Summary
The whole reason behind an ordering system is to print or transmit orders. This module controls that process
Details
The routine processes either the jobs and cost centres you selected, or the contents of the Order Batch.
Orders are added to the order batch by:
| • | Pressing the update button  . Orders that otherwise would be processed are now added to the batch |
| • | In Quantities / Actions / Add to Order Batch |
| • | In Job Control / Can Do screen |
| • | Selecting Orders in the Order Selection screen |
| Databuild Format / Crystal Reports | Databuild Order forms are no longer available from Databuild. These were 4 part continuous paper for dot matrix printers going back to the 1970s. Contact your printer if this is a requirement |
| A4 Plain Paper / Crystal Reports | Standard format that prints on plain paper |
| Rich Text Layout | The system uses a rich text layout file rather then the default Crystal Report to produce order documents |
Output Type
| Purchase Order | Produces purchase orders in the selected format. If relevant, they are produced as Order Confirmation or Cancelled Orders |
| Request for Quote - Current Supplier | Instead of actually printing orders, you can print request for Quotations. |
| Request for Quote - ALL Preferred Suppliers | The requests can be sent to all suppliers on that Cost Centres Preferred Supplierslist |
| Request for Quote - Preferred Suppliers in AREA | The list can be restricted to suppliers who supply into the Job's Area |
| RTF Layout File | If rich text format reports are to be produced or you are emailing orders and your supplier has an Email Order format that requires a layout (.rtf, .doc, .pdf or .htm), you need to select a layout file.Command buttons allow you to select or edit this file using the layout editor. |
| Save As | As RTF orders are produced, they are saved to individual files. Options are Rich Text, Adobe (.pdf), word (.doc) or HTML. Supplier's Order Email format can also be selected which uses the format specified in suppliers. |
| These files can be viewed in jobs/documents or combined into a single file by selecting all files, then selecting Edit/Combine files in the document viewer. |
| Log Orders | As orders are processed, they are logged. A logged order is on recognised as "real" |
| Save Invoice Snapshot | An exact copy of the order can be saved for viewing during Invoice Posting, rather than just seeing order total amounts. Select this option carefully as it carries a significant storage penalty. |
| Check Budgets | The system can test order values against budgets using the Order Checking Criteria, and if necessary block the order |
| Use manual Prices | Manual prices can be set to over-ride supplier's prices |
| Over-ride Order Numbers | By default, Databuild creates an order number made up from Job No, Cost Centre and load number. For instance 001/Plumb.2 indicates Job 001, Cost centre Plumb, load 2. This makes for easier invoice processing. This option forces Order Numbers to this format, even if they have been manually entered |
| Include Pictures | Pictures can be printed on the Orders |
| Show Prices | You can chhose to show no prices, total prices only, all prices or the pricing level as set in Suppliers/Details |
| Item Reference | You can choose to print your Item Code,the Suppliers reference (as set in Suppliers' Prices), both or none |
Number of Copies Only valid for Crystal Reports
GST The GST mode is set
Toolbar
 Email Orders if the supplier has a valid Email Address and Email Format. |
| Note that if you want to email orders or quotation requests, you must use Rich Text Layouts |
Select Global Standard Note(s) to print on every order
Preview Orders
Print Orders
Batch Toolbar
Select or Deselect ALL Batch Rows
Clears the batch
Deletes selected Batch Rows
Updates Batch. Adds selected orders to the batch
Email Orders of selected batch rows
Preview Orders of selected batch rows
Print Orders of selected batch rows
Closes the routine