Order and Ordering

Design, build and deliver.

About Orders

An Order serves as a formal request or agreement for the purchase of Products or services from your business. It stands as a vital record of a transaction between your organization and a valued customer, delineating the items, quantities, and terms involved in the sale.

Order connects with various other entities to establish a comprehensive framework for managing customer interactions. These relationships include links to Accounts and Contacts to associate the Order with the respective customer and individual contacts. An Order also encompasses specific Address details for accurate delivery, while its interaction history is captured through Tasks and Notes. Furthermore, Files can be attached to the Order to provide supporting documentation.

Moreover, Order Line Items delve into the specifics of what the customer is purchasing. They offer a detailed breakdown of products or services, including quantities and other pertinent details. This granularity aids in order processing, inventory management, invoicing, and support services.

Attributes of an Order are:

Field Description
Order Number A unique identifier auto-assigned to each Order for easy tracking and reference.
Name The designated title or label for the Order, aiding in identification and organization.
Account The customer's Account associated with the Order, connecting the transaction to the relevant client.
Contact The individual within the customer's organization linked to the Order, facilitating communication and engagement.
Address The location where the products or services are to be delivered, ensuring accurate delivery logistics.
Ownership The responsible person or team (via Positions) accountable for overseeing the order's fulfillment and processing.
Priority The level of importance assigned to the order, helping in determining its urgency relative to other orders.
Due Date The scheduled date by which the order needs to be fulfilled and delivered to the customer.
Status The current stage of the order's progress, providing insight into its processing state.
Created The date and time when the order was initially generated in the system.
Creator The Employee who initiated the order within Logsteer system.
Updated The most recent date and time when any modifications were made to the order or its details.
Description A concise overview or notes related to the order, offering additional context or instructions.
Order Flow The predefined workflow or series of steps that an order goes through, from creation to completion.
Use Warehouse Indicates that the order uses produces from the specified warehouse. It becomes mandatory to include if using an order flow that has steps working with the warehouse.
Warehouse Indicates the selected Warehouse that is used in the products of the order.
Export Options: Offer & Delivery Note

The Order screen includes two action buttons for exporting structured Excel documents:

  • Offer – generates a customizable quotation document.
  • Delivery Note – generates a shipping confirmation with recipient and item details.
Delivery Note (Otpremnica)

The delivery note includes:

  • Delivery Note Number
  • Document Title
  • Date of Issue
  • Sender Company Name
  • Sender Contact Details
  • Recipient Company Name
  • Recipient Full Name
  • Recipient Address
  • Recipient Email, Mobile and Phone
  • Description of goods or services

Each line item lists:

  • Serial Number
  • Item Name
  • Quantity
  • Unit
  • Note (if available)
Offer (Ponuda)

The offer includes:

  • Offer Number
  • Offer Title
  • Date of Issue
  • Seller Company Name
  • Seller Contact Details
  • Customer Company Name
  • Customer Full Name
  • Customer Address
  • Customer Email, Mobile and Phone
  • Description of goods or services

Each line item lists:

  • Serial Number
  • Item Name
  • Quantity
  • Unit
  • Unit Price
  • Total per item (calculated)
  • Note (if available)

At the end of the document:

  • Total (excluding VAT)
  • VAT amount
  • Total including VAT
  • Payment Due Date

Subtabs of an Order include:

These refer to individual Products or services included in the Order, with detailed information such as quantities, types, and specific details about each item, such as vendor.

Recordings of interactions, build tasks, or events related to the Order, helping in keeping track of manufacturing progress or communications.

Attachments or documents associated with the order, offering supporting materials or documentation.

Additional remarks or annotations relevant to the order, aiding in maintaining comprehensive records.

A chronological record of changes and updates made to the order, creating a comprehensive timeline of its lifecycle.

Here are relationships between an Order and other entities within Logsteer:

  • Order - Account: An order is associated with one Account. This links the transaction to a specific customer or organization that the order pertains to.
  • Order - Contact: Each order is connected to one Contact. This establishes a connection to an individual within the customer's organization for streamlined communication or delivery.
  • Order - Order Line Items: An order can have zero, one, or more Order Line Items. This relationship outlines the individual products or services included in the order.
  • Order - Address: An order is linked to one Address. This specifies the location to which the products or services need to be delivered.
  • Order - Task: An order can have zero, one, or more associated Tasks. This tracks any interactions, tasks, or events related to the order's processing.
  • Order - Note: An order can have zero, one, or more Notes associated with it. This allows for additional comments or information to be recorded about the order.
  • Order - Files: An order can be associated with zero, one, or more Files. This permits the attachment of supporting documents or files relevant to the order.

Order Ownership and Execution

In this chapter we explain distinctions between "My Orders," "My Team's Orders," and "All Orders" within the context of hierarchical visibility determined by Employee positions in Logsteer.

Order Ownership and Execution

My Orders :"My Orders" section refers to the subset of orders that are directly associated with you as an individual user. These orders pertain to transactions where you are the primary responsible or owner set via Ownership field.

My Team's Orders :The "My Team's Orders" section broadens the scope beyond your individual involvement. In a hierarchical setup, where employees are organized into teams or groups (by Position), this section has orders linked to your entire team's.

All Orders :The "All Orders" section provides a full view of all orders within Logsteer. Regardless of your direct involvement , this section displays every order across the organization. It serves as a panoramic perspective.

For example:

  • Higher-ranking executives might have access to "All Orders" to monitor organizational performance.
  • Managers could access "My Team's Orders" to oversee their team's transactions.
  • Individual team members might utilize "My Orders" for personal order management.

Order Line Items

Here are components of Order Line Items, which include:

Field Description
Code The "Code" attribute in an Order Line Item refers to a unique identifier assigned Product in Product Warehouse.
Product "Product" indicates the specific item or service that is being ordered. This could be a tangible product, a service, or any other offering that your business provides to customers and it is in Product Warehouse.
Subtype The "Subtype" attribute further categorizes or classifies the Product within the order and it is read-only here and fetched from Warehouse.
Quantity "Quantity" denotes the number of units or instances of the Product included in the order. This information is crucial for accurate order fulfillment and inventory management.
Reserved "Reserved" indicates the number of units or instances of Products that are currently pre-designated for reservation within the warehouse.
Available "Available" indicates the number of units or instances of Products that are currently available in stock.
Unit of Measurement The "Unit of Measurement" specifies the standard unit used to quantify the product's quantity in Order line item and it is read-only fetched from PC.
Supplier "Supplier" indicates the entity or source from which the product is procured and it is read-only fetched from Product Warehouse.
Status The "Completed" status signifies whether the line item has been fulfilled or delivered. It indicates whether the product associated with this line item has been processed. This is managed under Order Flow.
Substatus "Substatus" provides additional details about the completion status, offering more context regarding the stage of fulfillment or any specific conditions related to the completion of the line item. This is managed under Order Flow.
Created Date The "Created Date" records the date and time when the line item was initially added to the Order.
Completion Date "Completion Date" records the date and time when the item was completed.
Completed by Employee who completed the order item.
Note Comment related to the item in the order. It could be, for example, additional instructions on how to process the item.
Pause and Resume Functionality

During the Order lifecycle, there are instances when it's necessary to temporarily halt the processing of an order. The "Pause" feature allows the Order owner to suspend the order's progress, effectively making it editable.

  • While the Order is in the paused state, the order Owner can make adjustments, edit line items, or address any issues that require modification.
  • After the necessary changes have been made, the order Owner can Resume the order. When the Order is resumed, it continues from the point where it was paused, incorporating the recent edits and adjustments.
Action Column in Order Line Item Subtab

The Action Column within the Order Line Item subtab presents a set of functions and options that enable the Order Owner to interact with specific line items within the Order, I.e. can override assignment of item and mark it as completed, pause and resume or cancel at any time.

Action Column in Order - Tasks Subtab

Order Owner might need to make adjustments to the Task assignment due to workload distribution, expertise, or other considerations. The override feature allows the Order Owner to reassign the task to a different individual if necessary or fully mark it as completed, paused, resumed or canceled.

Order Fulfillment Screen

Order Fulfillment Screen, a dedicated View that is assigned through Responsibilities to Employees responsible for completing items in the production pipeline. This view offers a specialized perspective on the progress of orders and highlights action through functions Take and Complete or Take->Start->optionally Pause->optionally Resume->Finish in the action column.

In the Order Fulfillment Screen, various attributes related to the Order and its Line Items are presented in a read-only format. These attributes offer crucial insights into the order's details, its associated products, quantities, deadlines, and other relevant information. While the attributes are visible and provide essential context, they are not editable in this view. This prevents accidental changes that could impact the order's accuracy.

In essence, the Order Fulfillment Screen is a targeted tool that empowers Employees within the production pipeline to manage their tasks effectively.