In this article, you can read about Orders, how they work, how to create them and how to use them as a basis for an invoice.
What is an order?
In RecMan, you can create an order. An order can be best described as a draft of an invoice. Throughout a project, you can register order lines and information, and in the end, this will form the basis for an invoice. In other words, you can start registering costs at the start of a project and invoice once the project is complete. You can also create orders based on logged work of your employees and create invoices based on this with very few clicks. An order may be changed, deleted or merged until an invoice is created.
You can create orders from both the Economy module and directly on a project. You can read about the project order in this article.
The Order overview in Economy allows you to place an order to be subsequently invoiced to the customer, and you are also able to change the date and information from here.
Generating orders based on recorded work – Order backlog – Work
Once work has been recorded and approved, you can create an Order based on the work logged. This is done from the Economy module under Order Backlog – Work. The way the system generates orders from logged work is a little complicated, so first, we will explain this.
Order Backlog – Work explained
When the system looks through all the work, the first thing it looks for is child projects. Any recorded hours associated with a child project are merged and put into a single order.
The next step for the system is to find all hours belonging to jobs to have been tagged with separate invoice and make different orders on these.
Finally, the system goes through the remaining hours not related to either a child project or a separate invoice job. These remaining hours are grouped per project, and you get one order per project.
Creating the order
In Order backlog – work, you can apply a filter in order to only view the relevant hours, among other things, a period. In the example below, we see all work performed between 01.07.2022 and 01.10.2022.
Mark which projects you want to create an order for. Tick the checkbox at the company level to select all departments and projects right under the company.
Once selected, the button above is shown, which you click to create the order(s). The created orders can now be found under Order Overview in the menu to the right.
Manually assembling an order
Creating an order manually can be done either from the project card or from the Order overview in the Economy module.
Here we will go through the process of creating one from the Order Overview. Navigate to the overview and click +Create Order.
The next step is to do a search for the project the order should be connected to.
Note
Every order must be connected to a project.
Now go through the details of the order. You can change the connected department, the name, dates for the order and the invoice, credit, internal customer reference, customer contact, the number of the project, a note which will appear on the final invoice and a general description.
Once satisfied, press Save. These details may be changed at any time before an invoice is created.
When the order is created, you are able to create order lines. These lines will appear on the final invoice, and you also define the name, product and pricing from here. You can also add an invoice note, which will appear on the individual line.
When every line is created, the order is ready for invoicing. Simply select the order on the menu to the left, and a row of buttons will appear. Here you have the ability to invoice, edit the order, download in pdf (one or several orders at once) or delete orders.
Press the Invoice button, and a final screen will appear with some general details. Please note that any order which is Red will not be invoiceable, and some changes must be made to the order or the customer before proceeding. If an order is Yellow, you will get an error regarding missing information, but there is sufficient information to create the invoice regardless.
