Orders

Overview

The Orders module (order records, business cases, projects) is used to track company orders from receipt to closure. It allows you to monitor the status, priorities, deadlines, financial indicators, and responsible persons for each order. Managers and order managers can close orders, assign tasks, and track costs and revenues.

Key Features

• Order records with number, name, sub-order, and description
• Assignment of a customer from CRM or the customer register
• Order prioritisation with colour-coded row highlighting
• Tracking of order submission and completion deadlines
• Financial overview: quoted price, agreed price, invoiced amount, gross profit
• Responsible team management: order manager, contract guarantor, quotation processor
• Order notes with types and attachments
• Links to tasks, timesheets, documents, and invoices
• Import of orders from a Pohoda XLSX file
• Production job sheet printing
• Order closure with access rights

Access and Settings

How to Access the Orders Module

Navigation path to the Orders module: Main Menu → Orders. The module displays an overview of all orders available to the logged-in user.

Orders Module Settings

Configuration of the Orders module is available via Settings → Orders. Settings are accessible to module administrators and system administrators. The following can be configured in the settings:

• Displayed columns: Enabling or disabling individual order fields (number, name, sub-order, company, deadlines, prices, personnel fields, etc.)
• Required and unique fields: Marking fields as required or unique
• Order priorities: Setting priority names, font colours, and row background colours
• Note types: Configuration of note types and permissions for adding and viewing them
• Custom fields (optional fields): Adding custom columns with various data types
• Order number generation: Prefix, second prefix, and number of digits for automatically generated order numbers
• Order closure rights: Enabling the order closure feature and assigning permissions
• Invoiced amount from issued invoices: Automatic calculation of the invoiced amount from the Issued Invoices module
• Default hourly labour rate: Default rate for order cost calculations
• User permissions: Setting access rights for individual users

Custom Order Fields (Optional Columns)

In the Orders module settings, you can add custom fields (optional fields) that are displayed in the order detail and in the overview table. The available custom field types for orders are:

• Yes/No (checkbox): Checkbox for binary values
• Integer: Field for whole numbers
• Decimal number: Field for decimal numbers
• Date: Date picker
• Date with deadline monitoring: Date with notification before the deadline expires
• Date with deadline monitoring – who to notify: Date with configurable notification for specific users set individually for each record
• List – selection (selectbox): Selection from a predefined list of values
• File: File attachment
• File – photo: Photo file attachment
• Text – 1 line: Single-line text input
• Text – multiple lines: Multi-line text input
• eIntranet user (only subordinates of the logged-in user): User selection from subordinates
• Order (from the Orders module): Link to another order in the system

Permissions and Access Rights for the Orders Module

Access to the Orders module requires permission settings. The module administrator assigns access rights to individual users in the module settings.

Permission	Description
View	Browsing the order list and their details without the ability to edit
Edit	Creating new orders and editing existing records
Import	Importing orders from an XLSX file in Pohoda format
Delete	Marking orders as deleted
Order closure	Ability to close and reopen orders (requires the feature to be enabled in settings)
View costs	Access to the Costs and Revenues tab in the order detail
Administration	Full access including deleted records and module settings

Note: The right to edit a specific order may be further restricted by the module settings. For example, only the order manager or the responsible team may edit the order, even if they have general editing permissions.

Orders Module User Interface

Main Order List Screen

The main screen of the Orders module displays a table with the list of orders. At the top, there are toggle buttons for quick filtering: Active only and All. If price fields are active in the settings, a currency display toggle is also shown: With foreign currencies or With conversion to CZK.

Above the table on the right are buttons: Add (new order), Import (import from file), and Deleted (view deleted records, administrators only).

The table displays only columns activated in the settings. Rows with a set priority background colour are colour-highlighted. The table offers export to Excel, printing, and column visibility selection.

Filters and Order Search

The Orders module includes a collapsible filter panel. Active filters are highlighted in bold red text. The available order filters are:

• Active: Filter for Active only or Inactive only
• Order number contains: Text search in the order number
• Order name contains: Text search in the order name
• Sub-order name contains: Text search in the sub-order (if the field is active in settings)
• Submission date: Date range of order submission (from – to)
• Resolution date: Date range of the order completion deadline (from – to)
• Priority: Filtering by order priority
• Customer – name contains: Text search for the customer
• Customer from CRM: Selection of a specific company from CRM (if the field is active in settings)
• Closed: Filter Yes or No for closed orders (if the order closure feature is active)
• Contained in notes: Text search in order notes

Tip: Clear a filter by clicking the Cancel button. You can also use the DataTables search field directly in the table for quick text search across all columns at once.

Basic Operations in the Orders Module

Procedure: Creating a New Order

To create a new order in the Orders module, follow these steps:

1. Click the Add button in the upper right part of the Orders module screen
2. Fill in the order form. The available fields depend on the module settings:
   • Company: Customer from the customer register, from CRM (company, branch, contact), or manual entry of the company name
   • Order number: Automatically generated number according to the configured prefix, can be overwritten. An asterisk (*) indicates a required field. If uniqueness is set, the system verifies whether the number already exists
   • Order name: Name of the order (required or optional depending on settings)
   • Sub-order name: Optional specification or internal designation of the order
   • Received on: Order submission date (pre-filled with today's date)
   • Complete by: Order completion deadline
   • Priority: Priority selection from the configured list
   • Active: Check to mark the order as active (default state on creation)
   • Ordering party: Company from CRM as the ordering party (if the field is active)
   • Quotation processor: User responsible for processing the quotation
   • Contract guarantor: User as the contract guarantor
   • Order manager: Main user responsible for the order
   • Team responsible for the order: Selection of multiple users forming the order team
   • Supplier list: Selection of multiple companies from CRM as suppliers
   • Place of realisation: Text field for the address or description of the realisation site
   • Quoted price: Amount with currency selection
   • Agreed price: Contractual price with currency selection
   • Invoiced: Invoiced amount (when linked to issued invoices, it is calculated automatically and the field is non-editable)
   • Direct material and service costs (plan): Planned direct costs with currency selection
   • Number of worked hours (plan): Planned number of hours
   • Site handover date: Date of site handover by the customer
   • Order handover date (plan): Planned date for handing over the completed order
   • Order handover date (actual): Actual date of handing over the completed order
   • Warranty period until: End date of the warranty period
   • Order description: Formatted text field for a detailed order description
   • Attachments: File upload via drag and drop
   • Custom columns: If custom fields are configured, they appear in the Custom Columns section
3. Click the Save button

Tip: When copying an order (copy icon in the table), a pre-filled form with the original order data opens. If the Products module is active, you can check the Copy including products option to also copy assigned products.

Procedure: Viewing Order Details

Open the order detail in the Orders module by clicking on the order name or number in the overview table. The order detail is divided into tabs:

• Basic information: All order information, linked documents, description, attachments, documents, notes, and tasks
• Costs: Overview of order costs (received invoices, cash register documents, warehouse issues) – available with cost viewing permissions
• Revenues: Overview of order revenues (issued invoices, etc.) – available with cost viewing permissions

The order detail header displays a summary of Revenues – Costs = Profit (colour-coded). If the order is closed, a red label CLOSED is displayed. Use the Print button to print the order detail.

Procedure: Editing an Order

To edit an existing order in the Orders module, proceed as follows:

1. Open the order detail by clicking on its name or number in the overview table
2. Click the green Edit button in the Basic Information section header
3. Modify the desired fields in the form
4. Click Save

Note: The right to edit a specific order may be restricted by the module settings. Only the order manager or members of the responsible team may edit the order, despite having general editing permissions.

Procedure: Closing and Reopening an Order

The order closure feature must first be enabled in the Orders module settings. Closing an order requires a special closure permission assigned by the module administrator.

1. Open the order detail in the Orders module
2. To close, click the red Close button – the closed order is marked with a red label CLOSED
3. To reopen a closed order, click the green Open button

Procedure: Deleting an Order

Deleting an order in the Orders module is available to users with deletion permissions.

1. Open the order detail in the Orders module
2. Click the red Delete button in the upper right corner of the detail header
3. Confirm deletion in the dialogue window by clicking Yes

Deleted orders can be viewed via the Deleted button in the main order overview. This button is accessible only to module administrators.

Advanced Features of the Orders Module

Procedure: Adding a Note to an Order

In the Orders module, you can add notes to an order (communication records, internal memos, order progress records). Notes are displayed in the order detail in the Notes section.

1. Open the order detail in the Orders module
2. In the Notes section, click the Add button
3. Fill in the note form:
   • Note type: Selection from configured note types (configured in the module settings)
   • Private: Check to mark the note as private – only the author and optionally selected users can see it
   • Can also be seen by: If the note is private, you can select specific users who will be able to see it
   • Order description: Note text with formatting options
   • Attachments: Upload files to the note via drag and drop
4. Click Save

Tip: Note types and permissions for adding and viewing them are configured in the Orders module settings. A private note is visible only to the author and users explicitly selected in the Can also be seen by field.

Procedure: Adding an Attachment to an Order

Add attachments (files) to an order in the order detail in the Orders module in the Attachments section.

1. Open the order detail in the Orders module
2. In the Attachments section, click the Add button
3. Drag files into the displayed area or click to select files from your computer
4. Click Save

Attachments are displayed directly in the order detail with download options. Users with editing permissions can also delete attachments.

Procedure: Adding Products and Assemblies to an Order

If the Products module is active in the system, you can assign products or assemblies to an order in the Orders module. Products are displayed in the order detail.

1. Open the order detail in the Orders module
2. In the products section, click the Add product/assembly button
3. Select a Product/assembly from the list of products in the system
4. Enter the Number of pieces needed for the order
5. The system displays a list of sub-products and components needed for the assembly
6. Click Save

Note: When modifying the number of pieces for an existing assigned product, the associated production tasks must be manually updated.

Procedure: Creating Production Tasks from Order Products

After adding a product to an order in the Orders module, you can automatically create tasks for producing individual components. This feature links the Orders module with the Tasks module.

1. In the order detail, go to the assigned products section
2. For the desired product, click the tool (wrench) icon
3. The system displays the product structure with a list of sub-components and their required quantities
4. For each component for which you want to create a production task, click the corresponding button
5. Fill in the task parameters (name, assignee, deadline)
6. The task is created and automatically linked to this order in the Tasks module

Note: Created tasks are displayed in the order detail in the Tasks for this order section. Tasks from the product structure are listed as Production tasks and are accessible via a link for printing the production job sheet.

Procedure: Printing an Order Production Job Sheet

In the Orders module, you can print a production job sheet for an order. The production job sheet is intended for production workshops and contains basic order data, products, and operations.

1. In the order detail, click the print icon next to the relevant production task
2. A production job sheet page with an order and product overview is displayed
3. To print, click the Print button

Procedure: Importing Orders from a Pohoda XLSX File

The Orders module allows bulk import of orders from a file in Pohoda XLSX format. A maximum of 1,000 orders can be imported from a single file. If an order with the same number already exists in the system, the import skips it and does not create a duplicate.

1. In the main order overview, click the Import button
2. In the dialogue window, select File format for import: Pohoda – XLSX
3. Drag the XLSX file into the Attachments field or select it by clicking
4. Click Save
5. After the import is complete, the system displays the number of successfully imported orders

Note: Order import is available only to users with order editing permissions. The file must be in XLSX format (Excel 2007 and later). The older XLS format is not supported.

Procedure: Linking an Order with Documents from the Documents Module

In the Orders module, you can link an order with documents or folders stored in the Documents module. If this feature is active in the settings, two document linking sections are displayed in the order detail:

• Link to documents in the Documents module: Linking with specific versioned documents
• Link to folders in the Documents module: Linking with an entire document folder

Procedure for adding a link to a specific document from the Documents module:

1. In the order detail, click the Add button in the Link to documents in the Documents module section
2. Select a folder with the document from the Documents module folder tree
3. Select a specific document from the displayed list of documents in the selected folder
4. Click Save

Tip: Linking with documents allows you to assign versioned documentation (drawings, contracts, certificates) to an order without physically copying files. Removing the link does not delete the document from the Documents module.

Orders Module Data Export

In the Orders module, data export is available directly from the overview table using the Excel button (export to XLSX). The export includes all visible table columns with complete order data. Print (direct table printing) and Columns (selection of displayed columns for export and printing) buttons are also available.

Integration of the Orders Module with Other Modules

Orders and CRM Module Integration

The Orders module integrates with the CRM module (CRM – Contact Management) when assigning a customer to an order. If the Customer from CRM field is active in the order settings, you can select a company directly from the CRM register. The following can also be assigned to an order:

• Company branch (CRM): Specific branch or address of the company from CRM
• Contact person (CRM): Specific contact from the CRM company
• Ordering party (CRM): Another company from CRM as the order's ordering party
• Suppliers (CRM): List of companies from CRM as order suppliers

In the order detail, linked CRM data is displayed as clickable links for direct navigation to the record in the CRM module.

Orders and Tasks Module Integration

The Orders module is closely linked with the Tasks module. The order detail displays all tasks assigned to the order, divided into task groups. Each task group has a separate table with an overview (name, status, deadline, assignees, notes).

• A new task for the order can be added directly from the order detail using the Add button in the Tasks for this order section
• Tasks are organised into groups (default group and named task groups)
• If the Products module is active, production tasks can be generated automatically from the product structure
• The order manager can receive email notifications about timesheets recorded for the order

Tip: Task groups allow you to organise order tasks into logical units (e.g., preparation, implementation, handover). Set the task group when creating or editing a task in the Task Group field.

Orders and HelpDesk Module Integration

The Orders module can be linked with the HelpDesk module. An order can be assigned to a helpdesk ticket, ensuring traceability of customer requests in the context of a specific order. Linked helpdesk tickets are displayed in the order detail in the related documents section.

Orders and Other Document Integration

In the order detail, the Basic Information section displays all automatically linked documents from other system modules:

Module	Link Description
Quotations	Customer quotations created for this order
Received orders	Received orders from the customer for the order
Issued orders	Orders issued to suppliers for the order
Delivery notes	Delivery notes created for the order
Issued invoices	Invoices issued to the customer for the order
Received invoices	Invoices received from suppliers for the order
Enquiries	Enquiries created for the order
Warehouse	Material issues from the warehouse for the order
Cash register	Cash register documents assigned to the order
Bank statements	Bank transactions linked via the order's invoices
Timesheets	Employee work hour reports for the order
Documents	Linked documents and folders from the Documents module

Troubleshooting in the Orders Module

Frequently Asked Questions about the Orders Module

Question: The Add or Import button is greyed out and cannot be clicked.

Solution: You do not have permission to edit orders. Ask the Orders module administrator to assign the appropriate access right in the module settings.

Question: The Invoiced field cannot be edited manually; it is greyed out.

Solution: In the Orders module settings, the option for automatic calculation of the invoiced amount from the Issued Invoices module is active. The value is updated automatically when issued invoices linked to this order change and cannot be entered manually.

Question: The order number cannot be saved; the field has a red border.

Solution: In the Orders module settings, a uniqueness condition is set for the order number and the entered number already exists in the system. Enter a different order number or check whether you are creating a duplicate order.

Question: The Close order button is not displayed or is greyed out.

Solution: The order closure feature must be active in the Orders module settings and you must also have the order closure permission assigned. Contact the Orders module administrator.

Question: The Costs and Revenues tabs in the order detail are not visible.

Solution: To display the Costs and Revenues tabs, the order cost viewing permission is required. The module administrator must assign this permission in the Orders module access rights settings.

Question: The XLSX file import reports a file version error.

Solution: The file must be saved in XLSX format (Excel 2007 and later). Files in the older XLS format are not supported. Open the file in Excel and save it again in XLSX format.

Question: I cannot edit an order despite having general editing permissions.

Solution: In the Orders module settings, editing may be restricted to the order manager or members of the order's responsible team only. The module administrator or order manager must either adjust the rights settings or add you to the order's responsible team.

Tips for Efficient Work with the Orders Module

• Tip: Colour-coded rows in the order table indicate priority. Set priority background colours in the module settings for quick visual orientation when working with a large number of orders
• Tip: Use the Contained in notes filter to quickly find an order where specific text was recorded in communications or internal memos
• Tip: The Active only / All toggle allows quick switching between active orders and a complete overview without opening the filter panel
• Tip: To convert prices of different orders into a single currency, use the With conversion to CZK toggle. Exchange rates are loaded according to system settings
• Tip: The production job sheet is suitable for production workshops and contains an order and product overview ready for printing without unnecessary interface elements
• Tip: Linking with the Documents module allows you to assign versioned documents (drawings, contracts, certificates) to an order without copying files
• Tip: The order manager can enable notifications for new timesheets directly in the order detail by checking the Send notifications about recorded work to the order manager option
• Tip: Use the order copy function to quickly create a similar order. A new order number is generated automatically