Order is the main place where a customer can ask for existing stock items or trigger item creation.
Order number: This is a unique order identifier
Company code: The Company that the order belongs to.
Currency: The currency of the order, taken from the customer’s currency.
Terms: The order terms.
Representative: The order sales representative (optional)
Commission: The sales representative commission (optional)
Season: The order season
Division: The order division
Status: The current order status
Alerter enabled: Indicate if the order should raise alerts or not.
Purchase order: The customer’s purchase order number of this order.
Discount: The customer discount that applies to this order.
Order date: The date where the order applies.
Shipping date: The date the order should be shipped (optional).
Cancellation date: The date where the order is cancelled (optional).
Shipment: The shipment method for this order. It can be overwritten in the packing list.
Wildcards are enabled on the number, company code, product code and fabric code.
This function allows you to create a new order. Orders created do not take effect until they are confirmed.
This function allows you to duplicate an order with all its items. The items are created under the new required type. You can change an order company with this function. Use this function for repeating orders with similar items and quantities.
This function allows you to modify the order header information. The items are modified in the order visualisation screen.
Use this function to delete an unused and unconfirmed order. If you cannot delete an order, edit and disable it instead.
To take effect, an order must be confirmed. A confirmation will allow you to produce, reserve or ship items. You can change an order status on one or more orders (from the search results).
When an order is on hold, you can add, modify and delete order items as you need. In this status, the order has no real link with the product inventory even if you added stock or WIP items. Stock item or WIP items will be reserved only when the order is confirmed, if they are still available in the inventory. Also, at this stage, the order has no effect on the fabric and component inventories.
It is worth to mention that since no inventory is reserved on holded orders, it is possible to request the same stock or WIP items on multiple orders. When that happens, you will be able to confirm the order only when the quantities are still available. This can cause orders to be non-confirmable. You can edit the item on those orders and modify their source or their type to allow the order confirmation.
When an order is confirmed, there is inventory movement associated to it. You can still add, modify or delete items, but unlike the holded orders, the inventory movement will be instantaneous. You should beware of modifying confirmed orders since some of them can already be invoiced.
Inventory changes upon confirmation:
New required products will be added in the required inventory category.
Products against WIP will migrate from the WIP (Work in progress) category to the WIP reserved category. The related cutting slip (for Make products) or purchase order (for Buy product) will be updated to reflect the new situation.
Products against stock will migrate from the Stock category to the Stock Reserved category.
All the fabrics requirements will be updated for new required products of type “make”. The changes will reflect in the fabric inventory, for the product’s related fabrics under the Required Category.
No effect at this production stage, effects for components inventory are dealt with at the cutting slip level.
It is not possible to confirm an order when the inventories for the stock or WIP items are no longer available. Delete those items or change them for new required items to confirm the order.
When the order is cancelled, all the inventory movements are cancelled, when it is possible to do so. When this is not possible to cancel an order, the system will give you appropriate indications of the reason disabling the function. Generally, it is impossible to cancel an order that has been partially shipped.
Use this function to print one or more orders. You can, optionally, print 10 orders in one file for faster printing.
This function is only available when the auto numbering of your orders is activated.
It allows to easily import orders from various formats, including EDI.
You can use the import order function even if you are not using EDI. Ask OLOTech about the possibility to import automatically the purchase orders sent by your major customers.
You can export order(s) bar code information in up to 3 formats (if they are selected in the preferences).
You can optionally add quantities to the bar codes.
You can also export a column header.
Export one order bar code per selected order unless specified otherwise.
Export the product bar code information in a 128B format.
Export the product bar code information in a UPC format, if the format is available. Optionally, you can export readable information.
This option allows you to export a EAN-13 bar code. Products that do not possess EAN-13 code will have a new code assigned. Optionally, you can export the readable information. Company prefix number is entered in the administration menu. If the format is not available from the administration menu, this item will not appear.
The order reports hold all the information about the fabric, product or component requirements for the selected orders. You can display sales representatives projected sales, customers’ sales and even an order status progression report.
This function allows you to inactivate or activate orders based on your criteria.
The order visualisation allows you a quick look at the order. This is also where you manipulate the order items, or modify notes attached to this order.
This is the actual order content. You can preview the order content by dragging your mouse over the camera on available order item lines.
This function allows you to add an item to the order. Added item will take effect only if the order is confirmed.
When you enter a valid product code, the product inventory will display and will propose the available items first, to achieve a faster shipment and order completion. You can, however change the proposed source (warehouse, cutting slip or purchase order) or item type:
New required items: items that does not currently exist and that will be added to the production.
WIP items: Available items currently in production.
Stock items: Available items currently in stock.
If the warehousing id enabled, by default you look into the customer's warehouse, but you can change your warehouse selection at any time.
When stock items are available, you select the bin you'd like to associate to the customer's order.
You can decide to flatten a stock item. If the "merge different sources" option is selected, all the quantities will appear and will be available for a single order item. Note that using this option will possibly remove the cutting slip or purchase order information from your stock. Note that the "merge different sources" option does not combine quantities from multiple bins. If you want to combine multiple bins, you have to manually do so in the product's inventories.
When the product versioning is enabled, you must enter master product codes or stand-alone products code. All available versions of the master product will then be displayed and available for your selection.
This function also adds an item, but it proposes the selected product code, color and quantities. You can change the color and quantities.
This function is only available for holded orders. You can change the item quantities, discount, pricing and provenance information. Use this function to change an item source when you cannot confirm an order.
This option allows you to delete an order item that has not been shipped. Items already in production will become available and items not already produced will be removed from the production.
You can add, remove or change a note or file attached to an order.
You can use the convert to invoice function to create a quote or an invoice for one or more orders (from the search results). Invoices can also be generated from the packing lists.
You must create quotes from holded orders. Invoices are created on confirmed orders. You cannot convert a cancelled order.
You can, optionally, create a batch number for the invoices or quotes created.