Order management

Order management

Introduction

Once your budget is initialized, it will live and evolve throughout your budget year. You will then be able to manage your budget by commitment and/or budget consumption based on orders placed and invoices recorded.

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

Committed budget = Sum of expenses already recorded and the balance of current orders for a given financial year (invoices + internal costs + Positive balance of remaining orders).
Managing the evolution of your committed budget requires recording your orders and invoices.

To see how to manage your invoices, please refer to the Managing Invoices article .

Description of order information

Mandatory data when entering an order:
  1. A Supplier , if it is not yet referenced you can create it quickly by entering 3 values: its name, its status, and the company services concerned by this supplier.
  2. A Date, usually this is the date of the day of the order.
  3. A budget line to be charged : Depending on the selected supplier, the budget lines on which it has been entered will be proposed by default. However, if these lines do not correspond to your order, you can use the Advanced Search. A pop-up will then open, and you can choose the appropriate budget line.
  4. A label : This field will be displayed in particular when an invoice is entered and will facilitate the link between order and invoice.
  5. Start and End : This is the period of the order. If the end date is not specified, the start date will be taken into account. By default, the current month is proposed as the Start and End date.
    6. Alert These dates have an impact on invoice entry: invoices linked to orders must be for a financial year covered by the order, without necessarily being included in the order period. Ex: I have an order from 05/2025 to 10/2025. I can enter an invoice linked to this order outside this period, as long as I remain in fiscal year 2025.
Optional elements when entering an order:
  1. Order Reference (40 characters maximum)
  2. The amount of the order Cmd [ year ] excluding VAT/including VAT : When registering the order, this amount will be added to your Committed budget. By default, this amount is 0 when creating an order.
  3. Description : This is a memo area.

Register an order by manual entry

There are two ways to associate an order with a budget line:

1- Save an order from the Budget Order view

  1. From the Finance module, by opening the Orders view of your budget: you can 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.

After clicking the + Order button located at the bottom left of the order table:
1. Enter the Supplier, the order date and optionally the order reference:

2. Select the budget line to be charged:
The drop-down list shows the budget lines of the Suppliers entered for the order.

If you want to allocate the order to a line whose supplier is not the same as the order:
  1. Click on Search a line

  1. Remove filter on supplier:
  2. Select a line and then click Select.

3. Complete/modify the mandatory elements (Label, Start, End ) and enter the optional elements if you wish (Cmd 20XX HT/TTC=Amount, Description) then Save .

2-Record an order from the budget line via the Orders tab

  1. From a budget line, via the Orders tab: you can find the history of your past orders on the line as well as the ability to reference a new one via the + Add an Order button located at the bottom left of the table.




If your order impacts several budget lines or if you wish to enter an order on a line without a supplier, you must go through the Budget Order view in order to distribute the order on the impacted budget lines.

After clicking on the + Add an Order button located at the bottom left of the table:

      

- Complete the order elements with the mandatory elements (Date, Supplier, Label, Start, End) and optional elements (Cmd 20XX HT/TTC=Amount, Description):
- Save.

The supplier is pre-filled with the one from the budget line but you can change them.

Record an order impacting multiple budget lines

An order can be transmitted by a supplier and impact several budget lines. To enter an order to be distributed across several budget lines you must:
  1. Go through the Budget Order tab to create the order.
  2. Have an order reference
To enter the command:
1. Access the Budget Order view
2. Click on + Order to create an order: enter the order details as seen previously.
You must provide an order reference to display the + Add an order line button to enter order lines .
3. Add as many order lines as there are budget lines to distribute the order over by clicking on + Add an order line
4. For each order line, fill in the mandatory and optional elements as seen previously. Distribute the amount of the order on the lines created.
5. Save.

Save orders by bulk import

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

Save orders by API import

You can import orders in bulk via API. This case is particularly suitable when you can interface your Accounting / Finance IS. Follow this link to access the documentation: API Management .

Associate a document with an order

From the command line, click on then associate an existing document in the Abraxio EDM or a new document:



A document can only be associated with one order line.

View the amount and balance of orders on a budget line

To track orders, you can insert the following columns to track order amount and balance by budget line:
  1. Orders: sum of the amount of orders recorded on the line
  1. Cmd balance: sum of the balances of the orders recorded on the line (where the balance is equal to the Sum of the amount of the orders - Sum of the invoices charged to the orders).

Complete an order

When registering an Invoice, its amount will then be deducted from the balance of the order. However, if no other invoice is expected on this order, you can settle the order.

Let's take the example of an order placed for €1000. An invoice is recorded for an amount of €900. The balance of the order then increases to €100. The amount committed does not vary (Committed = Expenses recorded + Order balance = €900 + €100). If no other invoice is expected, it is then possible to settle the order by clicking on the settle button located on the order line or the invoice line:

The order balance then drops to €0. The amount committed will be deducted by €100 (Committed = €900 + €0):


Cancel the balance of an order:
It is possible to cancel the "Balance" action of the order via the button . The balance of the order will then be restored. In our example, the balance will again be equal to €100 and the amount committed will again be equal to €1000.

Commit the balance to the budget line

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

Example "Commit the balance of the order line"
A budget line has an annual forecast budget of €10,000.
1 invoice of €3000 has already been charged to this budget line, 1 other order of €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.

Delete an order

Deleting an order is only possible if no consumption is associated with it.
- To delete an order, click on the Delete button on the right.
- To delete a command line, click on the context menu of the budget line and click on delete.



Track orders

Order management allows you to track the execution of your budget:
- in the detailed Budget view, the columns "Orders", "Order Balance" are available on the budget lines:


- in the Budget Orders view, you can customize the order table to make it easier to track them (view creation, grouping by a field, grouping by order reference, etc.)



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