Orders and the Order Manager

This picks up after an order already exists on a project. For how a quote becomes an order in the first place, see the article on quotes and orders.

The eight statuses

Once an order is created, its status is always one of exactly these eight:

1. Draft
2. Customer Approved
3. Approved
4. Material Delivered
5. Labor Completed
6. Need to Collect
7. Money Owed
8. Complete

Wherever you see an order's card, it also carries a simplified five-step pipeline that groups those eight together: Draft, Approved (Customer Approved and Approved), Delivered (Material Delivered), In Progress (Labor Completed, Need to Collect, Money Owed), and Complete - so you can see at a glance how far along an order is without reading the exact status.

Order Manager: every order, account-wide

Production → Order Manager lists every order across every project. Opening it takes View on Production Orders. Across the top it shows a Total Orders count and cards for Submitted, Approved, In Progress and Completed; below that, a table you can search (by order name, project or customer) and filter by status, with a View Details link on each row into that order.

Click the Submitted card (or open Production → Order Manager → Submitted) for Track Submitted Orders - every order still sitting in Draft or Customer Approved, in other words sent but not yet approved. It adds a pipeline-stage marker, trade, item counts, the assigned rep, and how many days since it was last touched, and can be searched or limited to a date range. Select any number of rows and press Approve Selected to move them all to Approved at once; an order in your selection that's already past Customer Approved is left untouched. Approving here takes Modify on Production Orders.

Working an individual order

On the project itself, the Quotes tab shows each order as its own card: its status, the five-step pipeline, its material and labor lines, and a profit summary.

• If an order was created without a direct connection to its supplier, or a submission to the supplier failed, its card carries a banner - "This order hasn't been sent to the supplier yet." - with a Send Order button, until that confirmation actually goes out.
• Once an order reaches Complete, a Reorder button appears on its card. It creates a brand-new order, named "Reorder: <original order name>", starting in Draft, with the same material and labor lines copied onto it.
• Edit opens the order for changes: its name, its line items, and its Status - a dropdown listing all eight statuses, for setting it by hand instead of waiting for it to move on its own. Editing an order takes Modify on Project Orders; deleting one takes Delete on Project Orders.

Click into the order itself (its name, or View Details from Order Manager) for its own page: a Schedule button for setting a material delivery date and/or a labor date range with a crew, a financial summary (subtotal, profit, discount, tax, total, commission), and a button to send or resend it to the supplier. Opening this page takes View on Project Orders - a separate permission from the one that opens Order Manager itself.

Who can do this

Seeing Order Manager and Track Submitted Orders takes View on Production Orders; approving submitted orders in bulk takes Modify on Production Orders. Opening an individual order's own page takes View on Project Orders. Editing an order, including changing its status by hand, takes Modify on Project Orders; deleting one takes Delete on Project Orders.