Orders

Find an Order, review its fields, and choose the state-dependent action that confirms, activates, progresses, amends, rejects, cancels, or returns it.

Orders

An Order is the Sales jobs stage after Offers and before Delivered. Use it when an offer has become an order and you need to confirm the order, progress its fulfilment, or correct its status.

The order path is:

mermaid
stateDiagram-v2
    Offer --> Order: Order
    Order --> Valid: Activate Order
    Valid --> ReadyForShipment: Ready for shipment
    Valid --> Delivered: Deliver Order
    ReadyForShipment --> Delivered: Deliver Order
    Order --> Rejected: Reject Order Acceptance
    Order --> Cancelled: Cancelled order
    Order --> Offer: Back to Offer

Before you start

An order action is available only when the saved order, its stage, your access, and the relevant feature settings satisfy that action's conditions.

With the order saved and its stage, access, and required settings ready, find it in the Orders list.

Find and open an order

Use the Orders list to locate an existing order.

Prerequisites

• You know enough of the job number, client, vendor, or job title to recognise the row.

Steps

1. Open the Orders list at /sales/list/orders/view.

   

2. Identify the row from the visible headers.

   Use this information	Header
   Job reference	Job No.
   Internal file reference	File No.
   Responsible salesperson	Sales responsible
   Counterparties	Vendor and Client
   Work description	Job title
   Financial and delivery position	Order price (€), Order price (incl. tax), Order backlog, and Order backlog (€)
   Process position	Order stage and Job status
   Dates and project-management position	Order date, Forecast delivery date, and PM status

3. Select the order row.

   

4. Select the list tool you need.

   If you need to…	Select
   Reload the current rows	Refresh
   Work with the saved list layout	Table Layout
   Open list settings	Settings

Result: The selected order record opens.

Understand the order panel

The order panel is where you review the counterparties, dates, delivery and payment terms, references, items, and order-specific tools before selecting a state action.

The panel is available when the job is at Order or a later stage and the selected order is open.

Order fields

The panel also contains a partial-delivery switch, commission and margin popup fields, activation condition switches and date, a local-currency rate, and a company-configured custom-field area. The item area uses columns selected by the current layout, so work from the headers visible in your order panel rather than assuming a fixed item-column set.

Supporting order tools

The opened record also shows these tabs:

The visible record actions include Save, Save and Close, and Deliver Order.

In the opened record, Product Type, Job Title, and File Number carry required markers. Status and Branch do not carry required markers.

Result: You can open the order action menu and choose the action for the order's stage.

Confirm, activate, and progress an order

When the order is ready for its next state-dependent action, choose the control that matches its current stage. The applicable control depends on the order stage, supplier relationship, branch, approval process, and mail permission.

Prerequisites

• The order is saved and has no unsaved changes.
• You know the current value shown in the order's stage control.
• You have the permission and feature access required by the selected action.

Steps

1. Open the order action menu.

2. Select the action that matches the order's current condition.

   If the order is…	Select
   Approved, or at the supplier-side stage that permits client confirmation	Send order confirmation to client
   At the same confirmation stage when sending mail is unavailable	Consider Order As Confirmed To Client
   Awaiting Activation or Consider As Awaiting Activation	Activate Order
   Valid on the own-company supplier route	Ready for shipment
   Valid on the external-supplier route	Deliver Order
   Ready for shipment on the own-company supplier route	Deliver Order

3. Complete the dialog for the selected action.

   If you selected…	Complete this dialog
   Activate Order	Review Confirm activation date. Enter an Order Activation Date that is not earlier than Order Date.
   Deliver Order	Review Delivering this order. Enter Delivered On as a date no later than today.

4. If the order has no item, add an item before saving; the blocked action message is Order must have at least one item.

5. If a required field is empty, complete it; the required-field message is This field is required .

6. Enter a quantity within the permitted range.

7. Select Save.

8. Enter a non-negative value in the discount or tax field.

9. Select Save.

10. If payment milestones are open, enter the action for every milestone after the message Please enter action for each milstone .

Result: The selected order action opens its applicable dialog or advances the order through the corresponding order route. Confirmation uses Order Submitted to Client. A completed delivery uses Order updated successfully. A draft invoice was created. Check the Invoices tab for details.

Amend, reject, cancel, and return an order

Use these branches when the order needs correction, approval reversal, rejection, cancellation, or a return to the offer stage.

Prerequisites

• The order is open and saved.
• The current order stage satisfies the selected branch.
• You understand whether the action changes the order's route or only reverses a previous action.

Steps

1. Open the order action menu.

2. Select one action from the table.

   If you need to…	Select when…
   Create an amendment	The order is Valid or Ready for shipment. Select Order amendment.
   Re-enable editing	Editing is allowed and the order is Approved, Awaiting Activation, Consider As Awaiting Activation, Delivered, or Valid, but not Rejected or Cancelled. Select Enable Editing.
   Reject order acceptance	The order is Draft, Awaiting Approval, or Rejected Approval and is not awaiting cancellation or rejection approval. Select Reject Order Acceptance.
   Reverse a rejection	The order is Rejected, or is awaiting rejection approval without advanced approval. Select Consider as not rejected.
   Cancel an order	The order is not Ready for shipment, Delivered, Rejected, awaiting cancellation approval, awaiting rejection approval, or already Cancelled. Select Cancelled order.
   Reverse a cancellation	The order is Cancelled, or is awaiting cancellation approval without advanced approval. Select Consider As Not Cancelled.
   Reverse activation	The order is Valid. Select Not activated yet.
   Reverse shipment readiness	The order is Ready for shipment on the supplier route. Select Not ready for shipment yet.
   Reverse delivery	The order is Delivered on the supplier route. Select Not delivered yet.
   Return to the offer	The job is not a direct or instant job and the order is Draft, Awaiting Approval, or Rejected Approval. Select Back to Offer.

Result: The order remains in its current record while the selected amendment, rejection, cancellation, reversal, or return route is applied according to its stage. The corresponding messages include Order Returned to Draft, Order Rejected, Order Cancelled, Order Considered as Not Rejected, and Order Considered as Not Cancelled.

When an order action does not work

Use this table to match the exact message to the correction required.

Messages raised by other areas belong with their owning pages. Use General error messages for the application-wide catalogue, then continue with the relevant page:

The full out-of-scope message inventory includes Custom fields saved successfully, Job updated successfully, Job deleted successfully, Job regretted successfully, Job cancelled successfully, Job missed successfully, Job reactivated successfully, Converted to offer successfully, Converted to inquiry successfully, Converted To Regretted, Converted to cancelled, Converted to lost, Error saving custom fields, Cannot be un-delivered — a due invoice already exists, All offers must be in draft status to revert to inquiry, Error {{errorMsg}}, An account with this name already exists, A project with this name already exists, Check mandatory field(s), Please save opened inquiry first, All inquiries must be in draft stage to revert to potential, One or more items has ZERO quantity, One or more items has no unit, Please save opened cost sheet first, There is a maximum discount that exceeds the negotiation margin., Your request was completed successfully, Error: Vendor not saved yet, Error: Client not saved yet, This Field Is Required, Forbidden characters detected. Please remove them and try again., You already have a contact with this name, Just '_'‘-''.' And '&' Characters Accepted, Sales order is archived, Booked quantity for this job is greater than the required BOM quantity, You cannot edit or delete the product after the purchase package is created, Cannot be deleted. Product is in purchasing, You cannot edit the product after the PO is created, This product is already included in BOM, The first variant cannot be deleted, An error occurred while connecting to your CRM system., Please select one product, You cannot save without adding at least one product, One of products has no quantity, Action not allowed, Check validation, Please enter at least one email, No remaining items. All items have been selected, Package must have at least one item, Inquiry must have at least one item, Offer must have at least one item, Please select one or more items to create a RFQ., Items labeled as ‘Ready for Shipment’ or ‘Delivered’ cannot be deleted, Error loading accounts, Serial you have entered already exist and belong to same manufacturer, There is error in serial you have entered, Minimum: At least one serial, LG still needs confirmation, LG has one or more extensions or deductions and cannot be reverted to the requested stage, Please choose a date after the current expiry date, There is a pending increase you can edit, One topic and at least one note is required, and There is no topic to print.

Result: You can match an order message to the field, stage, permission, invoice, or owning page that requires the next action.

Continue after the order

Delivered is the Sales jobs stage after Order. Detailed delivery and fulfilment work continues in the warehouse flow rather than in the order panel.

Prerequisites

• The order is ready for the next stage or the action route has finished.

Steps

1. Review the order stage shown in the record.

2. Open the page for the next part of the order journey.

   If you need to…	Open
   Continue the sales hand-off toward Delivered	From orders to delivered
   Continue with detailed fulfilment	Warehouse fulfilment flow

Result: You continue with the page that owns the next part of the order journey.