Order Management

Add a New Order -- Steps 1 & 2

The Manual Order Entry function allows users to manually enter new orders into SupplyPro for builders who are not using BuildPro. There are two primary steps used to create a new order:

Step 1: Select the Account

Step 2: Enter Job and Task Details

Be sure to fill out all required fields on the page. Required fields are identified by a red arrow, . If you do not fill out all required fields, SupplyPro will not allow you to proceed to the next page/step. Fields marked with are optional fields.

Step 1: Select the Account

From the Account list, select the builder account requesting the order. The remainder of the order detail page displays for the user to enter order detail information.

Click the date calendar icon to set the dates in an auxiliary calendar window. Click the calendar's forward and back buttons to access previous or future months. Select the day desired to automatically fill in the date field.

Step 2: Enter Job and Task Details

From the Order Type list, select the type of order submitted. Choose from the following:

Purchase Order -- builder order for labor or materials
Work Order -- builder order for warranty or repair of previously delivered labor or materials
Memo -- builder order used as a reminder or no-cost items

In the Builder’s Order Number field, type the builder’s order number. If the field is left blank, SupplyPro will create an order number that is used to retrieve the order.
In the Supplier's Order Number field, type your order/invoice number. The field may be left blank.
In the Order Start Date and End Date fields, type the date the labor is to be performed or material delivery date. If the End Date is left blank, the Start Date will be filled in as the End Date. Today's date will be filled in as the default Start Date.
Select the Job name from the drop down list of jobs for the Account. If this is a new job for the Account, click on the Add a New Job and a pop up window displays to enter the new job information.

To add a new job:

Enter a job Number - this is an optional field. If you do not enter a job number, SupplyPro will assign one to the job.
Enter a job Name
Enter the job Address (only the first line is required)
Enter the City
Enter the State
Enter the Zip Code
Select a Subdivision for the job. If the job is in a new subdivision, click on the Add a new subdivision link and enter the name of the subdivision.

The following fields are not required and will be left blank if not filled in.

Enter the job Phase.
Enter the job Lot.
Enter the job Block.
Enter the Plan name.
Enter the Elevation.
Enter the Swing.
Enter the Permit Number(s).

Select the Task from the drop down list of tasks for the Account. If this is a new task for the Account, click on the Add a new Task link and a pop up window displays to enter the new task information.

To add a new job:

Enter a task Number - this is an optional field. If no task number is entered, SupplyPro will assign one to the task.
Enter a task Name
Enter a Description for the task. This field will be left blank if not filled in. It currently is not displayed in SupplyPro.

Enter a Task Filter. This text field can be used to filter the Order Calendar report.
Choose a crew from the Crew Filter Users can choose a crew from the drop-down list and click the Search button to view all orders assigned to that crew.
Users can also choose a crew from the 'Crew Filter’ drop-down list under the ‘Task/Task Filter’ column. This allows users to assign an order to a crew. Manage Crew Filters on the Company Profile page. drop-down list to assign a specific crew to this order. Crew Filters are managed on the Company Profile page.
Enter an Order Amount. If the order does not have line items, this field may be edited at any time. If the order contains line items, you may add or edit line items. The total of the line items will automatically be inserted into the Order Amount field. Previously entered tasks from other jobs will automatically copy the line items into this order. To add or edit line items, click on the Add line items or Edit line items link:

To add or edit line items, enter the following data for each line item:

Enter a SKU
Enter a Description
Select a Units (unit of measure) from the drop down list.
Enter a Quantity.
Enter a Unit Price.
The Extended Price column will be computed by multiplying the Quantity by the Unit Price
The Order Total will be calculated by adding the Extended Price for each line item.

Click the Finish button and the Order Total will be inserted in the order detail page as the Order Amount.

To add more items than will fit on the screen, click the More Items button and additional lines will be provided.

When editing existing line items, a column of check boxes is provided. To Delete items click the Delete check box and click the Finish button.

If the Billing Information is different than the Account information, click the Add billing information link.

To add billing information:

Enter a Name - this the Bill To name displayed on the order detail page.
Enter the Bill To Address - only one line for the address is required
Enter the Bill To City.
Enter the Bill To State.
Enter the Bill To Zip code.

The following fields are not required. If not data is entered the fields will be left blank.

Enter a billing Contact.
Enter the Phone Number for the billing contact.
Enter the Email address for the billing contact.

If the Shipping Information is different than the Account information, click the Add shipping information link.

To add shipping information:

Enter a Name - this the Ship To name that will be displayed on the order detail page.
Enter the Ship To Address - only one line for the address is required
Enter the Ship To City.
Enter the Ship To State.
Enter the Ship To Zip code.

The following fields are not required. If not data is entered the fields will be left blank.

Enter a shipping Contact. This is usually the superintendent for the job.
Enter the Phone Number for the shipping contact.
Enter the Email address for the shipping contact.

Click on the Add New Order button to record the order in SupplyPro. A blank screen displays to enter additional orders.
Click on the Clear button to clear the order and start over.