How To

How to use the Order overview?

The Procurement module has two main access points, one in the [Fleet] menu and one under the [Purchasing] – [Overview]. The module in [Fleet] is only available in the Office system and will allow users to list all units. The one under [Purchasing] will show details only for the selected unit, and this is also the only view available for onboard users.

The view is split in three panes.

The Order Overview

The different units are listed as rows in this view, each column represent a status or in some cases other states related to the orders. In the intersecting cells a number may appear, representing the number of orders currently in this status or state. Clicking in the cell with an order count, will list all the counted orders in the “Order grid” (middle grid) below.

It is possible to alter the order of the columns, by dragging them to wanted location.
It is possible to remove columns not needed, by dragging them out of the grid
It is possible to add hidden columns by right clicking the column header, and select “Field Selector Summary”, and then drag and drop the column into wanted location
It is possible to reset the “order overview” to “factory default”, by right clicking and chose “Reset grid columns”

Functions available in the Purchase Order overview

In the top menu bar of the Procurement module, you will find several functions and features.

[Create New Draft] Clicking this button will, create a new empty draft. After clicking the button, you will be asked for which unit you wish to create the draft for (if you are in the “Fleet” module group), then you will be asked for a name or topic for the order, and then the empty order will open.

“Unit Group Picker”: The “Unit Group Picker” will allow users to filter the order list using the “Public” unit groups, selecting a unit group will limit the list of units to only members of this unit group. The public “unit group”. This function is available for all modules and is not a specific “purchasing” function.

“Personal Unit Group” Picker: This is like the “Unit Group picker” described above, but it only applies to the order overview, and it can be configured by each individual user, to filter only the units the user has a responsibility for. It is configured in the “My place” – “Preferences” module. More details on this and other personal purchasing settings\preferences, see chapter: How to configure personal settings for the [Purchasing] module?

Order and Order line search tool: This is a search tool for “orders” and “order lines”, and is described fully in the chapter: “How to use the order and order line search tool”

“Quick Find” tool: This is a search tool to quickly find an order you know the order number or part of the order number for. It will ignore any “date” limit filters for “Cancelled” or “Finished orders”, configured under the user preferences. Entering an order number or a part of an order number and pressing enter will bring up a list of orders matching your search string, as shown below. Double clicking an order in the result grid will open the order. This is by far the most efficient way to locate an order.

[Show “Transfers” pane]: Clicking this “toggle” button will show\hide a fourth grid pane below the order line grid. This grid will list any “transfers” linked to the selected order in the “order” grid. Transfers are created when an order is “received in transit”. [Orders Requiring my Attention]

Clicking this toggle button will show\hide an additional column in the overview. This column will contain all order that the logged in user has been requested to either approve or has an “order change” made after initial approval was done and now require a new approval. The reason this column has a toggle on\off is that it may reduce the overall performance of the order overview. If a user experience performance issues in this grid, turning the toggle of might improve performance.

The order (head) grid.

In this grid each row represents an order (order head), and most of the orders heads attributes are listed as columns. Selections made in the “overview” grid will affect the orders listed in this view. Selecting the “Unit name” in the overview grid will list all orders linked to the selected unit, regardless of the orders status. By selecting the “Sum” cell below all units in the overview, will list all orders linked to any of the units in this grid. Double clicking a row will open the order head form to the double-clicked order

Functions available in the Order head grid.

The following functions are found in the order head grid and can be run on the selected order in the gird.

[Set Quotation Complete]: Will alter the status for the order from price requested to “Quotation Completed”
[Set On Hold]: Will set the order status to “On Hold” locking the order for change. Same button can be used to “unlock” locked orders
[Confirm Order]: Will open the order confirmation dialog for any order with status “On Order (Unconfirmed)”
[Receive at Forwarder]: Will open the “Receive at forwarder” dialog for the selected order.
[Receive Warehouse]: Will open the “Receive warehouse” dialog for the selected order.
[Receive Agent]: Will open the “Receive Agent” dialog for the selected order.
[Receive]: Will open the “receive to stock” dialog for the selected order.
[Set as Paid]: Will open the “pay” dialog for the selected order.
[Approve Order]: Will open the approve order dialog for the selected order.
[Cancel]: Will cancel the selected order
[Add new supplier Experience Event]: will open the create new experience event dialog for the selected order.

The order line grid

Selecting an order in the “order grid” will list all the selected order’s order lines in this grid. Each row represents an order line, and most of the order line attributes are shown in the columns. Double clicking an order line will open the “order line” form for the clicked order line.

Functions available in the Order line grid.

The following functions are available in the order line grid menu.

[Edit On Order]: This “toggle button” will open the column “quantity” for direct edition.
[Add Free text order line]: Will open the new “Free text order line” form, when saved it will be added to the order
[Add catalogue Item]: Will open the “Catalogue item” picker, items selected will be added to the order.
[Add Spare part]: Will open the “Spare part item” picker, items selected will be added to the order
[Add Service Item]: Wil open the “Service item” picker, items selected will be added to the order
[Link order line item to Component]: Will open the “Component” picker, allowing to link the selected order line item to the component directly.
[Link order line item to Job]: Will open the “Due” List as a picker allowing linking of the order line item to the component directly.