The Orders page is where every request for quote and every purchase order lives, for one project or for all of them. Use it to see what has been quoted, what has been placed, and what has arrived.
Before you start
You need permission to see orders. If Orders is missing from the top navigation bar, ask your Admin, or contact us.
What you can do here depends on your permissions. Some people can open orders but not create or send them.
Every order belongs to 1 project and 1 vendor, so you need both before you can create one.
Tabs at the top of the page
If your company uses material requests, the page opens with 2 tabs: Requests for what the field has asked for, and Orders for quotes and purchase orders. Without that turned on, there are no tabs and the page is the Orders table.
What the Orders table shows
Each row is one RFQ or one purchase order with one vendor. The columns include Status, Project, Order, Request #, Vendor, Commitment, Expiration Date, Created At and Grand Total.
From this page you can:
Use the project selector to switch between all projects and a single project.
Type in the search box and press Enter to find an order.
Open the filter panel to change filters and choose which columns show.
Create an RFQ or an order from the 2 buttons at the top right.
Statuses
The chips above the table filter the list. These are the defaults, and a company that uses an approval workflow can rename them.
Drafted: saved, not sent to a vendor yet.
Approved: approved internally. This chip appears only if your company turns approvals on.
Quote Requested: you asked the vendor to quote. Nothing back yet.
Quote Provided: the vendor has sent a price.
Order Placed: you placed the order. The vendor has not confirmed it.
Order Confirmed: the vendor confirmed the order.
Partially Shipped and Shipped: some or all of the order has shipped.
Partially Delivered and Delivered: some or all of it has been received.
Cancelled: stopped. It stays on record.
The first chip is All Active, and it leaves out Delivered and Cancelled. Some companies see All here instead, which does count delivered orders.
Finding an order
Type in the search box and press Enter. Typing on its own does not filter the list. You can search by order number with or without a prefix, so PO-1517 finds order 1517.
How orders relate to other pages
An RFQ collects prices. Placing it turns it into a purchase order. Deliveries are logged against that order, and invoices are matched to it. If the order draws on a commitment, the commitment is linked in the Commitment column.
Best practices
Press Enter after you type in the search box. The list does not filter while you type, so it looks like your order is missing when it is not.
If an order has vanished from the list, check the Delivered and Cancelled chips. All Active leaves both out.
Do not schedule crew off Order Placed. It means you sent the order, not that the vendor agreed to it. Order Confirmed is the vendor's answer.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.