Overview

Customer orders can be entered into the system using one of two methods:

1. Quotation Module – Convert an existing quotation into a customer order.
2. Job Orders Module – Create a customer order manually.

This article explains both methods and outlines the order lifecycle from entry through to completion.

Method 1: Creating a Customer Order from a Quotation

Use this method when a customer accepts an existing quotation.

Steps

1. Open the required quotation so that it is displayed on screen.
2. Select Create Job Order from the bottom menu (next to the Exit button).
3. A window will appear displaying all quotation items, including any quantity variations that were quoted.
4. In the Select column, tick each item that you want to convert into an order.
5. Enter:
   • A Common Customer Order Number (if applicable)
   • A Common Due Date (if applicable)
6. If individual items have different order numbers or due dates, enter these directly against each item in the grid.
7. Select Create Job Order.

The system will create a separate job for each selected item.

Viewing the Created Jobs

1. Return to the main menu.
2. Open Job Orders.
3. The converted quotation items will now appear as one or more jobs.

Method 2: Creating a Customer Order in the Job Orders Module

Use this method to enter customer orders directly into the system.

Creating a New Job

1. Open the Job Orders module.
2. Select New from the bottom menu.

You will be asked whether you want to create a new works order.

Create New Works Order

Select Yes if this is the first item on the customer's order.

Add to Existing Works Order

Select No if you are adding another item to an existing customer order.

Understanding Works Orders and Job Numbers

A Works Order Number is the parent order that can contain multiple items.

A Job Number is the unique identifier assigned to each individual item within the customer order and is used throughout day-to-day processing.

This structure allows a customer order to contain multiple jobs while still tracking each item separately.

Entering Job Information

When creating a new works order, the screen will initially be blank.

Enter a Drawing Number

You will be prompted to enter a Drawing Number.

• If an existing drawing number is selected, the description may be populated automatically.
• If the drawing number is left blank or a new drawing number is entered, a description must be entered manually.

Mandatory Fields

Mandatory fields are identified by blue field names.

These fields must be completed before the job can be saved.

Entering Quantities

Order Quantity

The quantity ordered by the customer.

Job Quantity

The quantity to be manufactured.

The Job Quantity can be greater than the Order Quantity, but it cannot be less.

Mandatory Customer Information

The following fields are required:

• Customer Order Number
• Delivery Required By (Due Date)

You must also verify and complete:

• Customer ID
• Customer Address Number

Important: The customer and address details entered here are transferred to delivery notes and invoices.

Saving the Order

After completing all mandatory information:

1. Click Save to create the job.
2. To abandon the entry, click Cancel.

Once saved, the job is assigned an Entered status.

Contract Review Process

Before a job can proceed, it may be subject to a Contract Review.

Contract Review requirements are configurable and may include checks such as:

• Drawing Number Check
• Drawing Issue Check
• Price Verification
• Delivery Date Review
• Material Verification
• Other company-specific quality requirements

Completing a Contract Review

1. Click the red Contract Review Not Complete message, or select Contract Review from the top menu.
2. Review each item in the list.
3. Select:
   • Yes
   • No
   • N/A
4. Your user ID will be recorded against each response.

The job cannot progress until all required reviews have been completed and accepted.

Order Acknowledgements

Depending on customer settings, an Order Acknowledgement may need to be produced before further processing can continue.

Creating an Order Acknowledgement

1. Select Reports from the top menu.
2. Generate the Order Acknowledgement.
3. Print or email the document.

When completed, the Customer Order No. field changes to green, indicating acknowledgement has been issued.

If acknowledgements are mandatory for the customer, no further processing can occur until this step is completed.

Creating Process, Material and Subcontract Plans

Before activating a job, all required plans should be created.

Process Plan

Defines the manufacturing operations and shop floor resources required.

Access through the Process tab.

Material Plan

Defines the materials required to manufacture the item.

Subcontract Plan

Defines any external operations or subcontracted work required.

Ensure all plans are completed before activation. Otherwise, they will not appear on the Job/Route Card.

Activating a Job

Activating a job moves it from planning into production scheduling.

What Happens During Activation?

The system:

• Applies process times to current shop floor loading.
• Updates capacity planning information.
• Makes the job visible to finite scheduling and production planning tools.

Activating Jobs

1. Select Activate from the top menu.
2. Locate the job in the activation list.
3. Tick the Activate column for the required jobs.
4. Click Activate on the bottom menu.

The job status will change from:

Entered → Active

The process plan is now available to production scheduling.

Modifying an Active Job

If changes are required after activation, you can:

Option 1: Revert and Reactivate

1. Edit the job.
2. Change the status back to Entered.
3. Update the process plan.
4. Reactivate the job.

Option 2: Modify the Live Process Plan

1. Select Enquiry from the bottom menu.
2. Open the Progress tab.
3. Make the required changes.

Printing the Job / Route Card

Once all preparation activities have been completed, print the Job/Route Card.

Many organisations delay printing until material allocation and traceability information are available.

Printing

1. Select the Printer button from the bottom menu.
2. Choose:
   • Printer to print immediately.
   • Preview to review before printing.

The job status only changes when the document is physically printed. Previewing does not change the status.

When printed:

Active → Printed

Job Status Lifecycle

A job progresses through multiple statuses during its lifecycle.

Hold Status

A job can be placed on Hold by editing the job and manually changing its status.

While a job is on hold:

• No further processing can take place.
• Production activities are suspended.
• The status must be changed to another valid status before work can continue.

Summary

The typical customer order workflow is:

1. Create the order (Quotation or Job Orders module)
2. Complete mandatory fields
3. Save the job (Entered)
4. Complete Contract Review
5. Issue Order Acknowledgement (if required)
6. Create Process, Material and Subcontract plans
7. Activate the job (Active)
8. Print Job/Route Card (Printed)
9. Process production (Live)
10. Complete manufacturing (Manufactured)
11. Deliver to customer (Complete)