Field: Select the customer who has placed the order.

Example: London Tech Innovators Ltd.

Note: This is selected when creating the Order but can be changed.

Field: The person responsible for the order from the customer's side. This individual will be your primary contact for this order. This

Example: Olivia Taylor

Note: The contact person is the default contact person for this company.

Field: The billing address of the customer. This is automatically filled in based on the customer selection but can be edited if necessary.

Example: London Tech Innovators Ltd., Innovation Square 1, EC1A 1BB, London, GREAT BRITAIN

Note: Default Invoice address on the company

Field: This is the customer's purchase order (PO) number, which is critical for tracking the order.

Example: PO4654654

Field: A short description of the order, often related to the project or purpose of the order.

Example: Project 1045

Note: This is the customer reference description for this order

Field: The category of the order. This helps in classifying the order type.

Example: Building order

Note: Order group is pre-defined in the system setting

Field: The specific category or classification number assigned to the product or service.

Example: 270460

Note: Category number is the running number for this order type

Field: The internal order number used for tracking the order within your system.

Example: 270460

Note: Order number is the reference back to the original number or its equal to the category number

Field: The date the order was created.

Example: 06.05.2024

Field: The date production for the order is scheduled to start.

Example: 31.12.2023, 00:00

Note: This is the first start of the production. Must be set before starting planning

Field: The date when the production is expected to be completed.

Example: 31.12.2023, 00:00

Note: This is the last end of the production. Must be set before starting planning

Field: This is used for giving and deadline for customer changes on the order or other deadlines regarding the order.

Example: 11.05.2024

Field: The internal person responsible for handling this order.

Example: Mike Orwell

Note: Our responsible for this order

Field: The project related to this order. If the order is part of a larger project, this field helps keep it organized.

Example: 1010 - BryneBy 5

Note: Project are defined in the Project list and can be internal or external projects

Field: The warehouse where the products or materials for this order will be stored or shipped from.

Example: Trondheim

Note: The warehouse where this order apply. Pre selected by the users binding to department and warehouse. Can be changed if the user has access to other warehouses. This will change all Articles with default location for this warehouse.

Field: Any internal notes related to this order that are useful for the team. This will not be visible to the customer.

Example: Internal note

Field: The department responsible for the order within your organization.

Example: WCM

Note: Department is selected based on the users connection to and department. Can be changed.

Field: The current status of the order. It may change as the order progresses.

Example: Opprettet (Created)

Note: Status are initiated automatically for some processes or can be set manually.

Field: The terms of payment as agreed upon with the customer. It defines how many days after invoice the payment is due.

Example: Netto pr. 30 dg (Payment due 30 days after the invoice is issued).

Note: The payment term are selected based on the customer setting and can be changed.

Field: The bank account to which the payment will be transferred. This is crucial for ensuring accurate financial transactions.

Example: 564565456

Note: This is controlled by the standard for the Currency and can be changed

Field: The currency in which the transaction will be conducted.

Example: EUR (Euros)

Note: The sale or purchase currency are selected based on the customer setting.
If changed it will recalculate all prices accordingly to today's exchange rates.

Field: The shipping address where the goods will be delivered. This may differ from the invoice address.

Example: London Tech Innovators Ltd., Innovation Square 1, EC1A 1BB, London, GREAT BRITAIN

Note: The 3 buttons at the end are Add new, Open in Google maps and Edit

Field: The email address of the person responsible for receiving the goods or handling the delivery.

Example: John@mail.com

Note: This is the mail address that will receive freight update from the Freight system.

Field: The mobile number of the recipient or contact person for delivery.

Example: No example given in the image.

Note: This is the mobile number that will receive freight update from the Freight system.

Field: Any internal or customer-specific notes related to the delivery process.

Example: No specific notes.

Note: This is the default message to the freight contact.

Field: Specifies the terms and conditions under which the delivery will take place. This usually relates to Incoterms or agreed shipping conditions.

Example: EXW - Ex Works (The buyer is responsible for the shipping from the seller's location).

Field: The scheduled date for delivery of the goods.

Example: 01.01.2024

Field: If the delivery date has been changed, this field reflects the originally agreed date.

Example: 06.05.2024

Note: This is visible if there has been a rescheduling of the delivery address. Can be removed if the change was not a delay.

Field: In case of delays, this field can be used to specify the reason for the delay.

Example: Not filled in.

Note: Delay Reasons specified in the setting-

Field: Any description or explanation for the delay can be added here for better communication.

Example: Not filled in.

Note: Text to give further info about the delay

Planned: The estimated costs for time-based labor or services at the start of the project.

Actual: The real costs incurred for labor or services by the time of the report.

Example:

Planned: The forecasted costs for materials, equipment, or other non-time-related expenses.

Actual: The actual costs incurred for these items.

Example:

Planned: The sum of all forecasted costs, including time and other costs.

Actual: The total costs incurred so far.

Example:

Planned: The expected contribution margin from the project.

Actual: The real contribution margin based on actual costs.

Example: 1,882,358 EUR planned vs. 1,888,452 EUR actual.

A progress bar shows the percentage of actual contribution compared to the planned amount. In this example, the actual contribution is 98% of the planned amount.

Planned: The expected gross margin percentage.

Actual: The real gross margin percentage.

Example: 97% planned, 97% actual.

Planned: The expected markup percentage.

Actual: The actual markup percentage achieved.

Example: 3,654% planned, 4,157% actual.

Planned: The total number of work hours estimated for the project.

Actual: The actual hours spent on the project so far.

Example:

Planned: The number of earned hours expected, based on the progress.

Actual: The real number of earned hours, reflecting the work completed.

Example: 25 earned hours planned, 25 earned hours actual.

Planned: The percentage of the project planned to be completed by this point.

Actual: The percentage of the project actually completed.

Example: 100% planned, 100% actual.

A progress bar shows the percentage completion of the project, visually comparing actual and planned progress.

The net amount of the order (excluding VAT).

Example: 161,695.61 EUR

The value-added tax (VAT) on the order.

Example: 2,412.10 EUR

The total amount of the order, including VAT.

Example: 164,107.71 EUR

Use the Contribution and GM% sections to monitor how well the project is performing financially compared to the plan.

The Progress and Hours sections help ensure that the project is on track with its timeline and resources.

Regularly comparing Planned vs. Actual values allows for early detection of cost overruns or delays, enabling timely corrective action.

This section allows users to add free-text notes related to the order. These could include reminders, follow-up actions, or internal comments.

To add a note, click on the "Note" field and enter your text. Once added, the note is timestamped and attributed to the user who entered it.

The Note is personal and can not be deleted or changed by other.

All notes are listed chronologically, showing the note text, the author, and the date and time the note was added.

Example of notes:

Timestamping: Each note is automatically timestamped to provide a clear timeline of communications or updates.

User Attribution: Notes include the name of the user who created them, ensuring accountability and transparency within the team.

Reminders and Tasks: Use the notes section to document tasks that need to be followed up, such as delivery confirmations or additional customer communications.

Internal Comments: Record any observations or additional comments about the order that may be helpful for other team members working on the project.

Collaboration: Multiple users can add notes to the order, allowing for collaborative tracking and communication across departments or team members.

Each related document is assigned a unique identifier or number. Clicking on this number will take you directly to the detailed offer document.

Example: 269932

This column indicates the customer associated with the offer.

Example: AEM SERVICES

The date the offer was created. This helps you understand when the proposal was submitted to the customer.

Example: 31.05.2024

The net amount related to the offer, indicating the financial value. In this case, the net amount is 0.00 EUR, which could mean that the offer has not been finalized or is a placeholder document.

Linking Related Documents: This section helps users see all orders, purchase orders, and receiving documents connected to the main customer order. It ensures that all related documents are easily accessible and organized.

Streamlined Workflow: By viewing all connected orders in one place, users can quickly manage different parts of the order process, including procurement and receiving.

Clickable Category Numbers: Each category number is clickable, allowing users to open and review the connected orders without leaving the current screen.

Track Order Progress: Use this section to monitor the progress of both the main order and any related procurement or receiving processes.

Stay Organized: By linking connected orders, you ensure that all related transactions are stored in one place, reducing the need for manual tracking and improving workflow efficiency.

Review Related Documents: Regularly review the connected orders to ensure all parts of the supply chain or order fulfillment process are running smoothly and according to plan.

This column indicates the name of the shipping company or carrier responsible for delivering the goods.

Example:

The date when the goods were or will be shipped. This information helps in tracking the shipment and estimating delivery times.

Example:

This column is typically used to display the shipping cost for each carrier, although it is not filled out in this example. Having shipping costs listed can assist in financial tracking and analysis of freight expenses.

Example: No data available in this image.

Shipping Information at a Glance: Users can quickly see which carriers are handling the shipment, when the goods were shipped, and the associated costs. This makes it easy to monitor the logistics side of an order.

Multiple Carriers: If an order involves multiple shipments or carriers, all relevant details are shown in one place. This helps users track complex orders that might require split shipments.

Cost Tracking: When filled in, the cost column provides visibility into the freight charges, aiding in budgeting and ensuring that shipping expenses are accounted for.

Monitor Shipments: Regularly check the Freights section to stay up-to-date on when shipments have been sent and which carriers are involved. This can help anticipate any potential delays.

Track Freight Costs: If freight costs are included, use this data to assess and compare shipping expenses across different carriers to optimize costs for future orders.

Ensure Carrier Accuracy: Double-check the listed carriers and shipping dates to make sure they align with the expected shipping and delivery schedules.

This column displays the title or description of the activity. Each title provides a brief overview of what the task or action involves.

Example:

The type of activity or task is indicated here. This helps categorize the activities, making it easier to understand the nature of the task. Common types include:

Example:

The date when the activity was started. This helps in tracking the timeline of tasks and ensures that the team can monitor deadlines.

Example:

This column shows the name of the user who created the activity. It provides transparency and accountability, ensuring that the responsible person is clearly identified.

Example: Per Sigurd Hildal is the user who created both activities in the example.

Task Management: This section helps users track tasks that are critical to the progress of an order, such as sales actions, audits, and other necessary steps.

Accountability: Each activity is linked to the user who created it, making it easy to know who is responsible for which task and when it was initiated.

Timeline Tracking: The inclusion of start dates allows users to monitor when tasks are created and ensure they are completed on schedule.

Monitor Progress: Regularly review the Activities section to ensure all necessary tasks are being completed in a timely manner. This is crucial for maintaining momentum in order processing and fulfillment.

Assign Tasks Clearly: When creating activities, use clear and descriptive titles to ensure that anyone reviewing the task knows exactly what is expected.

Track Deadlines: Keeping an eye on start dates can help ensure that tasks and activities are completed in a timely fashion, avoiding delays in the overall order process.

This field displays the exchange rate applied to the order, which is important when dealing with international transactions or orders made in foreign currencies.

Example: 11.74978 (the exchange rate used in this order).

The "Sales Agent"

Example: A & A Transport og Service DA

This section provides the specific site address or pick-up location where goods will be delivered or collected.

Example:

This field indicates the company placing the order. It can be auto-filled based on the customer or manually selected.

Example: London Tech Innovators Ltd.

This field shows the primary contact person for the order. The contact person is the individual responsible for managing the order from the customer's side, making them the key point of communication.

Example: Olivia Taylor

Comprehensive Information in One Place: The "General" section consolidates essential logistical details that are crucial for ensuring the correct fulfillment and tracking of the order.

Agent and Site Address Management: It allows easy tracking of the logistics provider (agent) and the pick-up or delivery address, ensuring that the correct information is available for transportation.

Contact Person Clarity: The identification of the contact person ensures seamless communication between the service provider and the customer.

Double-Check Exchange Rates: Ensure that the exchange rate is accurate if the transaction involves multiple currencies, as this will affect the final pricing.

Confirm the Agent and Address: Always verify the agent and delivery address before finalizing the order to avoid any delivery errors or delays.

Ensure Communication Lines: Confirm that the contact person listed is the correct individual to manage the order, ensuring smooth communication throughout the process.

This column describes the specific status change that occurred in the order workflow. The status indicates the current phase or progress of the order.

Example Changes:

This column identifies the user who made the status change. It helps track accountability and provides a clear log of who is responsible for key actions related to the order.

Example: Per Sigurd Hildal is the user responsible for all status changes shown.

The date and time when each status change occurred are recorded in this column. This provides a clear timeline of when the order moved through its different phases.

Example Dates:

Real-Time Tracking: This section gives a clear timeline of important events in the order process, from creation to completion of production, allowing users to stay informed about the current status.

Accountability: The user log helps track who initiated each key action, ensuring transparency and accountability in the workflow.

Milestone Monitoring: Users can see at a glance what stage the order is in, helping to ensure that deadlines and production goals are being met.

Monitor Order Progress: Regularly check the status section to ensure that the order is progressing as expected and no steps are delayed.

Verify User Actions: If any discrepancies arise, review the users who made specific changes to ensure that proper procedures were followed.

Stay Updated on Key Milestones: For critical phases like production completion, use the timestamps to stay informed about when the order is ready for the next step, such as shipping or invoicing.

This column lists the unique article or product number for each item in the order. Each number corresponds to a specific product or service in the system.

Example Articles:

This column provides a brief description of each product or service included in the order, offering more context about what the article number refers to.

Example Descriptions:

This column shows the quantity of each item ordered. It is crucial for understanding the scope of the order and the total amount of goods to be delivered.

Example Quantities:

The unit price represents the cost per single item. This value helps calculate the total cost for each line based on the quantity ordered.

Example Unit Prices:

This column indicates the progress of the order fulfillment for each item, typically shown as a percentage. It helps track which items have been completed or delivered and which are still in progress.

Example Progress:

The total column shows the calculated total cost for each line item, which is the product of the unit price and quantity.

Example Totals:

At the bottom of the order lines section, the total quantity, unit price, and overall total for the order are summarized.

Detailed Item Information: The section provides a clear breakdown of each product or service in the order, including descriptions and specific quantities.

Cost and Progress Tracking: With columns dedicated to unit prices, total costs, and progress, users can easily monitor the financial aspects and fulfillment status of each item.

Comprehensive Overview: The section also allows for easy calculation and review of the total quantities and costs, ensuring transparency and accuracy in order processing.

Monitor Order Progress: Regularly check the progress column to ensure that all items are being completed and delivered on time. This is especially helpful for tracking partial deliveries.

Review Costs: Use the unit price and total columns to verify that pricing is accurate for each line item and that it matches the agreement with the customer.

Keep Track of Quantities: Ensure that the quantities ordered match what is being delivered to avoid discrepancies in order fulfillment.

This column lists the document number, which serves as a unique identifier for each document. Clicking on the document number will open the document or provide access to its details.

Example Document Numbers:

The code column categorizes the type of document. These codes help organize and classify documents, making it easier to distinguish between different types of files.

Example Codes:

The description provides more context or details about the document. It helps users understand the document's purpose or contents without opening it.

Example Descriptions:

This field includes any additional text or message that is part of the document. It can be used to include brief notes or content relevant to the document.

Example Text:

This column displays the date when the document was created or uploaded into the system. It helps track when documents were added or sent, making it easier to follow up on any time-sensitive files.

Example Dates:

This column represents the cost associated with the document, if any. Typically, documents may not have a direct cost, and in this case, all documents show a cost of 0.

Example Costs:

Easy Document Access: The clickable document numbers provide quick access to the associated documents, making it easier for users to retrieve and review important information.

Categorization by Code: Using document codes allows for better organization and quick filtering, especially in complex orders where many documents might be attached.

Timeline of Documents: The "Date Created" column helps track when documents were added or created, which is important for audit trails and managing documentation timelines.

Track Important Communications: Use the E-Post category to store and access key email communications related to the order, ensuring all relevant correspondence is documented.

Maintain Technical Records: Store any technical documentation, such as datasheets (Datablad), that are necessary for the order. These are especially useful for technical specifications.

Monitor Document Dates: Keep an eye on the creation dates to ensure that documents are added promptly and that no essential files are missing.