How To

Order Line Tab Explained

The “Order Line” tab explained

The order line tab is divided into three “Sub tabs”:

Pre quotation
After quotation
On Order

It depends on the orders status which of these three sub tabs is shown by default when clicking the order line tab.

The “Pre quotation” sub tab

Until the order is set to status “Price requested” this will be the default order line tab.

Grid functions

The first columns in this grid mirrors the letters from the “Included supplier” grid (ref image below). Hovering the mouse over each column will show the Supplier name as a tool tip. Each column contains a check box, removing the tick for a supplier, will exclude the order line from any RFQ or Order you send to this supplier. This is to allow users send RFQ to multiple suppliers, and exclude certain order lines from the RFQ, if it is known that the supplier does not supply those items.

Action bar functions

The following actions are available in the order line grid menu bar:

[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
[Add Slop Chest Item]: Will open the slop chest item picker. Only available for “Slop Chest” orders.
[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.

Right click Functions:

“Search for Item”: Will transfer the item details for the selected order line to the “order line search” tool. This is an easy way to see where this item has been ordered before, as the

search result will list all orders where the item is found. For more information on the “Order line search” tool, see chapter: How to use the order line search tool?

“Search for Item with component info”: Will as the above “Search for Item” transfer the item details to the “Order line search” tool but will also include the component details the item is linked to. For more information on the “Order line search” tool, see chapter: How to use the order line search tool?
“Toggle order line RFQ for”: This function can be used to remove the tick or set the tick ,in the A, B, C.. columns in, for multiple selected order lines to exclude or include the item in the RFQ for the specified suppliers.(ref : Grid functions)
“Tick All for”: Will tick all check boxes, for the selected order lines. in the include column for a specified supplier
“Untick All for:” Will untick all check boxes, for the selected order lines. in the include column for a specified supplier
“Copy Free Text Line”: Will create a new free text line, but the details from the selected “free text line” will be copied into the form. This function only works for “free text order lines”

The “After Quotation” sub tab

Between the status “Price requested” and “On Order” this will be the default grid showing when clicking on the “Order lines” tab

Grid functions

In this view, all order lines are listed, in addition each order line has one quote line for each included supplier. The quote lines appear as child grids to the order lines

In the first column after the supplier’s name on the quote lines may reflect supplier status for each item o Icon for “Main supplier” o Icon for “Additional supplier” o Icon for “Trade agreement” item

The following columns are editable in the quotation line grid and the quotation header grid:

Quantity and UOM: The supplier might supply a minimum quantity of an item. IE a six pack, a carton of 4 or 10 Litre. It is possible to modify the quantity and UOM for a single quotation line. By double clicking the Qty or UOM cell for the quote line the following dialog will appear. Were QTY and UOM can be altered, it is also possible to add a comment to the quote line. Any quote lines with a comment have an “envelope” icon in front of the supplier’s name. Hovering the

mouse on top of the icon will reveal the comment

Price: (Quoted) By clicking in the cell it will be possible to type in the price. Pressing enter will move the cursor to the price field\cell below.
Discount: If discount has been received for one of the items, it is possible to click the cell and enter the discount as a percent value.
Delivery days: If supplier has specified how many days from order has been received until it is being delivered, the number of lead days can be added per quote line. The order will use the max number of lead days found in the quotation. This is also reflected in the Quote head grid at the bottom in column “Delivery days” (ref item 4.8.)
Delivery Terms: If a default delivery term is set for the supplier, this will show here. It can also be manually set, by clicking in the cell and selecting one of the available “Delivery terms”. If an ecommerce portal is used, this can also be set when quotation is received and imported.
Payment Terms: If a default payment term is set for the supplier, this will show here. It can also be manually set, by clicking in the cell and selecting one of the available “Payment terms”. If an e-commerce portal is used, this can also be set when quotation is received and imported.
Quote Ref: The suppliers reference number to the received quotation can be manually entered in these cells. If an e-commerce portal is used, this can also be set when quotation is received and imported.
Delivery days: If the quoted delivery days are given for the entire order, the quoted “lead days” can be entered in this cell. If “delivery days” is entered on the line level, this field will reflect the highest number of lead days. (This is indicated by a small red corner in this cell)

Action bar functions:

The following actions are available in the action bar 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
[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.
[Expand all] and [Collapse All] Will collapse or expand the child grids in this grid. In other words, hide or show the quotation lines.
[Edit Supplier Comment]: This will open the order line comment dialog, which allows to enter an order line comment as well as edit the quantity and UOM for the quote line.
[Update order with selected supplier\quotation data] once a supplier has been selected for the order this function will update the “order line”, transferring any modifications done to the selected suppliers’ quotations, to the order line.
[Quote tool]: Will open the quote tool dialog, allowing to quote the order using system prices.

For more details on the quote tool and how it works please see the chapter: What is the quote tool?

[Supplier filter]: This drop-down will allow user to only show the quote lines for a specified supplier in the grid. This may simplify the process of entering quotes manually

Right click Functions:

“Copy Discount to all”: Tm Master does not support “order head” or “quote head” discount, a discount percent added at the header level to be distributed to all order\quote lines. Discount needs to be added at the line level. It is however possible to enter a discount percentage on one of the quote lines, and then right click and copy the discount to all quotation lines for that supplier.
“Search for Item”: Will transfer the item details for the selected order line to the “order line search” tool. This is an easy way to see where this item has been ordered before, as the search result will list all orders where the item is found. For more information on the “Order line search” tool, see chapter: How to use the order line search tool?
“Search for Item with component info”: Will as the above “Search for Item” transfer the item details to the “Order line search” tool but will also include the component details the item is linked to. For more information on the “Order line search” tool, see chapter: How to use the order line search tool?
“Toggle order line RFQ for”: This function can be used to remove the tick or set the tick ,in the A, B, C.. columns in, for multiple selected order lines to exclude or include the item in the RFQ for the specified suppliers.(ref : Grid functions)
“Tick All for”: Will tick all check boxes, for the selected order lines. in the include column for a specified supplier
“Untick All for:” Will untick all check boxes, for the selected order lines. in the include column for a specified supplier
“Copy Free Text Line”: Will create a new free text line, but the details from the selected “free text line” will be copied into the form. This function only works for “free text order lines”

The “On Order” sub tab

Once an order has been sent and set “on order” the default grid that will show when clicking the “order line” tab will be the “On Order” sub tab.

Action bar functions:

The following actions are available in the action bar menu

[Edit On Order]: This “toggle button” will open the column “Item price” and “Total Price” for direct edition. However, it will require user rights to be able to modify these figures.
[Add Free text order line]: Will open the new “Free text order line” form, when saved it 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.
[Expand all] and [Collapse All] Will collapse or expand the child grids in this grid. In other words, hide or show the quotation lines.
[Create Credit Note]: Will start the process to create a credit note for the order. For more details on how this function work please see chapter: How to create a “Credit Note”?
[Create Partly Order] Will start the process to create a partly order from the order. For more details on how this function work please see chapter: How to create a “Partly Order”?

The Order value section:

In the bottom part of this tab there are some order value details available, the details will be described from the left-hand side to the right.

The “Invoice Details” (Field group)

Paid amount: This field will show the total value registered as paid for the order

The “Order Line Sum” (Field group)

The field values in this group are shown both in the “Order currency” (Left) and the “Unit Currency”(Right). A currency label is shown over the two columns of fields.

Sum Order: This is the total sum of the order lines in the order. (Shipment cost excluded)
Sum Received: This is the total sum of the order lines that have been received
Sum Remaining: This is the “total sum” of the order lines, with the value of the received items subtracted.

The “Total Price” (Field group)

The field values in this group are shown both in the “Order currency” (Left) and the “Unit Currency”(Right). A currency label is shown over the two columns of fields.

Order line sum: This is by default the sum of the order lines, this field is not editable, unless the user tick the “Manual sum” check box found below the fields. If ticked it is possible to manually set the “Order Line sum”. This function may be nice to have when the order is quoted as a “lump sum”. Or order price needs to be adjusted when Invoice is received.
Shipment Cost: This field is editable, and the estimated or quoted shipment cost can be manually added here. If the selected supplier quote, has a quoted shipment cost, this value is copied into this field when supplier is selected.
Total Price: This is the “order line sum” field value + the “shipment cost” value

The “Messages” tab explained.

Any user with access to the procurement module can add small comments or messages to any order. This is a simple way to keep comments to the order in question available.

To add a message to an order simply click the [New Message] button, and then enter the message in the dialog that shows up.

When a message has been read, the [Is Read] button can be clicked to mark it as read.

On the tab there is a message counter (1/1) (<Unread messages> / <Total number of Messages>)

In the order head grid, orders with “unread messages” will show an icon of a closed envelope, if there are unread messages on the order, and an opened envelope if all messages have been marked as read.