Documentation / Order board

Orders

An order is a customer's request for a quantity of goods delivered to one place on a given day at an agreed price. On the order board it is a card; this page describes what you do with it.

Add an order

1. Click New order on the board, or Add order in a column.
2. Pick the Customer from Companies, and add the Contact person, Contact phone and Contact e-mail if they differ.
3. Under Goods, pick the goods and enter the Quantity (litres). The order shows the goods' CN code and the approximate weight, to be checked on the transport.
4. Under Delivery, enter the Delivery date, the time window (From and To), the Place of delivery and the Place of dispatch (depot).
5. Under Terms, pick the Salesperson and the Priority, and the price agreed with the customer if you want: a Net price Per litre (invoiced on the delivered quantity) or a Fixed total for the whole order.
6. Add Notes and save. The order is added to the first column.

Click a card to open its details and change them. Once the order has a transport, the quantity, goods, places, customer and date come from the transport and are changed through Edit transport. An archived order cannot be changed.

The History of an order lists every change and move, with who made it.

Dispatch an order

When a card enters the column that creates the transport (Ready to ship on a new board), the Dispatch window opens. Choose:

• From the order: a new transport from the order's data. Check the sender, recipient, goods and quantity, place of delivery, carrier, driver, vehicle and trailer registrations and the planned start of the carriage. IntelliSent saves the transport and sends SENT 100, when the column sends SENT automatically and you may send from the board; otherwise the transport is saved as a draft and you send SENT 100 from the transport's screens.
• Open the full form: the transport form with the order's data, for anything the window does not show. When you save it, the transport is attached to the order and the card moves on.
• Add to cumulative transport: the order becomes an unloading point of one of your open cumulative transports registered in SENT, which shows its points and what is left of its total. Add and send SENT 121 sends the update at once.

Edit transport in the card's menu opens the transport later.

Record the delivery

When a card enters the column that closes the transport (Delivered), the Delivery window asks for the delivered quantity, whether the delivery was compliant, the closure date and remarks, as when you close a transport. IntelliSent closes the transport with SENT 103 when you may send from the board. For an unloading point of a cumulative transport, it records that point's delivery, and closes the transport with the last one.

If the transport was already closed on its own screens, the board takes the delivered quantity from it.

Invoicing

Entering To invoice hands the order over to invoicing. In that column:

• tick the orders and click Export for an Excel file of the orders to invoice;
• Invoiced marks the ticked orders (or one card, from its menu) as invoiced. They leave the board and stay under Show archive.

Split an order

Split in the card's menu moves part of the quantity to a new order with its own number, in the same column; the other details are copied. An order that already has a transport cannot be split.

Cancel an order

Cancel order in the card's menu asks for a cancellation comment. What else happens depends on the order's transport:

• no transport: the order leaves the board, nothing is sent to SENT;
• a draft transport: the draft stays as it is;
• a registered transport: it is cancelled with SENT 104;
• an unloading point of a cumulative transport: the point is removed with SENT 121, or, for the last point, the whole transport is cancelled with SENT 122.

Cancelling with a SENT message needs the permission to send SENT from the board.