Use a new direct order to record an order entered directly in the system, rather than through a prior quotation workflow. Project managers, sales users, purchasing officers, and finance users can use the order to capture the client, vendor, job, delivery, and reference details required for the transaction. The order is initially maintained in the Draft stage.
Note: Complete the client, vendor, job, and order-reference details before saving so that the order can be identified consistently across project and purchasing work.
Workflow
Open the new direct order form from PM and Orders. Review Status to identify the current order status, then enter the organizational ownership details:
Branch
Salesperson Responsible
Product Type
Job Title
End User
New Direct Order
Identify the commercial parties and references. Enter or select the customer and supplier details for the order:
Use Select where available to choose the required Client or Vendor.
Enter File Number for the related file.
Enter Client Order No. and Vendor Order No. to retain the parties’ order references.
Tip: Use the client and vendor order numbers exactly as received. These references help distinguish orders that have similar job titles or file numbers.
Set the order and delivery dates. Record Order Date, Order Activation Date, Delivery Time, and Forecasted Delivery Date. Enter the Shipping Address for the delivery destination.
Choose whether to save or continue editing.
Select Save to retain the direct order and remain on the form.
Select Save and Close to retain the order and close the form.
Select Cancel to leave the current action without continuing.
If a save confirmation is displayed and you decide not to retain the changes, select Don't Save.
Select Ok to confirm a displayed message or selection.
Maintain the saved order when required. Open the order again to revise its details. Use Attach to add related files and Tickets to access associated tickets. If the order should be removed, select Delete.
Warning: Use Delete only when the direct order is no longer required. Confirm that the correct client, vendor, and job are shown before deleting the record.
Client : Vendor : Order / Draft
This tab contains direct orders in the Draft stage. Use it to review the client, vendor, order, and item information recorded for each draft order, including product quantities, monetary values, and discount information where shown.
Use the order form to maintain the identifying fields, dates, and shipping address for the draft. Save the record with Save or Save and Close after completing or revising its details.
Examples
A project manager receives an instruction to place an order directly for externally sourced materials for a customer job.
Open a new direct order from PM and Orders.
Enter the responsible Branch and Salesperson Responsible.
Set Product Type to the applicable product classification and enter the Job Title as Office Renovation – Phase 1.
Enter the End User as Northside Facilities Team.
Enter FN-2026-0148 in File Number.
Use Select to choose the client Northside Properties and the vendor BuildSource Supplies.
Enter NSP-PO-4821 in Client Order No. and BS-QUO-7746 in Vendor Order No..
Enter the order and activation dates, then record a delivery time and forecasted delivery date.
Enter the project site in Shipping Address.
Select Save and Close to retain the direct order in the Draft stage.
Tips
Tip: Record the File Number and both order numbers when they are available. These fields provide clear cross-references between the client, vendor, and project records.
Note: Use Attach to keep supporting documents with the direct order, such as supplier correspondence or order documentation.
Review Forecasted Delivery Date whenever delivery expectations change.
Keep Salesperson Responsible current so the appropriate user remains associated with the order.
Use Tickets when follow-up work or an issue related to the direct order requires tracking.
Troubleshooting
Symptom
Likely cause
Fix
The required client or vendor is not shown on the order.
The party has not yet been selected for the record.
Use Select and choose the appropriate Client or Vendor.
Changes are missing after leaving the form.
The direct order was closed or cancelled without being saved.
Reopen the order, enter the required details, and select Save or Save and Close.
The order cannot be identified easily in follow-up work.
Key references such as the file number or order numbers were not recorded.
Update File Number, Client Order No., and Vendor Order No., then save the order.
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