Orders

Overview

The Orders module is used for recording and managing company orders, projects, and contracts. It enables complete order management, including linking with customers from CRM, tracking prices and costs, assigning responsible persons, defining priorities, and working with optionally configurable parameters based on company needs. The module provides a comprehensive overview of order status, costs, related documents, and files.

Key Functions

Order tracking with automatically generated numbers or manual entry
Linking with customers from the CRM module or customer records
Tracking quote, agreed, and invoiced prices in various currencies
Assignment of responsible persons (quote processor, contract guarantor, order manager, team)
Setting order priorities with color coding
Tracking order costs with links to purchasing and warehouse issue slips
Management of order notes with different types and access rights
Custom fields fully configurable according to company needs
Linking with products, tasks, invoices, and other documents
Data export to Excel, printing, and advanced filtering

Target Group

The module is intended for project managers, sales representatives, technicians, team leaders, and management who need comprehensive order records and an overview of their status, costs, and fulfillment.

Access and Settings

How to Access the Module

Navigation path: Main Menu → Orders

After opening the module, an overview table of all orders will be displayed with filtering and search options.

Module Settings

Settings path: Settings → Orders (the link is available directly on the main page of the module for users with administrative rights for this module)

Configuration of Displayed Items

In the module settings, you determine which items will be used for orders:

Order Number: Numerical identification of the order with the option of automatic generation
Order Name: The main name of the project or order
Sub-order Name: An additional name for larger projects with multiple parts
Date Entered: When the order was accepted
Deadline: The completion date of the order
Priority: Setting the importance of the order with color coding
Customer: Linking to a customer from CRM, customer records, or manual entry
Description: Detailed text description of the order
Attachments: Option to upload files to the order
Notes: Internal notes with different types and access rights

Financial Items

Quote Price: The amount stated in the quote to the customer
Agreed Price: The price agreed upon with the customer
Invoiced: The total sum of issued invoices
Direct Costs for Material and Services (Plan): Planned costs
Gross Profit: Automatically calculated as quote price minus direct costs

All price items support different currencies and automatic conversion using the CNB exchange rate.

Personnel Items

Client: The company that ordered the work (selection from CRM)
Quote Processor: The person who prepared the quote
Contract Guarantor: The person responsible for the contract
Order Manager: The main person responsible for execution
Team Responsible for the Order: Multiple people participating in the project
List of Suppliers: Companies supplying material or services (selection from CRM)

Date Items for Projects

Site Handover Date: For construction orders
Order Handover Date (Plan): Planned completion
Order Handover Date: Actual handover
Warranty Period Until: End of the warranty period

Automatic Order Number Generation

The order number format can be defined in the settings:

Prefix: Text before the number (e.g., ORD)
Prefix2: Year - 4 digits (2026), 2 digits (26), or do not use
Number of Digits: Number of zeros before the sequence number (e.g., 4 = 0001)

Example: Format ORD2026-0001, ORD2026-0002, etc.

Priority Configuration

Up to 7 priority levels can be set with custom names and colors:

Priority name (e.g., Very High, High, Medium, Low)
Text color and background color
Option to color the entire row in the table according to priority

Note Types

The system supports up to 15 types of notes with settings for:

Note type name
Color and icon for differentiation
Who can see the notes (everyone or selected users)
Who can enter notes
Who can edit notes

The default "Change" type is automatically created when an order is edited for the audit trail.

Custom Fields

In the Custom Fields section, you can create up to 41 custom fields exactly according to your company's needs. For each field, you set:

Field Name: What the field will be called
Field Type:
- Yes/No (checkbox)
- Integer or decimal number
- Date or date with deadline monitoring and notification
- List - selection from predefined values
- Text - 1 line or multiple lines
- File or photo
- eIntranet User
- Order - link to another order
Who can fill in/see: Anyone or selected users
Required: Mandatory field when creating an order
Show in Table: The field will be displayed in the order overview table
Function: E.g., sum of values for numerical fields

User Rights

In the module settings, you determine access rights for individual users:

Rights Level	Description
No Access	User cannot use the module at all
Read where assigned	Can view orders where they are listed as processor, guarantor, manager, or team member
Read where assigned, edit own and enter new	Can create new orders and edit those they created themselves
Read all and edit all	Sees all orders and can edit them
Read, edit and delete all	Full access including deleting orders

Additional rights:

Access to Order Costs: Can view and edit costs (Costs tabs)
Close Orders: Can mark an order as closed (if the function is enabled in settings)

User Interface

Main Screen

After opening the module, an overview table with all orders is displayed. In the table header, there are buttons:

Active Only / All: Toggle for filtering active orders
With Foreign Currencies / With Conversion to CZK: Toggle for price display (if price items are enabled)
Add: Creating a new order (green button)
Import: Bulk import of orders (blue button)
Deleted: Display of deleted orders for administrators (red button)

Order Table

The table contains columns based on the module configuration. Standardly displayed are:

Order Number (clickable - opens detail)
Order Name
Date Entered and Deadline
Priority (color-coded)
Customer
Responsible Persons (processor, guarantor, manager, team)
Price Data
Custom fields marked to be shown in the table
Active (yes/no icon)
Actions (icons for viewing, copying, deleting)

In the table, you can:

Sort: By clicking on the column header
Search: The "Search" field at the top right searches all columns
Export: The Excel button creates an export of the entire table
Print: Printable version of the table
Show/Hide Columns: Button for selecting displayed columns
Advanced Filtering: Button for constructing complex filters

Filters and Searching

The filter panel (open by clicking the Filter tab) offers detailed search options:

Active: Active only / Inactive only orders
Order Number contains: Search in the order number
Order Name contains: Search in the name
Sub-order Name contains: Search in the sub-name (if field is enabled)
Date Entered: Range from - to
Date Resolved: Range from - to
Priority: Selection of a specific priority
Customer Name contains: Search in the customer's name
Customer from CRM: Selection of a specific company from CRM (if CRM link is enabled)
Closed: No / Yes (if closing function is enabled)
Contained in Notes: Full-text search in notes

After setting the filters, click the Search button. The Cancel button clears all filters.

Basic Operations

Creating a New Order

Click the Add button in the table header
The "Order Entry" dialog window opens
Fill in the basic details:
- Company: Select a customer from the list or enter manually (according to module settings)
  - If the CRM link is on, you select companies from the CRM module
  - You can also select a specific branch and contact person
- Order Number: Automatically filled with the next free number according to settings; you can change it
- Order Name: Enter a descriptive name for the project
- Sub-order Name: Optional for structuring larger projects
- Received on: Date the order was entered (pre-filled with today's date)
- Complete by: Completion deadline
- Priority: Select the importance of the order
- Active: Check for an active order (checked by default)
In other tabs, you can fill in:
- Personnel Data: Client, quote processor, guarantor, manager, team, suppliers
- Financial Data: Quote price, agreed price, invoiced, direct costs, number of hours
- Date Data: Site handover, delivery (planned and actual), warranty
- Description and Attachments: Text description and file upload
- Custom Fields: Your own defined fields
Click the Save button
The order is created and its detail is displayed

Editing an Order

In the order overview table, click the Edit icon (pencil) for the desired order, or
Open the order detail by clicking the order number or name
In the detail, click the Edit button in the "Basic Data" tab
Update the necessary data in the dialog window
Click Save

Note: With every change to an order, a note of type "Change" is automatically created with information about who modified the order and when.

Copying an Order

In the order table, click the Copy icon (double sheet) for the order
A form with copied data opens
Update the order number and other necessary details
If you have products linked to the order enabled, you can check "Copy including products"
Click Save

Deleting an Order

In the order table, click the Delete icon (trash can) for the desired order, or
In the order detail, click the Delete button in the header
Confirm the deletion in the dialog window by clicking Yes
The order is moved to deleted records

Note: Deleted orders can be viewed by an administrator by clicking the Deleted button and can be restored if necessary.

Closing an Order

If the order closing function is enabled in settings:

Open the order detail
In the "Basic Data" tab, click the Close button
The order is marked as closed and appears in red in the overview
A closed order can be reopened with the Open button

Note: Closed orders can still be edited; closing is only a visual designation of a completed project.

Order Detail

Basic Data Tab

The order detail displays all filled-in data clearly divided into sections:

Identification: Number, name, sub-order, customer, dates, priority
Responsible Persons: Client, processor, guarantor, manager, team, suppliers
Financial Data: Quote price, agreed price, invoiced, costs, gross profit
Project Deadlines: Handover, delivery (planned and actual), warranty
Custom Fields: Your own fields
Metadata: Who created the order and when

The detail automatically displays all linked documents:

Quotes: Issued quotes linked to this order
Sales Orders: Orders from the customer
Inquiries: Inquiries for material or services
Purchase Orders: Orders sent to suppliers
Delivery Notes: Goods issues to the customer
Sales Invoices: Invoices issued to the customer
Purchase Invoices: Invoices from suppliers
Warehouse Issue Slips: Material withdrawn from the warehouse for the order
Bank Transactions: Payments related to invoices

Each document is displayed with a link for quick navigation to its detail.

Order Description

In the Description section, you can manage a detailed text description of the order:

Click the Edit button in the "Description" tab
An editor with text formatting opens
Write or edit the order description
Save by clicking Save

Attachments

Manage files attached to the order:

Click Add in the "Attachments" tab
Drag files into the dialog or click to select
You can upload up to 60 files with a size of up to 100 MB each
Alternatively, create a new document directly in the OnlyOffice editor (if available)
Download: Click on the file name
Removal: Click on the trash icon for the file

Order Notes

Notes are used for internal communication and recording the progress of the order:

Click Add Note
Select the note type (e.g., General, Technical, Business - according to settings)
Write the note text
Optionally add attachments to the note
Save with the Save button

Notes are displayed chronologically with information about the author and time. The color and icon of the note correspond to its type. You can only edit notes for which you have permissions based on the note type settings.

Links to Documents

If you use the Documents module, you can link the order with:

Specific Documents: Select documents from the Documents module
Document Folders: Link the order with an entire folder

Costs Tab

In this tab, you track the actual costs of the order (available only for users with "Access to order costs" permission):

Cost Overview

The table displays all cost items:

Date: When the cost was incurred
Cost Type: Material, Service, Labor, Transport, etc.
Description: What was purchased or performed
Quantity and Unit
Unit Price
Total Price
VAT
Total with VAT
Supplier: Who supplied the cost
Link to Document: Purchase invoice, issue slip, etc.

Cost Filtering

You can filter costs by:

Period: Date from - to
Selected Only: Show only marked costs

Cost Export and Printing

Excel button: Export costs to a spreadsheet
Print button: Print preview

Automatic Cost Loading

Costs are automatically loaded from:

Purchase Invoices: Invoices linked to this order
Warehouse Issue Slips: Material issued from stock valued at stock price
Purchase Orders: Orders sent to suppliers
Attendance: Hours worked by team members (if the attendance link is on)

Advanced Functions

Linking with Products

If you have the Products module enabled, you can assign products (items, components, assemblies) to the order:

Open the order detail
Go to the "Order Products" section
Click Add Product
Select the product from the list
Enter the quantity
Optionally enter the stock quantity for this product
Save with the Save button

For each product, you can:

Create tasks for its manufacture or assembly
Track the number of pieces in stock
Generate bills of materials (BOM)

Linking with Tasks

You can create tasks for each order:

In the order detail, find the "Tasks" section
Click Add Task
Fill in the task name, deadline, and assign a responsible person
Save the task

Tasks linked to an order are displayed in the overview and can be filtered by status (incomplete, completed, overdue).

Importing Orders

To enter orders in bulk, use the Import function:

Click the Import button in the table header
Download the sample Excel file
Fill the orders into the Excel file according to the sample
Upload the filled-in file
Check the preview of imported data
Confirm the import with the Import button

Data Export

Available export formats:

Excel: Export of the current table selection to a .xlsx file
- Preserves number and date formatting
- Automatically removes HTML tags
- Converts formatted amounts into numbers for further processing
Print: Print preview of the table optimized for paper
Copy: Copying data to the clipboard for pasting into another application

Bulk Operations

Bulk editing is not directly supported in the UI, but you can:

Export data to Excel
Edit it in bulk in Excel
Import back via the Import function

Integration with Invoicing

When creating a sales invoice, you can:

Select an order from the list in the "Order" field
The invoice is automatically linked to the order
A link to the invoice is displayed in the order detail
The invoice amount is automatically added to the "Invoiced" field

Monitoring Order Progress

For effective progress monitoring, use:

Notes: Continuously record changes, decisions, communication with the customer
Tasks: Break down the order into sub-tasks with deadlines
Costs: Continuously monitor actual costs against the plan
Dates: Update deadlines when schedule changes occur
Status: Use custom fields to define your own order statuses (e.g., Preparation, In Production, Testing, Completed)

Reporting and Analysis

For reporting, use:

Filters: Filter orders by period, priority, manager, customer
Export to Excel: Data can be further processed in pivot tables and charts
Advanced Filtering: The "Advanced Search" button allows you to construct complex queries with multiple conditions
Custom Fields with Sum Function: For numerical fields, the sum of selected orders is automatically calculated

Integration with Other Modules

CRM Module

Selecting a customer from companies maintained in CRM
Automatic loading of customer contacts and branches
Selecting the client and suppliers from CRM
All its orders are displayed in the company detail in CRM

Invoicing Module

Linking sales invoices with orders
Linking purchase invoices with order costs
Automatic totaling of invoiced amounts
Overview of payments in the order detail

Warehouse Module

Warehouse issue slips linked with the order
Automatic loading of material costs into the Costs tab
Tracking material consumption on the order

Tasks Module

Creating tasks assigned to the order
Overview of all tasks in the order detail
Filtering tasks by status
Printing a task list for the order

Products Module

Assigning products to the order with quantity
Tracking production status for each product
Generating production tasks from products
Material bills of materials for the order

Attendance Module

Assigning worked hours to the order
Automatic loading of labor costs
Overview of time worked by team members

Documents Module

Linking the order with documents (contracts, protocols, plans)
Linking with document folders
Quick access to order documentation

Troubleshooting

Frequently Asked Questions

Question: I cannot create a new order; the Add button is inactive.

Solution: You do not have sufficient permissions. You need the "Read where assigned, edit own and enter new" right or higher. Contact the administrator to increase your rights.

Question: The order is not appearing in the overview, but I know it exists.

Solution: Check the filter settings. The "Active Only" filter might be active and the order is inactive, or you have a filter set for a specific customer. Click the "Cancel" button in the filter panel and try again.

Question: I cannot edit the order; the Edit button is inactive.

Solution: Either you do not have permission to edit this specific order (you can only edit your own orders if you do not have the "Read all and edit all" right), or the order is closed and you do not have the right to close/open orders.

Question: Order numbers are not generated automatically.

Solution: In the module settings, check the "Order Numbers" section. If all fields are empty, numbers are not generated and you must enter them manually. Fill in the prefix and number of digits to enable automatic generation.

Question: Purchase invoices are not appearing in order costs.

Solution: Check that when creating the purchase invoice, you selected this order in the "Order" field. Only invoices linked to the order will appear in costs. If you forgot, open the invoice and fill in the Order field.

Question: I cannot see the Costs tab.

Solution: You do not have the "Access to order costs" permission enabled. Contact the administrator to grant this right in the module settings.

Question: Export to Excel is not working or is empty.

Solution: Check that you have some orders displayed in the table. If the table is empty due to filters, the export will also be empty. Only visible rows are exported.

Question: Gross profit is not calculating correctly.

Solution: Gross profit is calculated as Quote Price minus Direct Costs for Material and Services (Plan). Check that both fields are filled in and are in the same currency. If you use different currencies, switch the display to "With conversion to CZK".

Question: Priorities are not showing colors in the table.

Solution: In the module settings, check the "Order Priorities" section. For each priority, you must set a name, text color, and background color. If you want to color the entire row, check the "Color entire row with background color" checkbox.

Question: Custom fields are not appearing when creating an order.

Solution: In module settings, under the "Custom Fields" tab, check that the fields have a name and type filled in. Empty fields are not displayed. Also check the "Can fill in/See" column - if you are not listed there, you will not see the field.

Error Messages

Error: "This order number already exists"

Solution: In the module settings, the "Order Number" field is marked as unique. Enter a different order number that hasn't been used yet.

Error: "Fill in all mandatory fields"

Solution: Some fields are marked with an asterisk (*) as mandatory. Find them and fill them in. Often it is the Order Number or Order Name, or custom fields marked as mandatory in the settings.

Tips for Efficient Work

Use filters: To find orders quickly, use the filter panel instead of manually browsing the table.
Set your priorities: Well-set priorities with distinct colors will help you quickly identify important orders.
Utilize notes: Continuously record all communication and changes in notes – you will create a complete history of the order.
Link documents: Always select the order when creating an invoice, purchase order, or issue slip – you will get a complete overview of all related documents.
Monitor costs continuously: Regularly check the Costs tab and compare actuals with the plan.
Create your own fields: Use custom fields to record information specific to your company (e.g., insurance claim number, customer reference number, approval status).
Export regularly: Create regular order exports for management reports or archiving.
Leverage team collaboration: Assign orders to teams and use notes for communication between team members.
Set note types: Create different note types for different purposes (technical, business, internal) with different access rights.
Use quick search: The "Search" field at the top right of the table searches all columns – the fastest way to find an order by any text.

Performance Optimization

If you have hundreds or thousands of orders, use filters to narrow down the displayed records.
Regularly mark completed orders as inactive – this will speed up the overview loading.
Use the order closing function to separate current projects from completed ones.
Store large attachments in the Documents module instead and only create a link to the folder – this will speed up order detail loading.

Security and Data Protection

All changes to an order are automatically recorded in "Change" type notes.
Deleted orders are not irreversibly removed – an administrator can restore them at any time.
Access rights are granular – you can set who sees which orders and notes.
All operations are logged in the system log for auditing purposes.

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