Issued Orders (Purchase Orders)

Module Overview

The Issued Orders module manages purchase orders that your company creates and sends to suppliers or subcontractors. These are orders requesting goods, services, or materials from your suppliers.

Key distinction:

• Issued Orders = orders you CREATE for suppliers (purchase orders) - what you need to buy
• Received Orders = orders you RECEIVE from customers (sales orders) - what customers want to buy from you

The module provides a comprehensive purchasing process management system including:

• Creating orders with items and prices
• Managing supplier relationships from CRM module
• Links to contracts, demands, and received invoices
• Order status tracking
• Printing and PDF export
• Attachment and notes management

Prerequisites and Module Activation

Required Permissions

To work with the Issued Orders module, you must have access rights assigned to a specific order group. There are five permission levels:

• 0 - No access
• 1 - Read only, view orders and details
• 5 - Create and edit orders
• 10 - Delete orders
• 15 - Full management including access to deleted records

Module Dependencies

The Issued Orders module can utilize the following eintranet.net modules:

• CRM (required) - For managing supplier companies and contacts
• Contracts - For linking orders to projects
• Products - For quick product addition to orders
• Warehouse - For adding items directly from inventory
• Demands - For creating orders from demand requests
• Received Invoices - For creating invoices from orders
• Offers - For linking to related quotations

Module Configuration

Order Groups

The module supports creating multiple order groups with custom settings. Each group can have:

• Custom department or type name
• Individual numbering series
• Custom buyer details (your company)
• Specific rights for individual users
• Custom feature and display configuration

Numbering Series Configuration

For each order group, you can set up automatic document numbering with these parameters:

• Prefix - Text at the beginning (e.g., PO, ORD, PURCH)
• Year - Whether to include year:
  • Y = full year (2025)
  • y = short year (25)
  • empty = no year
• Suffix - Text after year before number (e.g., dash -)
• Number of digits - Length of number part with leading zeros
• Start from - First number in series (usually 1)

Example: Prefix="PO", Year="Y", Suffix="-", Digits=4, From=1 creates numbers like PO2025-0001, PO2025-0002 etc.

Buyer Information Configuration

For each order group, enter your company details (the buyer) that appear on printed orders:

• Company name
• Street and number
• City
• ZIP code
• Country
• Company ID
• Tax ID
• Logo - Company logo image for printing

Optional Features

In group settings, you can activate these features:

• Use order statuses - Enable status tracking (active, delivered, paid, rejected)
• Use contracts - Display field for contract linking
• Use total price without items - For entering only total amount without item breakdown
• Use approval workflow - Activate order approval process
• Default VAT rate - Auto-filled VAT rate for new items
• Default text above items - Standard text above items table
• Default text below items - Standard text below items table

Working with Orders

Creating a New Order

1. Click Create Order button in main overview
2. Fill in basic information:
   • Order name - Descriptive name for your records
   • Company (supplier) - Select supplier from CRM module
   • Contact person - Person at supplier you communicate with
   • Contract - Link to project if enabled
   • Creation date - Order issue date
   • Valid until - Deadline for order fulfillment
   • Currency - Currency for order prices
   • Status - Current order status if enabled
3. If delivery address differs from company address, check Delivery address is different
4. Add attachments or internal notes as needed
5. Click Save

Adding Items to Order

In order detail, you can add items in three ways:

1. Adding Free Item

Click Add free item row and fill in details directly in the table: code, name, quantity, unit, unit price, VAT rate, discount.

2. Adding Product from Catalog

Click Add product, search for product in catalog, select it. Product data including price is copied automatically.

3. Adding Item from Warehouse

If warehouse module is active, click Add from warehouse and select items directly from inventory.

Order Statuses

When status tracking is enabled, orders can have these states:

• Draft - Order is being prepared
• Sent - Order sent to supplier
• Confirmed - Supplier confirmed order
• Partially delivered - Some items delivered
• Delivered - All items delivered
• Invoiced - Invoice received for order
• Paid - Order payment completed
• Cancelled - Order was cancelled

Printing and Export

The module offers several output options:

• Print to PDF - Generate printable document
• Export to Excel - Export order list or details
• Email order - Send order directly to supplier by email
• Copy order - Create duplicate of existing order

Integration with Other Modules

Creating Order from Demand

When you have approved demand in Demands module, you can create purchase order directly from it. All items and supplier information are copied automatically.

Creating Invoice from Order

When goods are delivered, you can create received invoice from order. All items with prices are copied to the invoice.

Contract Linking

Orders can be linked to contracts for better project cost tracking. All order costs are then visible in contract financial overview.

Tips and Best Practices

• Use order groups to separate different departments or order types
• Set up approval workflow for orders above certain amount
• Regularly update order statuses for accurate tracking
• Link orders to contracts for complete project cost visibility
• Use copy function for recurring orders to same suppliers
• Attach confirmation emails from suppliers as documentation