Supplier orders
Supplier orders
Supplier orders is where a buyer's yes becomes orders to suppliers, followed all the way to the buyer's door. An accepted quotation on the Sourcing desk becomes one draft order per supplier, with the lines, prices and terms the supplier quoted. Anything changed from the quote is kept beside it.
In the sidebar under Commerce → Supplier orders.
Nothing goes to a supplier without a card you approve: the order sheet and every chaser. Money is never kept here: deposits, balances and freight are draft bills in Bills.
Orders
Every order with its stage: draft, awaiting deposit, in production, sample and check, awaiting balance, with forwarder, shipped, delivered or cancelled. You see when the next stage is due, and At risk when the order will not reach the buyer by their deadline.
An order
Open an order to see:
- its lines, and what differs from the quote
- the stage history, with who moved it and when
- the due dates for each stage
- the quality check, with photos
- the shipments, with container and ETA
- the messages from the supplier
- its costs: the bills it carries, and the landed cost per unit against the quote
From here you can:
- Confirm a draft. This makes the order sheet (Excel and PDF) and raises a card. The sheet goes to the supplier only when that card is approved.
- Move the order to its next stage with a note, or undo the last move. Undo adds a reversing step; nothing is deleted.
- Set a stage's due date by hand.
- Draft a chaser to the supplier. It is sent only when a person approves its card.
- Run the quality check from a template, mark each item pass, fail or not applicable, and add photos. An order with a failed check cannot go on to the balance unless someone writes a reason to let it through.
- Draft the deposit or the balance as a bill in Bills. A person issues it there.
- Share a freight, duty or inspection bill between orders.
- Record shipments.
- Cancel with a reason. A deposit already paid stays a bill.
Forwarders
The forwarders you ship with. Add, change or archive one.
Settings
Transit days per destination, the check and balance windows, reminders and quality check templates.
Who can do what
| Permission | What it lets you do |
|---|---|
orders:read | See supplier orders, their stages, shipments and costs. |
orders:write | Make, send and move supplier orders, and record shipments and checks. |
orders:manage | Change order settings, forwarders and check templates. |
What happens on its own
Both jobs run as the orders owner set in settings, or else as whoever made the oldest open order.
| Job | When | What it does |
|---|---|---|
chase | Every day at 08:00 | For each order whose stage is late, drafts a chaser to the supplier on a card, at most one per order, stage and day. It is sent only when a person approves it. |
reconcile | Every day at 06:17 | Finds bills that changed after their cost was shared between orders, so the shares can be put right. |
Needs
No other module is required. It works with Sourcing (quotations become orders), Bills (deposits, balances and freight) and Stock (goods expected and received).
What agents can do
Read (read-only): orders.list, orders.get, orders.landed (quoted against actual landed cost per unit, and margin).
Make and change orders: orders.fromQuotation, orders.update, orders.confirm, orders.move, orders.undo, orders.setDue, orders.cancel (destructive).
Talk to the supplier: orders.chase (drafts only), orders.thread (attach supplier mail), orders.sendOrder and orders.sendChaser (outside acts; always ask a person on a card).
Check, ship and cost: orders.qc, orders.qcOverride, orders.shipment, orders.draftBill, orders.linkCost, orders.forwarders (needs orders:manage).