To effectively use the Order Manager application, it is essential for a user with the Administrator role to ensure the necessary basic settings and define registries.
The following settings must be configured in the Settings section for the respective tenant:
- Numbering Sequences – Define sequences for numbering orders, invoices, and other documents.
- Return Reasons – Specify various reasons for product returns to simplify the return process.
- Product Categories – Organize products into relevant categories for better management.
- Measure Units – Set up units such as pieces, kilograms, liters, etc., for product quantification.
- Payment Methods – Configure available payment options such as credit card, PayPal, bank transfer, etc.
- Users – Manage users who have access to the Order Manager application.
- Job Positions – Assign users to their respective job positions.
- Branches – Add and manage different store locations associated with the tenant.
- Roles – Define various user roles and their corresponding permissions.
- Templates – Create and manage templates for various documents and forms used in the application.
- Email Templates – Set up email templates for notifications, order confirmations, and other communications.
- VAT Level – Configure applicable Value Added Tax (VAT) rates.
- Warehouses – Define and manage warehouse locations where inventory is stored.
- Transportation Types – Set up different delivery methods for order shipments.
- Teams – Organize users into teams for better collaboration and task management.
- Supplier Invoice Types – Define different types of supplier invoices.
- Project Phase Types – Manage different types of project phases.
- Purchase Order Types – Define various types of purchase orders according to business needs.
- Sales Order Types – Specify different types of sales orders for handling various business scenarios.
- Project Types – Define and manage different project types.
- Complaint Types – Categorize various types of customer complaints for efficient resolution.
- Task Types – Define different types of tasks that can be assigned to users.
- Product Return Types – Set up various types of product returns for efficient return process management.
- Request Types – Categorize different types of internal requests for better processing.
- Product Variants – Manage different product variants such as sizes or colors.
- Size Categories – Define size categories for managing products with size variations.
- Optional Fields – Configure any additional data fields that may be required by the business.
- Manufacturers – Add and manage product manufacturers.
- Workflow – Configure workflows to automate business processes and approval steps.
- Workflow Roles – Define roles specific to workflows to ensure proper task assignment and approval management.
This guide ensures that administrators have a clear and concise list of configurations needed for the effective setup of the Order Manager application.
The following chapters provide a more detailed description of each registry.
- Mandatory fields are marked with an asterisk (*).
- When creating a new record, the form contains only mandatory fields. Optional fields are subsequently added in the detail when editing the record.
- In each registry record, the mandatory data are Code* and Name*.
- In each registry record, the optional data are Comments, i.e., additional notes or comments related to the record.
- In each registry record, it is possible to check whether this data is Enabled in the system (enabled = active and can be used).
Numbering Sequences are used for automatically generating unique identifiers for various types of documents. When creating or editing, the following data are managed:
- Code *: Unique identifier for the number series.
- Name *: Descriptive name of the number series.
- Number Series Type *: Defines the format of a 10-digit number series. For example:
- YYYYMMNNNN - YYYY represents the calendar year, MM represents the month in the year, and 4 digits NNNN represent an incrementing number starting from 0001.
- YYYYNNNNNN - YYYY represents the calendar year, and 6 digits NNNNNN represent an incrementing number.
- NNNNNNNNNN - all 10 numeric characters will represent an incrementing number.
- YYPPNNNNNN - YY represents the last two digits of the calendar year, PP represents the period (quarter), and NNNNNN represents an incrementing number.
- Valid From *: Date from which the number series is valid.
- Valid To: Date until which the number series is valid (optional).
- Record Type: Determines for which type of documents the number series will be used (e.g., invoices, orders).
- Comments: Additional notes or comments related to the number series.
The list of return reasons defines possible reasons why a product may be returned. The following data are managed:
- Code *: Unique identifier for the return reason.
- Name *: Descriptive name of the return reason.
The product categories registry helps organize products into logical groups. The following data are managed:
- Code *: Unique identifier for the product category.
- Name *: Descriptive name of the product category.
- Parent Category: The category to which this category belongs (optional).
A whole hierarchy of product categories can be created, which can then be used when selecting a category for working with products. The user will be offered the structure in the form of a hierarchical tree representation.
In the Units of Measure section, you can manage the units used for various products and inventory items in the warehouse. Fill in the following fields:
- Code *: Unique code representing the unit of measure.
- Name *: Name of the unit of measure (e.g., kilogram, liter, piece).
In the Payment Methods section, you can define various ways customers can pay for their orders. Fill in the following fields:
- Code *: Unique code for the payment method.
- Name *: Name of the payment method (e.g., cash, credit card, PayPal).
The Users section is used to manage user accounts and their access to the Order Manager system. When creating or editing, the following information is managed:
- First Name *: User's first name.
- Last Name *: User's last name.
- Username *: Username that the user will use to log in.
- Email *: User's email address for communication and login.
- Role *: Role assigned to the user, determining the level of access and permissions (e.g., Administrator, Manager, Employee). Roles need to be created first (see section 8. Roles).
- Language *: User's preferred language for the interface.
- Department: Department or place where the user is assigned. Department need to be created first (see section Departments).
- Team: Team to which the user belongs. Teams need to be created first (see section 14. Teams).
- User position: Assigns the user to a User position. It must be created in the User Positions registry.
- Work hours [h]: The employee’s working hours.
User Positions directory is used to record a list of job positions to which users can be assigned. For each user position, define the following details:
- Code *: A unique numerical code for identifying the user position.
- Name *: The name of the user position.
The Departments section allows the management of places where your business activities are conducted. For each department, fill in the following details:
- Code *: Unique numerical code for identifying the location. Only numerical values are allowed in the location code.
- Name *: Name of the location.
- Address: Address of the location.
The address of the location consists of the following data:
- Street *: Name of the street where the location is situated.
- Street Number *: Building number.
- Orientation Number: Orientation number of the building, if available.
- Postal Code *: Postal code.
- District: Name of the district where the location is situated.
- Region: Name of the region.
- City *: Name of the city where the location is situated.
- Country *: Name of the country where the location is situated.
A location can be linked with an external system, allowing integration of inventory, organizational structure, and economic object. This link ensures that the location will not see irrelevant information about other warehouses, products, etc.
- For linking, the External Systems registry must be defined.
- Select the tenant, and during linking, you can select only the warehouse belonging to that tenant from the dropdown list.
- The linking of products in Order Manager and projects in the warehouse takes place, including synchronization.
The Roles section allows the management of different access levels within the Order Manager system. Define the following attributes for each role:
- Code *: Unique code representing the role.
- Name *: Name of the role.
- Permissions: Define specific permissions for accessing particular sections of the Order Manager system for the created role.
The Order Manager system has two default roles:
- Administrator Role: This role is non-editable and has full access to all parts of the system.
- User Role: For this role, you can only edit permissions for specific sections or registries. Users with this role do not have access to unauthorized parts of the system through the URL or the left menu.
Additional roles can be created and edited without restrictions.
Templates are essential for creating and managing various documents within the Order Manager system. They can include invoices, orders, and other forms necessary for business operations. For each template, you will need to:
- Code *: Unique identifier for the template.
- Name *: Descriptive name of the template.
- Template Type *: Defines the type of document the template is for (e.g., invoice, order, delivery note).
- Template Design: Upload or create the template design using the inbuilt editor.
Templates facilitate consistency and ensure that all documents adhere to company standards and branding guidelines.
Email templates streamline communication with customers by standardizing messages for various scenarios. Manage the following details for each email template:
- Code *: Unique code for the email template.
- Name *: Descriptive name for the email template.
- Subject *: Subject line of the email when sent to recipients.
- Body *: Content of the email, which can include text, images, and dynamic fields.
- Email Type *: Specify the type of email (e.g., order confirmation, shipping notification).
These templates ensure that communication remains professional and consistent, enhancing the customer's experience with the Order Manager system.
The VAT Rate section is where you manage the various VAT rates applicable to your products and services. When adding or editing a VAT rate, fill in the following information:
- Code *: Unique code for the VAT rate.
- Name *: Name or description of the VAT rate (e.g., standard, reduced).
- Rate *: Percentage value of the VAT rate.
- State *: The country in which the VAT rate is applied.
Ensure that all products and services are assigned the correct VAT rate to comply with tax regulations.
Warehouses are locations where products are stored and managed. In this section, you can add, edit, and organize warehouse information, including:
- Code *: Unique code identifying the warehouse.
- Name *: Name of the warehouse.
- Material warehouse (checkbox) *: Indicates whether materials are stored in the warehouse.
- Department: Specify the physical location of the warehouse, ensuring it aligns with the list in the Departments registry.
- Currency: The currency in which the inventory values are recorded.
The Shipping Methods section allows you to configure various delivery options available to customers. When setting up a shipping method, fill in the following fields:
- Code *: Unique identifier for the shipping method.
- Name *: Descriptive name of the shipping method (e.g., standard, express, overnight).
In the Teams section, you can manage groups of users working together on tasks and projects within the Order Manager system. For each team, the following attributes should be defined:
- Code *: Unique identifier for the team.
- Name *: Name of the team.
In this section, different types of supplier invoices are configured, each with its own workflow and numbering series.
- Code *: A unique identifier for the type of supplier invoice.
- Name *: The name of the supplier invoice type.
- Workflow *: Defines the procedure or process used for this type of supplier invoice.
- Numbering Series *: A unique numbering sequence for tracking supplier invoices of this type. Each supplier invoice type has its own numbering series.
- Color: A color used for visual distinction of the supplier invoice type in the system.
- Required Order: Indicates whether this supplier invoice type requires a purchase order.
In this section, the user defines the phases of projects.
- Code *: A unique identifier for the type of project phase.
- Name *: The name of the project phase.
- Workflow *: Defines the procedure or process used for this type of project phase.
- Color: A color used for visual distinction of the project phase type in the system.
In this section, different types of purchase orders are configured, each with its own workflow and numbering series.
- Code *: A unique identifier for the type of purchase order.
- Name *: The name of the order type, for example, "Standard Order" or "Express Order".
- Workflow *: Defines the procedure or process used for this type of order.
- Numbering Series *: A unique numbering sequence for tracking orders of this type. Each order type has its own numbering series.
- Color: A color used for visual distinction of the order type in the system.
In this section, different types of sales orders are configured, each with its own workflow and numbering series.
- Code *: A unique identifier for the type of sales order.
- Name *: The name of the order type, for example, "Standard Order" or "Express Order".
- Workflow *: Defines the procedure or process used for this type of order.
- Numbering Series *: A unique numbering sequence for tracking orders of this type. Each order type has its own numbering series.
- Color: A color used for visual distinction of the order type in the system.
This section allows management of different types of projects, each with its own workflow and numbering series.
- Code *: A unique identifier for the type of project.
- Name *: The name of the project type, for example, "Development" or "Marketing".
- Workflow *: Defines the procedure or process used for this type of project.
- Numbering Series *: A unique numbering sequence for tracking projects of this type. Each project type has its own numbering series.
- Color: A color used for visual distinction of the project type in the system.
The management of complaint types allows defining various complaint types with specific parameters.
- Code *: A unique identifier for the complaint type.
- Name *: The name of the complaint type, for example, "Technical" or "Quality".
- Legal complaint period from purchase [months] *: The maximum legal period for filing a complaint.
- Maximum complaint resolution time [days] *: The maximum time allowed to resolve a complaint.
- Workflow *: Defines the procedure or process used for this type of complaint.
- Numbering Series *: A unique numbering sequence for tracking complaints of this type.
- Color: A color used for visual distinction of the complaint type in the system.
The complaints register also tracks creation and edit dates and the author of changes.
The management of task types allows defining various tasks within the organization, each with its own workflows.
- Code *: A unique identifier for the task type.
- Name *: The name of the task type, for example, "Analysis" or "Implementation".
- Workflow *: Defines the procedure or process used for this type of task.
- Color: A color used for visual distinction of the task type in the system.
The tasks register also tracks creation and edit dates and the author of changes.
This section allows defining product return types, including the maximum time for return and resolution.
- Code *: A unique identifier for the product return type.
- Name *: The name of the return type, for example, "Dissatisfaction" or "Damage".
- Maximum resolution time from receipt of goods [days] *: The maximum time allowed to process the return.
- Return period from purchase [days] *: The period during which the product can be returned.
- Workflow *: Defines the procedure or process used for this type of return.
- Numbering Series *: A unique numbering sequence for tracking returns of this type.
- Color: A color used for visual distinction of the return type in the system.
The product return types register also tracks creation and edit dates and the author of changes.
This section allows managing requisition types, which serve various internal processes.
- Code *: A unique identifier for the requisition type.
- Name *: The name of the requisition type, for example, "Material" or "Services".
- Workflow *: Defines the procedure or process used for this type of requisition.
- Numbering Series *: A unique numbering sequence for tracking requisitions of this type.
- Color: A color used for visual distinction of the requisition type in the system.
- Allowed Supplier Pricelists: The ability to assign supplier pricelists to the requisition type.
The requisitions register also tracks creation and edit dates and the author of changes.
This section allows defining various product variants, each with its own values and categories.
- Code *: A unique identifier for the product variant.
- Name *: The name of the variant, for example, "Red" or "XL".
- This tab contains specific values for the variant, such as color, size, or material.
- This tab shows the categories to which the product variant belongs. The structure is hierarchical, meaning variants can belong to main categories or subcategories.
In the Size Categories section, define categories for products with size variations. For each size category, manage the following attributes:
- Code *: Unique identifier for the size category.
- Name *: Descriptive name of the size category (e.g., clothing sizes, shoe sizes).
- Description *: Description of the size category.
These categories help organize products with size options and ensure customers can easily find the right fit.
This section allows adding and managing optional data that can be assigned to various objects in the system.
- Code *: A unique identifier for the optional data.
- Name *: The name of the optional data, for example, "Additional Insurance" or "Warranty".
- Order *: Determines the display order of the optional data (default is 99, so that data appears at the end and does not interfere with the main structure).
- Placeholder Text: Text displayed as a placeholder if the field is not filled in.
- Component Type *: Defines the type of component used for the data (e.g., text field, dropdown list, etc.). This list of component types is fixed in the code.
- Default Value: The standard value displayed in the field if the user does not specify another.
- Allowed for Records (checkboxes): Allows specifying which record types the data is permitted for.
- Required for Records (checkboxes): Allows specifying which record types the data is required for.
The Manufacturers section allows you to manage information about product manufacturers. For each manufacturer, fill in the following details:
- Code *: Unique identifier for the manufacturer.
- Name *: Name of the manufacturer.,
Workflow management allows automation and efficient control of various business processes within the system.
- Code *: A unique identifier for the workflow process, used to clearly identify each workflow in the system.
- Name *: The name of the workflow process, e.g., "Order Approval" or "Complaint Processing". This field is required and should be clear and descriptive.
- Workflow Type *: Specifies which record type the workflow applies to, such as orders, complaints, or invoices. If multiple types exist, a dropdown menu will appear for selection.
- Name: The name of each state within the workflow.
- Type: The type of state, which determines its role in the process (e.g., "Approved", "Rejected").
- Color: Visualization of the state using color for better clarity.
- Role Allowed to Edit: Defines which role has permission to edit the state.
- Next State: Specifies the next possible state within the workflow.
Here you can set actions to be executed when transitioning between states. Examples of possible actions include:
- Check Required Fields: Specifies which mandatory conditions or criteria must be checked.
- Add Comment: Allows adding a comment to be verified.
- Assign User: Allows assigning a user to a specific action or state, ensuring notification via email, alert, or task (this functionality is still under development).
- Usage: Describes various use cases and situations in which the workflow can be applied.
A workflow role defines the permissions and responsibilities of individual users within various processes.
- Code *: A unique identifier for the role within the workflow, used for clear identification.
- Name *: The name of the role, e.g., "Approval Manager" or "Complaint Operator". This field is required.
- Users: A list of users assigned to the given workflow role. Users can be assigned multiple times, allowing flexible role allocation within the team.