Scheduled Orders
Scheduled orders are created manually at defined intervals by the user, e.g. on Mondays, every other Monday, once a month, first day of the month or at specific dates. Once created, the order run automatically. It is a good practice to have as much scheduled as possible, as it creates structure and automates the purchasing calendar. When order has been scheduled it is ready on selected date and the purchaser only has to review the order.
It can be very beneficial to schedule big orders since it can take long time for the system to create such orders. The system can for example use the night, or other times when system load is low, to create the order. This is also good to use for orders that are to be done only few times per year, so they will not be forgotten, as well as for orders that need to be done frequently to save time.
Creating and Viewing Scheduled Orders
Scheduled order can be found in the Report tab from the blue navigation bar.
To create a new scheduled order, the Create button in the right side of the screen is selected and a new window opens.
The user must fill in following information (note that no field can be skipped):
- Name: Choose name for the scheduled order.
- Description: Describe what this scheduled order is for.
- Report: This is a drop-down window with all reports. Select report that is to be used for this scheduled order.
- Schedule: This is a drop-down window with three options to choose from; Weekly, Monthly and specific schedules already created.
- Order frequency from:
- Schedule – Order frequency will be calculated based on days between order dates in the selected schedule (recommended setting)
- Item – Order frequency from Item Card is used. If order frequency field is not filled in, system will automatically use schedule.
- Settings:
- Auto confirm order – This automatically confirms orders as soon as their created and don’t need to be reviewed by a user.
- Split orders on delivery date – This splits up orders where the products within the order have different delivery dates. The default monthly schedule runs the first Monday of every month, and the default weekly schedule runs every Monday. If the user would like a schedule that is not the default monthly or weekly schedule, a customized schedule can be created under the Gearwheel » Schedules tab, see Chapter 3.3.3 Schedules.
Editing Scheduled Orders
To edit each of the schedules, the pencil buttons on the right side of the toolbar can be selected, opening a pop-up window with all the scheduled order details, the same pop up window that appeared when you created a new scheduled order.
For more information about schedules orders, see Chapter 3.3.3 Schedules.