This Help Article covers;
The Orders Window for a Quoted Job initially displays a list of Product Lines pulled from the Quote for the Selected Supplier, Grouped in Sections according to the Products “Fix” Category.
⚠️ NOTE: Before an Order can display a list of Products pulled from the Quoted the Quote needs to have been Accepted.
⚠️ NOTE: To Add an Order, the Supplier must be entered into Contacts. For more information on this see the Help Article: "Contacts - Supplier (Add - Edit - Remove)".
⚠️ NOTE: When placing Orders, using an Order Number that starts with the Job Number will automatically assign the Purchase Invoice to the Job. You can follow this with a “Space”, “Dash” or “Slash” and then any text you want. I.E. “1234 Mr John Doe”, “1234 – Mr John Doe” or “1234 / Mr John Doe”
To Add an Order to a Quoted Job
Adding Orders for a Quoted Job is done from the Orders Expandable Section of a Job’s Orders Top Tab.
Quick Flow:
JOB: XXXX
More > Orders Top Tab
Orders Expandable Section
[+ADD]
Supplier Details
Order Details
Quoted Product Lines (This Order)
Additional Items
[SAVE] option
1. From the Job Page's More > Orders Top Tab, Press the Orders Expandable Section to expand, then Press the [+ADD] button to display the New Order Page
⚠️ NOTE: If the Job has multiple Site Visits, you will be asked to select a Site Visit before the New Order Page display, this is editable once the New Order Page displays.
2. From the New Order Page’s Details Section, Check/Edit the Supplier Details Section including;
Supplier*
Supplier Account (Optional)
Supplier Branch (Optional)
Order Type
⚠️ NOTE: Default "Order Type”, API selection only displays with Corporate Supplier JA RUSSELL LTD, for all other Suppliers PDF only displays, however, if you want you can select PDF for Supplier JA RUSSELL LTD.
3. From the New Order Page’s Details Section, Check/Edit the Order Details Section including;
Job (Job/Job Site Visit)
Order Date*
Delivery Address
Partial Shipment OK (Optional)
Collect at Branch (Optional)
Add Note to the Order (Optional)
To Order the Quote's Products
Ordering the Quote's Products is done by editing the "This Order" field quantities of the list of Product Lines pulled from the Quote.
A Product's “Fix” Category Section can be Included/Excluded from the Order by Toggling the Included button on and off. This means that you can Order the 1st Fix Products separately from the Second Fix Products
💡 TIP: Further Orders will display in the "This Order" field any remaining quantity for the Product pulled from the Quote not Ordered in previous Orders.
To Add Additional Items to Order (Items not included in the Quote and already in your Products)
1. From the New Order Page’s Additional Items Section, from the "Product search" line:
Enter a Product Code into the "Product Search" field
Enter a Qty into the "Qty" field (Optional, defaults to "1" if no Qty entered)
Press the “Enter” key to display the product as an Order Line
Enter/Check/Edit the Quantity in the “This Order” field
Repeat for any further products needed
⚠️ NOTE: If you enter a Product Code for a Product that is already on the Order a popup will tell you this, you need to find the Order Line and edit the "This Order" quantity to include the additional requirement.
2. If the Order is complete, Press [SAVE AS DRAFT] OR if already Saved, Press a Save option
To Add Additional Items to Order (Items not included in the Quote and NOT in your Products)
1. From the New Order Page’s Additional Items Section, from the "Product search" line:
Press on the [Add custom product] Icon to display the custom product line
On the custom product line, Enter a Code for the product
Enter a Description for the product
Enter a Cost Price for the product
Enter a Qty into the "This Order" field (Optional, defaults to "1" if no Qty entered)
2. if the Order is complete, Press [SAVE AS DRAFT] OR if already Saved, Press a Save option
To View, Download, Print OR Email Order
Following the first [SAVE], the [PREVIEW & SEND] button displays, from here you can View, Download, Print, or Email your Order by Pressing the [Email] button
⚠️ NOTE: To Download, Print, OR Email your Order, the Order must be Locked.
To Send a JA Russell Ltd Order via the API connection
If the Supplier selected is JA RUSSELL LTD and the Order Type selected is “API”, from the [SAVE & LOCK] dropdown select “Lock & Send via API” to send the Order directly into JA Russell’s system.
