Received orders – customer orders

Overview

The Received orders module records orders sent to you by your customers – buyers who order goods or services from you. It is used to record order items, track their delivery, and quickly create follow-up documents such as a delivery note or an issued invoice. In the Received orders module, orders are sorted into groups by the company's cost centers or branches, so each user only sees the groups they have access to.

Key features of the Received orders module

Recording orders received from customers, divided into groups (cost centers)
Adding items manually, from the product catalog, from the warehouse, or from an existing offer
Tracking the delivered quantity of individual items and the overall delivery status of the order
Creating follow-up documents – a delivery note, an issued invoice, an order in the Orders module, an issued order, or an inquiry – directly from the order
Printing the order and sending it to the customer by email
An optional public form that lets customers place orders without logging in

Access and settings

This section describes where to find the Received orders module in the application, how order groups work, and what can be configured in its settings, including individual users' access rights. It also covers how to create a new order group and how to set up document numbering and texts.

How to get to the Received orders module

Open the Received orders module from the application's main menu. Once opened, the order group switcher (cost centers) appears at the top – click a group tile to display the orders belonging to it. If you have no access to any group, the panel stays empty and a message about insufficient access is shown; in that case, ask your administrator to grant you access rights to the Received orders module.

Order groups (cost centers) in the Received orders module

Orders in the Received orders module are organized into groups, which typically correspond to the company's cost centers or branches. Each group has its own access rights, its own document numbering settings, its own default texts, and can have its own public order form enabled separately. Groups are created and managed by the administrator in the Received orders module settings.

Received orders module settings

The Received orders module settings are available via Settings → Received orders. Only the application administrator or a user assigned the administrator role for this module may change them. The settings consist of managing groups and their access rights, and general document parameters.

Procedure: Creating a new received order group

In the Received orders module, the administrator can create a new group (cost center) to keep orders separate.

In the Received orders module settings, open the User rights tab.
Click the Create group button and enter the group's Name.
On the new group's tab, set access rights for individual users.
Fill in the group's general parameters – supplier, document numbering, default texts, VAT rate, and the number of decimal places for prices.
Optionally enable and configure the public order form.

Tip: You can rename an existing group in the Received orders module using the Edit name button on its tab.

Settings: Supplier details and document appearance

In the Received orders module settings, fill in the supplier details that are printed on documents and also shown on the public order form: Supplier name, Street, City, Postal Code, Country, Company ID, and VAT. The button next to the Company ID field automatically looks up the remaining details in the ARES register. If left blank, these fields stay empty on the document. You can also upload a Logo, which appears in the header of the printed order – without a logo, the document is printed without an image.

Settings: Numbering of received orders

The format of the automatically generated number for a new received order is set in the Received orders module using the fields Prefix, Year (2 or 4 digits), Suffix, Number of digits of the sequence number, and Starting from. Example of the resulting order number with the prefix and year filled in: NV2019SCH0001. If these fields are left blank, default or empty values are used and the order number consists only of the sequence number.

Settings: Default texts and item values

In the Received orders module settings, you can prefill Default text above items and Default text under items for the group – they are displayed automatically on every new order and can be overwritten for a specific order. You can also set the Number of decimal places for prices and the Default VAT rate, which is prefilled for newly added items. The Product note – load from and Product customs codes – load from options determine where the item's note and customs code are taken from when a product is added to the order; without this setting, these details are not filled in automatically.

Settings: Public order form

Checking the Enable option in the Received orders module settings activates a public link through which customers can place orders without logging in – without it, the form is unavailable and the link returns an error. Also fill in the contact Email and Phone shown to customers; the specified email address also receives a notification for every new order. Use the From warehouse option to select which warehouses supply the goods offered on the form – without selecting a warehouse, the form offers no goods at all. Checking Offer only goods in stock limits the offer to items currently available in the warehouse. The Text above the order form and Text below the order form fields show customers additional information directly on the form.

Permissions and access rights for the Received orders module

Access to the Received orders module is set separately for each order group, at five levels:

Permission	Description
No access	The user cannot see the group or its orders at all.
Sees orders	Can view the list and detail of the group's orders, but cannot edit anything.
Sees, and can create new orders and edit their own	In addition, creates new orders, edits orders and their items within the group, adds notes, edits prices, and creates follow-up documents in linked modules.
Sees, and can edit and create everything	The same capabilities as the previous level, but across the entire group.
Sees, edits, creates, and can delete everything	The only level that may also delete individual items and entire orders, and view the group's bin of deleted orders.

Only the application administrator or a user with the administrator role for this module may change the Received orders module settings (groups, access rights, general parameters, public form).

User interface

This section describes the layout of the Received orders module's main screen, the available filters and search, and the individual statuses an order can be in. It also shows which columns the order table contains and what the graphic markers next to individual rows mean.

Main screen of the Received orders module

On the main screen of the Received orders module, the order group switcher appears at the top – tiles for individual cost centers. Below it is a collapsible filter (opened and closed by clicking the + or - sign in the header) and a data card: a Year selector (from the company's registration year to the current year, or the All option), the All / Only active toggle, the Create order button, the Statistics by year button, and the Deleted button to display the bin. Above the table is a Total excl. VAT summary row for all displayed orders, broken down by currency.

The order table in the Received orders module has the columns Order number, Name, Customer order number, Order name, Company, Created, Created, Date sent, Delivery date, Price excl. VAT, and Actions. Completed orders show a green checkmark after the number, and orders past the delivery date show a red exclamation mark. The Actions column contains icons for viewing, editing, copying, and deleting, depending on your permissions.

Filters and search in the Received orders module

In the title: text search in the order's name
Submission date (from–to): limits the list by the order's issue date
Delivery date (from–to): limits the list by the planned delivery date
Created by: selection of the user who created the order
Company: selection of the customer company from the CRM module

Run the filter with the Search button, and clear all entered values with the Cancel button. For quick searching outside the filter, use the Search field directly above the order table.

Order statuses in the Received orders module

Status	What it means
Active	At least one order item does not yet have the full ordered quantity delivered. The default status when an order is created.
Overdue (red exclamation mark next to the order number)	The order is still active and the delivery date has already passed. This occurs automatically; no action is required.
Completed/delivered (green checkmark next to the order number)	All items have a delivered quantity equal to or greater than the ordered quantity. This happens by manually filling in the Delivered qty field or using the All delivered button.

Once the Completed/delivered status is reached, the buttons for creating follow-up documents are disabled in the received order's detail – this prevents documents from being created repeatedly from the same order.

Basic operations

This section describes the most common tasks in the Received orders module – creating a new order, editing it, copying it, and deleting it. These are the procedures you will use most often in your everyday work with customer orders.

Procedure: Creating a new received order

In the Received orders module, create a new order from a customer as follows.

On the main screen, choose the group (cost center) the order belongs to.
Click the Create order button.
In the dialog, fill in Name, Cust. order number, optionally select an order from the Orders module, a Company from the CRM module, and a Contact person from CRM. The system suggests the sequence number of the order itself.
Optionally check Delivery address is different and fill in the delivery address – you can also select the company's branch from CRM, and the address will be filled in automatically.
Choose the Currency (filled in automatically when a company is selected from CRM), Date of Issue, Date sent, and Delivery date.
Fill in the Internal note, and optionally upload Attachments and Internal attachments.
Click Save – the detail of the newly created order opens, where you can add items.

Without at least the permission to create orders, the received order will not be saved.

Guide: Editing an existing received order

In the Received orders module, edit an already created order as follows.

In the order's detail, click Edit.
Edit the required fields – they are the same as when creating a new order.
Save the changes. When editing, the attachments are recalculated according to the files currently uploaded in the dialog.

Copying a received order

The Received orders module lets you quickly create a new order based on an existing one.

In the order list, click the Copy icon on the selected row.
The same dialog as when creating a new order opens, prefilled with details from the original order – a new number is generated.
After saving, all items of the original order are also copied (code, name, quantity, price, note, unit, VAT rate, customs code); attachments are not copied.

Deleting an item or an entire received order

In the Received orders module, you can delete individual items as well as entire orders, always with a confirmation prompt.

Delete an individual item using the trash icon in its row.
Use the Delete all button to delete all items of the order at once.
Delete the entire order using the Delete button in the detail, or the trash icon in the list.

Tip: The Delete button is shown in the received order's detail to everyone who can see the order, but it actually deletes it only for a user with the highest permission level in the given group – without that permission, clicking it does nothing.

Working with received order items

This section describes how to add individual goods or service items to a received order, how to edit them in bulk, and how to mark their delivery. Items can be added to the order manually, from the product catalog, from the warehouse, or by taking them over from an existing offer.

Adding items to a received order

In the received order's detail, in the Order items section, you can enter Text above items and Text under items – the default texts are automatically taken from the group's settings and can be overwritten for a specific order. The following subsections describe the individual ways to add an item to a received order.

Adding a free item to a received order

The Add free item row button in the received order's detail inserts an empty row that you fill in manually – code, name, quantity, unit, price, and other details. This method is suitable for goods or services that are not kept in the product catalog or in the warehouse, for example a one-off item or shipping.

Adding an item from products to a received order

If the Products module is enabled, the Add from products button in the received order's detail opens a dialog where you select a Product or an assembly and enter the Quantity; the price is filled in automatically from the product's sale price. If the order is linked to an order in the Orders module and that module is enabled, the Also add to Orders button also appears, which creates the item there as well.

Adding an item from the warehouse to a received order

If the Warehouse module is enabled, you can also add warehouse items to a received order. In the dialog, select an item (with autocomplete by code) and enter the Quantity – the current stock level is shown. For serial-tracked items, you also check the specific serial numbers.

Adding items from an offer to a received order

The Add items from offer button in the received order's detail lets you select one of the last 120 offers from the Offers module. Its items are displayed with checkboxes (you can select all), and you add the selected items to the current order with the To the received order button.

Editing items in the received order table

For each item of a received order, you can edit directly in the table the Code, Item (name), Weight/unit, Quantity, Unit, Price/unit, Discount in %, VAT rate in %, and Delivered qty. The total weight, price excl. VAT, VAT, and price incl. VAT are recalculated automatically with every change. Use the arrow button to show or hide additional item information – Customs code, Note, and the product's preview image.

Bulk price editing in a received order

In the Received orders module, you can change the discount for all items of an order at once with a single action.

In the order's detail, click Edit prices.
Enter a uniform discount in percent.
Confirm with the Edit button – the discount is overwritten for all items of the order at once.

Marking the delivery of received order items

For an individual item of a received order, you can manually fill in the Delivered qty field. The All delivered button sets the delivered quantity equal to the ordered quantity for all items at once. An order is considered fully delivered once every item has a delivered quantity equal to or greater than the ordered quantity – a green checkmark then appears next to the order number in the list.

Advanced features

This section describes printing and emailing a received order, statistics by year, notes, creating follow-up documents in other modules, and the public order form for customers. These are features you will mainly use when communicating with the customer and in the follow-up processing of the order.

Printing a received order and sending it by email

The Received orders module lets you print an order into a document and send it to the customer by email right away.

In the order's detail, click Print & Email.
Choose what the document should contain: Basic details (always), + Notes, + Images, + Attachments to email – once checked, a list of existing attachments is displayed for selection.
Choose the document's Language version.
Fill in the recipient's email address (you can enter multiple addresses separated by a semicolon), or check the company's saved emails from CRM.
Check or edit the Subject and Text of the email.
Click Print if you just want to generate and open the document, or Print & Email to send the document by email at the same time.

Sending is recorded as a note on the order, and the last email text is saved for future use.

Received order statistics by year

The Statistics by year button on the main screen of the Received orders module shows an overview of orders by individual years – it is used to quickly compare order volumes between years without having to go through individual details.

Adding a note to a received order

In the received order's detail, on the Notes tab, click Add note, write the text, and save – the note is displayed in the list with the date and the author's name. The Received orders module also automatically records most order changes (adding or deleting an item, bulk marking of delivery, changing an item's value, bulk discount editing) as a note in the history, so the Notes tab gives you a simple overview of all changes.

Creating follow-up documents from a received order

As long as a received order is not completely delivered, its detail contains buttons for creating a follow-up document in another module: Create invoice without delivery note (an issued invoice without a delivery note), Create delivery note, Create order (in the Orders module), Create issued order, and Create inquiry. The buttons are shown only if the relevant module is enabled for the company, and they become unavailable once the order is completely delivered – this prevents documents from being created repeatedly from the same order.

Creating a received order from an offer

From an offer in the Offers module, you can directly create a new received order with all its items. Choose the Order group, fill in or edit the Name, Cust. order number, the linked order, Company, and Contact person (prefilled from the offer), Currency, dates, and a note, and optionally attachments, then confirm with the Create button.

Public order form for customers

If receiving orders without logging in is enabled in the settings of a Received orders module group, a public link is available through which customers can place orders directly, without logging in to the application.

The customer opens the link from the group's settings and sees the supplier's details.
Fills in their own details: Company ID (once entered, the company is looked up automatically in CRM or the ARES register and the remaining fields are filled in), VAT, Name/Company, Email, Phone, Street, City, Postal Code, Country, and optionally their own order number.
Optionally checks Deliver to a different address and fills in the delivery address.
Using the Add goods button, opens the offer of warehouse items (only from the enabled warehouses, or only goods available in stock), enters the quantity for the selected item, and clicks Add.
Optionally adds a note to the order and clicks Place order.

After submitting, the customer sees a confirmation text with the assigned order number, and a notification about the new order is sent to the contact email set for the group.

Integration of the Received orders module with other modules

CRM: A received order is linked to a company and a contact person from the CRM module; the delivery address can be taken from the company's branches, email addresses for sending the printed report are offered from the company's saved emails, and looking up the supplier by Company ID in the settings uses the ARES register via CRM.
Orders: A received order can be linked to an existing order, or a new one can be created directly from it using the Create order button; the order's detail shows a link to the linked order and the documents related to it.
Products: Received order items can be added directly from the product catalog – the name, weight, code, and sale price are taken over, and depending on the settings, also the note or customs code; a linked item has a View in Products module link.
Offers: A new received order with all items can be created directly from an offer, or only selected items from a specific offer can be added to an existing order; the order's detail shows which offer it was created from.
Warehouse: Received order items can be added from warehouse stock with autocomplete by code, display of the available quantity, and selection of serial numbers; the public order form offers goods exclusively from the warehouse.
Issued invoices and Delivery notes: From a received order, you can issue an issued invoice with the Create invoice without delivery note button, and a delivery note with the Create delivery note button; the detail shows a list of all delivery notes and the follow-up invoices found through them.
Issued orders and Inquiries: From a received order, you can use the Create issued order button to create a corresponding issued order, for example for a subcontractor, and the Create inquiry button to create an inquiry.

Troubleshooting

This section answers the most common questions about the Received orders module and provides tips for working with orders more efficiently. It will help you quickly find an explanation for why a certain button is not shown, or why an action in the module did not work as expected.

Frequently asked questions about the Received orders module

Question: Why can't I create a new received order?

Solution: To create orders in the selected group, you need at least the permission to create new orders and edit them. Without it, the Create order button is inactive – ask your administrator to grant you access rights to the given group.

Question: Why does nothing happen when I click Delete?

Solution: The Delete button is shown in the received order's detail to everyone who can see the order, but it actually deletes it only for a user with the highest permission level in the given order group. Without that permission, clicking it does nothing, and no error message is shown either.

Question: Why don't I see the buttons for creating a delivery note or an invoice?

Solution: The buttons for follow-up documents are shown in the Received orders module only if the relevant module (Delivery notes, Issued invoices, Orders, Issued orders, Inquiries) is enabled for the company, and they disappear once the order is completely delivered.

Question: Why can't I upload all attachments at once?

Solution: You can upload at most 60 files at once to both attachments and internal attachments for a received order. If you have more files, upload them in smaller batches.

Tips for working efficiently with the Received orders module

Tip: Set the default texts above and under items in the settings of the Received orders module group – you will save yourself from typing them repeatedly for every new order.
Tip: If you are entering a received order based on an existing offer, use the Add items from offer button, or create the order directly from the offer's detail – you will save yourself from retyping the items.
Tip: The Total excl. VAT overview above the order table gives you a quick summary view of the value of the displayed orders by currency, without having to open individual details.

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