Management of orders

Introduction

Once your budget has been set up, it will live and evolve throughout your financial year. You can then manage your budget by commitment and/or budget consumption according to orders placed and invoices registered.

Consumed budget = All expenditure recorded in a given financial year (invoices + internal costs).  You can open this Conso view from the Home of the finance module for each of your budget years

Committed budget = Sum of expenditure already recorded and the balance of orders in hand for a given financial year (invoices + internal costs + positive balance of remaining orders). 

To manage your committed budget, you need to record your orders and invoices.

To see how to manage your invoices, please refer to the invoice Management of invoices.

Description of order informations

Mandatory data for order entry :

1. A Supplier, if this is not already referenced you can create it quickly by entering 3 values: its name, its status, and the company departments concerned by this supplier.
   
2. A date, generally the date of the order.
   
3. A budget line to charge : Depending on the supplier selected, the budget lines on which the supplier has been entered will be suggested by default. If, however, these lines do not correspond to your order, you can use the Advanced Search. A pop-up window will then open, allowing you to choose the appropriate budget line.
   
4. A label: This field will be displayed when an invoice is entered, and will make it easier to link the order to the invoice.
   
5. Start and End : This is the period of the order. If the end date is not entered, the start date will be taken into account. By default, the current month is proposed as the Start and End dates.
   

These dates have an impact on invoice entry: the start/end dates of the invoices entered on the order must be included in the order start/end interval.

Optional datas when entering an order :

1. Order reference (maximum 40 characters)
   
2. The amount of the order Cmd [year] excluding VAT: When the order is registered, this amount will be added to your committed budget. By default, this amount is 0 when an order is created.
   
3. Description : this is a memo zone
   

Register an order by manual entry

Two paths are available to associate an order with a budget line:

1. From the Finance module, by opening the Orders view of your budget, you find the history of your past orders as well as the ability to reference a new one via the +Order button   located at the bottom left of the table.      

1. From a budget line, via the Orders tab:
   

      

Add an order   allows you to associate this order with a budget line. Simply complete the expected command data then save to save.

Committing the line balance performs exactly the same action, except that it commits the entire budget balance of the line.

Example "Commit the balance of the order line"

1. A budget line has a forecast annual budget of €10,000.
   
2. 1 invoice of €3,000 has already been charged to this budget line, 1 other order of €2,500 has also already been committed.
   
3. Committing the balance of the line will result in the creation of a new order for the entire remaining budget of this budget line, i.e. €4,500
   

Registering an order with an impact on several budget lines

An order may be placed by a supplier and have an impact on several budget lines.  To enter an order to be split between several budget lines, you must :

- Go to the Order tab of the budget to create the compulsory order

- Have an order reference

1. Access the Budget order view

2. Click on + Order to create an order: fill in the order details as described above.

You must enter an order reference if you want the + Add order line button to appear so that you can enter order lines.

3. Add as many order lines as there are budget lines on which to divide the order by clicking + Add an order line 

4. For each order line, fill in the mandatory and optional elements as described above. Spread the order amount over the lines created.

5. Save the order.

Register orders by bulk import

You can bulk import orders via a .CSV or .XSLX spreadsheet file. This is particularly useful when you can extract the list of orders from your Accounting/Finance IS. Follow this link to access the documentation Mass import of orders. 

Registering orders via API import

You can import orders en masse via API. This is particularly useful when you need to interface with your Accounting/Finance IS. Follow this link to access the documentation API Management.

Other operations on orders

Balance an order

When you register an Invoice, the amount will be deducted from the balance of the order. However, if no other invoice is expected for this order, you can balance the order.

Let's take the example of an order placed for €1000. An invoice is received for €900.  The balance of the order is then €100. If no further invoices are expected, you can cancel the order by clicking on the cancel button on the order line or invoice line.  The amount committed will then be deducted from €100.

Commit budget line balance

Committing the balance of the line performs exactly the same action as creating an order, except that it commits the entire budget balance of the line = "To be committed".

Example "Commit order line balance".

A budget line has a projected annual budget of €10,000.

1 invoice for €3000 has already been posted to this budget line, and 1 other order for €2500 has also already been committed.

Committing the balance of the line will result in the creation of a new order for the entire remaining budget of this budget line, i.e. €4,500.

Deleting an order

You can only delete an order if there are no consumables associated with it.

- To delete an order, click on the Delete button on the right.

- To delete an order line, click on the budget line context menu on the left and click on delete.

Tracking orders

Order management enables you to monitor the execution of your budget:

- in the Detailed budget view, the "Orders" and "Order balance" columns are available on the budget lines :

- in the Orders view of the budget, you can customise the orders table to make it easier for you to track them (create a view, group by a field, group by order reference, etc.).

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