs

TabUpdateRules_After2016Versions

Click to see the general principles for updating tabs.

Create a new item	Delete an item or association with a related item
Run the New wizard at the top of the tab	Move the cursor over the corresponding item and click

Create a new item

Delete an item or association with a related item

Run the New wizard at the top of the tab

Fundamentals - Form - New wizard.png

Move the cursor over the corresponding item and click Trash icon.png

Fundamentals - Form - Delete wizard.png

Alphabetical order of the tabs

QuickAccess

Details

P.O. Number: Automatically generated number of the current order when it was created.

To format the number, select Administration > Parameters > Auto-Inc Fields in the menu.

Creation Date: Date on which the order was entered.

Transmission Date: Date on which the order was sent to the supplier.

Update: Also using the Send wizard.

Date of Cost Allocation: Date on which the order was booked.

Supplier: Name of the supplier with whom the order is placed.

Total: Total order amount.

This amount can be different from the actual amount invoiced.

Exceptional Discount: Total discount amount granted by the supplier.

Manager: Name of the manager monitoring the order until delivery reception.

Closing Date: Date on which the order was closed.

Orders are closed when all order items have been received or when they are closed due to stock shortages.

Requesting Person: Name of the user for whom the order was placed.

By default, this is the logged-in user.

Delivery: Default storage location where the ordered items are received.

You can modify the location for each order item.

Invoicing: Department to be charged back for the total order amount.

Budgetary Commitment: Default analytical cost allocation where order items are booked.

You can modify the account for each order item.

Scheduled Delivery Date: Date on which order delivery is expected.

Note

Note: Comments on the request. You can also add images or tables using HTML tags.

Print Purchase Order: Used to generate the purchase order in a PDF file, and download or send it by email to the supplier.

The date displayed in the purchase order is identical to the order creation date.
The manufacturer, model, ordered quantity and unit price will be displayed for each item ordered.

Best Practice icon.png

If you only want to send the purchase order in an email without the PDF file attachment, you should use the Send wizard.
To generate the purchase order in another file format, you should run the Print Reports wizard.

Summary

This displays the main information on order items, e.g. delivery location, quantity ordered, delivered and invoiced, unit price and total price.

Update: Each time an order item is modified, received or invoiced.

Detailed

Additional information on order items, e.g. discount percentage, analytical cost allocation or supplier stock shortages.

Click to delete order items that have not been closed.
Click to add comments to an order item.

Equipment

List of new equipment ordered and received.

Update: Use the Generate Bar Codes button in the Delivery Reception wizard.
One row will be displayed for each new equipment delivered with the asset tag defined at delivery reception.

Licenses

List of new licenses ordered and delivered.

One row will be displayed for each new license delivered with the license code defined at delivery reception.

Consumables

List of new consumables ordered and received.

Update: Use the Delivery Reception wizard.
One row will be displayed for each new consumable delivered with the consumable reference defined at delivery reception.

History of Changes

HistoryOfChangeTab

List of all modifications made to the form of the current object.

The fields taken into account are defined using rules in the history of changes.

Discussions

DiscussionTab

List of discussions which users can access based on their domain and the visibility of the discussion.

Enter the keywords you want in the Search field and press Enter.
To cancel the search criteria and return to the complete list of discussions, provided you have the relevant rights, click within the box and then click .

Attachments

AttachmentTab

List of documents attached to the current object. Open url.png See uploading and downloading documents.

Services

List of service requests linked to the current order.

Changes

List of change requests linked to the current order.

Investments

List of investment requests linked to the current order.

Invoices

List of invoices linked to the current order.

Update: During order reception.

Procedure and Wizards

How to create an order

Step 1: Create the order.

1. Select Service Operation > Logistics > Orders in the menu.

2. Click Add icon.png .

Step 2: Entry the order header.

OrderCreationProcedure

1. Select the supplier.

2. Complete the main information in the order.

3. Click Next.

Step 3: Entry the order rows.

1. Select the model you want to order in the Reference column.

Note: By default, only items likely to be ordered and for which a supplier was defined as the usual or potential supplier in the catalog will be available. If required, select the All Catalog Articles box.

2. Specify the quantity required and prices.

3. Select the delivery location, i.e. storage location.

4. (Optional) Specify the analytical cost allocation for each order item.

5. Click Add icon.png to add other items.

Step 4: Generate the order.

1. Click Generate Order.

2. Click Finish.

If you specified a transmission date, a window for configuring the email to be sent to the supplier will appear.
The Order form will be created. Information on order items are displayed in the Summary and Detailed tabs.

EndOrderCreationProcedure

How to receive an order

Step 1: Create the delivery.

1. Select Service Operation > Logistics > Orders or Pending Deliveries in the menu.

2. Select the items for a given order.

Step 2: Entry the delivery header.

DeliveryReceptionProcedure

1. Run the Delivery Reception wizard.

2. Specify the main information in the delivery.

3. Click Next.

If the order has not yet been sent by the supplier, a non-blocking message will appear.

4. (Optional) Order items are associated with different delivery locations:

Select the order item you want to receive.
Only order items to be received at this location will appear.

Click Next.

Step 3: Process the order rows.

1. Enter the quantities delivered for each order item.

Select the Balanced for Stock Shortage Supplier box if the supplier is unable to deliver all or part of the quantity ordered.
Specify the analytical cost allocation for each order item received.
Click to add items that were not specified in the initial purchase order. In this case, you can only specify the delivered quantity.

2. Enter the references of the order items received:

Automatically creation

Click Generate Bar Codes.

Indicate the root value (first characters of the bar code), the increment start value and the number of positions or characters after the root.

Manual creation

Click Enter the References.

Enter the asset tag and serial number for each item received.

3. Click Link to a Contract to add contracts associated with the delivery reception. Caution: You should first enter references before linking a contract. This is because you will not be able to return to the previous page after linking a contract.

Step 4: Confirm the delivery reception.

1. Click Finish.

2. (Optional) You can inform the IT Asset Manager of the delivery reception by sending an email.

All completely received order items will disappear from the list of open orders and from the list of pending deliveries.

Step 5 (Optional): Process the delivery reception for the other locations.

1. Run the wizard again for the other locations.

EndDeliveryReceptionProcedure

How to cancel an order

Delete order items as long as the order has not been sent by the supplier