The Orders module is optimized to create equipment with documentation for your customers.
Related:
1. Create order
- In Orders module, select New in the top left.
- Insert order details and customer information.
- Section Supplier is used when your logged-in company is not the supplier, but your POS or ERP system is the one responsible for the order. You may choose from your Express company list and your logged-in company.
- Hit Save to continue registering more information for the order.
- In section Instructions, you might change Form requirement and Control regime to generate the accurate documents for your customer.
- You can view instructions inserted from Companies module if you have inserted them on this customer company.
Update the internal instructions in Order details will update the internal instruction in Companies module. - To use Owner’s equipment ID on equipment or not, check the box underneath.
- You can view instructions inserted from Companies module if you have inserted them on this customer company.
This Status progress indicator is manually applied and is NOT automatic. Therefore, do not forget to change order status to keep others informed about how far you’ve progressed in the workflow.
2. Create and complete an order line
2.1. Create an order line
- In an order, go to tab Order Lines to add equipment.
- Select New to choose a product as a template for your equipment.
- Decide the amount of equipment created from the order in the field Quantity.
- Equipment and relevant documentation will be generated if Create Equipment and file Job is selected.
2.2. Number equipment
After order lines are created, you must number all equipment before you can process the order:
- Switch to tab Numbering to fill out information to all equipment in the list.
- When you start inserting serial numbers, the product’s predefined prefix and suffix will be suggested as default values.
- Except for Serial number which will be added in ascending order, the rest will be added identically.
- Double-check tab Documents and tab Forms to ensure the documents generated from the orders are accurate for your customers.
- Use the Status progress indicator to update the order line status.
2.3. Add or remove documents from an order line
You can add documents from the Shared document library, or from the local device to an order line.
Add documents from your device
- In the order line’s Documents tab, click Add document → Choose Upload from this device.
- Drag and drop or browse the files → Edit their type and description → Upload.
- The newly added documents will have empty origin.
Add documents from the Shared document library
- In the order line’s Documents tab, click Add document → Choose Shared document library.
- Search for the relevant document using the Search box or Filter options —> Select 1 or multiple documents —> Apply.
- The newly added documents will have “Shared document library” origin.
2.4. Match documents with specific equipment
Documents in an order line can be matched with specific equipment based on the serial or batch numbers. After processing, the documents will only be linked with and found under the matching equipment.
By default, a document will match with all equipment within the order line; its number of matching equipment is “All”. To match it with some specific equipment:
- In the order line’s Documents tab, select a document → Click Edit on the toolbar.
- In the Serial no. or Batch no. fields, type the equipment ID that this document matches with. If you’ve already numbered the order line, you can choose from a list of serial or batch numbers.
- Click Save → Choose whether to remove the document from the Shared document library. At this step, the document’s number of matching equipment will be updated accordingly.
2.5. Include, exclude or remove documents in an order line
For documents taken from products by default
When you create a new order line for a specific product, the default documents will be included in the order line.
- You can find it in the Documents tab within the order line.
- They will have Product origin.
A product document can be excluded. Here’s how:
Select a file and click on Exclude button.
- The file will still be visible, yet it is greyed out and marked as Excluded. It will not be sent to your customers when the order line is processed.
- You can include it again by selecting the document —> click on Include button —> the file is not greyed out anymore and will be processed normally.
For documents added from your device or Shared document library
To avoid processing a document uploaded from your device or added via the Shared document library, select the file and click on Remove button. The file will instantly disappear from the order line.
You cannot undo this Remove action. To include the document in order line processing, you must add it from your device or the Shared document library again.
2.6. Add forms to the order line
- In the order line, switch to the Forms tab → Click New on the toolbar → Choose a relevant form.
- Complete the form’s details.
3. Sort documents in the order or order lines
- Select the order or wanted order lines.
- On the top ribbon, select the Order tab.
- Click on Show and choose the suitable listing option.
- Listed per document type: Documents of the same type will be listed only once, eliminating duplicates for a cleaner view.
- Listed per order line: Documents will be listed separately for each order line, allowing you to easily identify their linked order lines.
4. Check which documents will be processed
Before processing any order line, we recommend you carefully check which document will be processed:
- When a document is included and matched with at least 1 equipment, it will be processed and attached to the relevant equipment.
- When a document is excluded, removed or included with 0 matching equipment, it will not be processed and found in any equipment.
5. Process the order or selected order lines
When all order information has been registered:
- Click on Validate order and update/adjust information if needed.
- Process order: All the order lines will be processed to generate equipment and documents.
- Process selected lines: Check the boxes then click on Process selected line to process only selected order lines.
- You can find processed equipment in the Processed tab.
6. Recall order or selected processed equipment
6.1. Recall order
- Go to the Recall tab and select the wanted order line.
- Click on Recall button.
IMPORTANT NOTE
- If any changes are made to the order or newly created equipment, recall is no longer an option after processing.
- Recalling can be done up to 14 days after processing the order.
6.2. Recall selected equipment of a processed transaction
- Open the order line → Go to Numbering → Switch to Processed tab.
- Select the wanted equipment → Click on Recall.
- Fill in your comment (if any) → OK.
Important notes:
The recall action’s expected result varies based on the form used in each order line. If the order line uses:
- Only forms for single equipment: Only the selected equipment will be recalled.
- At least one form for multiple equipment: All equipment in the same transaction of that order line will be recalled.
- Oppdrett (M): All equipment in the same transaction that uses Oppdrett (M) will be recalled regardless of their order lines. This means that the recall action affects multiple order lines at once.
You will get a warning message in cases of form for multiple equipment and Oppdrett (M).
7. Reprocess equipment to update generated documents
In some cases, you cannot recall an order because:
- The equipment ownership has changed.
- New jobs have been created for these equipment.
- New documents and sub-equipment are added to the equipment.
- Some of the equipment are currently rented out.
That’s when you should use the Reprocess feature to update documents generated from a processed order with the correct information. To understand its impact on the remaining unprocessed items and instructions, see: Reprocess equipment to update generated documents without order recalling.