After you create various orders (Orders module > New), you can work with the records in different ways:
- Managing orders
- Duplicating orders
- Updating orders
- Voiding orders
Managing an Order
"Best practices" and clear policies for managing orders are important to have within your organization. Below are a few tips to keep in mind:
- Orders must be fully shipped and fully invoiced before they can close. In other words, the quantities for each item must match from order to invoice to shipping log, if applicable.
- If you change or adjust an order, be sure to adjust that order's shipment records and related invoices.
- It's a good practice to keep detailed notes regarding adjustments and changes at the record level and, if necessary, at the line item level. This record-keeping saves time if the order needs to be audited.
- Each order is linked to an office, noted in the Order module footer. Initially, this is the office assignment of the team member who created the order; however, you can manually change the office. If you change the office, the branding on printouts (e.g. quotes, invoices, etc) is also updated to match. This office association constrains which line item codes will be available for the order: when the order goes to Open status, aACE validates the LICs to verify they can be sold from the designated office.
Duplicating an Order
You can quickly create a new order based on past records. Locate the order you want to copy; in the details view, click Actions > Duplicate Order. Then customize the new record as needed.
Updating an Order
You can change details on an existing order that is in Open status. (Note: If the order is closed, you can re-open it using Actions > Open Order.)
Locate the order you want to copy; in the details view, click Edit. Make the needed changes to the order, then click Save.
Revising an order is different than editing. Revising maintains a snapshot of the original, while editing changes the original. Revisions are typically used for change requests. For example, if you send an estimate to a client and they approve the project to move forward, but later they request some changes, it's often most effective to revise the order. (Note: Your organization's policies and procedures should determine when an order is revised rather than edited.)
Locate the order you want to copy; in the details view, click Actions > Revise Order. At the confirmation dialog, click Revise. The revised order is created with a "-R1" suffix and the current date. Edit the new copy of the order as needed, then click Save.
Searching for Revised Orders and Jobs
When you need to locate a revised order, search only for the initial order number. Do not reference the revision suffix numbers or job numbers.
The practical reason for not basing records off the job number is because the original numbered assignments might have been distributed among your employees to work on, and they may not know when the order is revised. For example, if a job is released to the floor as 12345.1 and barcodes have been printed. Updating the number to 12345.1-1R would invalidate those first barcodes. Employees would not be able to submit time and materials until a new barcode is printed. Users working in Grace with the orders system have less of an issue. If they search 12345 (with no record status constraints), they'll see both 12345 and 12345-1R. They can make an informed decision about which to use (i.e. avoiding the invalid one).
- Always edit records in aACE so that orders reflect reality. This ensures you will always have an accurate picture if you need to refer back.
- Make necessary adjustments to the order's related records (e.g. purchase orders, shipments, and invoices). Refer to your internal workflows and policies as needed.
- Always add comments about the adjustments you make for historical reference. You can enter notes on the order itself or add comments on the order log.
Voiding an Order
When an order must be cancelled, you are basically voiding the order record. Orders often have related records (e.g. shipments and payments), so before you can void the order, you must address those items. (Note: Before canceling or voiding records, be sure to review your internal policies and procedures.)
- Locate the order you want to cancel.
- If necessary, process the return shipment from the customer.
- If necessary, issue a credit to the customer.
- At the order detail view, click Edit.
- Enter a comment on the record log to explain why you voided the order.
- Click Actions > Void Order.
- At the confirmation dialog, type "Void", then click Void.
- If necessary, address the refund:
Note: It is always best to update entries in aACE to reflect reality. This helps keep inventory and accounting in balance.