Orders are typically used where there will be multiple dockets that will be invoiced together. It contains information such as Customer, Purchase Order and Job Number and also allows pre-filling of some of the docket data.
Orders can be created by the Supplier or the Customer and sent to the other party. This article describes the process of a Supplier creating a New Order, Saving & Sending as well as Editing an Order. For Customer Created Orders refer to the following article: Customer-Created Orders.
Orders are typically created from the Desktop interface, but can also be created from the Mobile.
Step 1: Select Orders
Step 2: Press the icon to create a new Order
Step 3: Press the link under Customer to select the client from your Contact List.
Step 4: Enter the Reference Numbers (yours and your customer's)
Step 5: Select the date range the order applies to
Step 6: Choose the Docket Template to be used on this order
Step 7: Add the items to be supplied/worked for this order.
The Docket Template may impact what items can be added to dockets, so it's best to select the docket template before adding items to the order.
The Template can also be set to 'Allow Items only from Order' which will restrict availability of items to only those listed here. Alternatively, it can be based on the order items and allow selection of other items if required.
Saving & Sending
An order must have a customer and line items before jobs or dockets can be created from it.
To share the order with your customer, select Send Order from the Action Menu (three dots). If they are on Docketbook, the order will appear in their company or project. If not, they will receive confirmation by email that the order has been created.
Editing an Order
To Edit an Order, hit Edit from the menu bar. There are some rules to editing orders to avoid issues with data integrity such as:
- After an Order is sent, the Customer details cannot be edited
- You can add items to the order but existing items cannot be deleted (in case they have been used to create dockets from)
- The supplier cannot change the customer reference number and vice versa.