¶ Overview of the Order Manager Application
The Order Manager application features a main menu located on the left side of the screen. This menu includes the following items:
- Dashboard - The Dashboard provides a comprehensive overview of the current status of your orders, invoices, and other key indicators. It is the main page of the application that gathers all important information in one place for quick access and overview.
- Price Lists - In this section, you can manage price lists for various products and services. You can add new price lists, edit existing ones, and set pricing conditions.
- Suppliers - The Suppliers section allows you to manage the contact and business information of your suppliers. You can add new suppliers, edit existing details, and track the history of business transactions.
- Invoices - Here, you can create, edit, and manage invoices for your clients and suppliers. The section includes tools for tracking due dates and payments.
- Clients - The Clients section is for managing information about your customers. You can add new contacts, edit existing ones, and track the history of orders and communication.
- Purchase Orders - In this part, you can manage all purchase orders that you create with your suppliers. It includes tools for creating new orders, tracking their status, and managing deliveries.
- Sales Orders - The Sales Orders section allows you to manage orders received from your customers. You can create new orders, track their fulfillment, and update their status.
- Products - Here, you can manage the list of products you offer for sale. You can add new products, edit their descriptions, prices, and track inventory.
- Projects - The Projects section will serve for the financial management of projects - costs and revenues over time. Thanks to this functionality, all your key records will be integrated within the Order Manager application.
- Complaints - The Complaints section is designed for managing complaints from your customers. You can track and resolve complaints, manage communication with customers, and document resolved cases.
- Tasks - In this section, you can manage tasks and assign them to your team members. It includes tools for creating, assigning, and tracking task completion.
- Product Returns - The Product Returns section allows you to manage processes related to product returns from customers. You can record returned products, track the status of returns, and manage refunds.
- Requisitions - In this part, you can create and manage requisitions for various internal and external processes. Requisitions can be related to purchases, complaints, or other business operations.
¶ General Functionalities of the Application
¶ Functions over Records
- Adding, editing, deleting, cloning a record
- Filtering, sorting records
- Exporting the list
¶ Working with a Custom Filter
Clicking on the 
button opens a window for defining a filter.
Filter Definition Process:
- Enter the name of the filter.
- Click on "+" and choose from the options:
a. Add a condition group
b. Add a condition - Select a field.
- Select an operation from the options:
a. greater than
b. greater than or equal to
c. less than
d. less than or equal to
e. equals
f. not equal to - Enter the value to which the condition is compared.
- Within the group, select the operator (and/or).
- Repeat as needed. By adding more conditions or groups of rules, you can create rules and groups in a hierarchical structure.
-
Clicking the Create button saves the filter. Saved filters are displayed at the top of the window next to the filter definition button. The filter is activated or deactivated by clicking on its name. An activated filter is indicated by green color, and a deactivated filter by gray color. The saved filter can be edited, duplicated, or deleted.
-
To quickly remove all activated filters, you can use the "Reset filter" button.
¶ Sorting Records in a Table
- Clicking on the selected column in the table header allows you to sort the data in the tables in ascending or descending order by the corresponding column.
¶ Common Properties of Records in Registers
- Mandatory fields are marked with an asterisk (*).
- When creating a new record, the form usually contains only mandatory fields. Optional fields are then added in the detail when editing the record.
- In most registers, the basic mandatory fields are Code* and Name*.
- In each register, Comments are optional, i.e., additional notes or comments related to the given record.
¶ Description of Individual Sections
¶ 1. Dashboard
Coming soon.
This section will display an overview of the most important information and key indicators for efficient order and business process management.
¶ 2. Price Lists
When managing price lists, the following information is used:
¶ Detail
- Code *: A unique identifier of the price list that allows distinguishing each price list unambiguously.
- Name *: A descriptive name of the price list for easy identification.
- Price List Validity From and Price List Validity To: Define the time range for which the price list is valid. If these values are not entered, the price list is valid indefinitely.
- Including VAT: Checking this checkbox indicates whether the prices in the price list include VAT.
- Supplier Price List: Checking this checkbox indicates whether it is a special price list for a specific supplier. Once this checkbox is checked, it will be possible to link the price list with a specific supplier.
- Currency: Determines the currency in which the prices in the price list are stated, such as EUR, CZK, or USD.
- Parent: The parent price list from which the current price list may be derived.
- Discount: A percentage discount that can be applied to the items in the price list.
¶ Price List Items
- Product Category *: The product category, which must be pre-created in the product category register.
- Product *: The product, which must be pre-created in the Product section.
- Quantity From * and Quantity To: Define the minimum and maximum number of product pieces for a specific price level. These data allow creating quantity discounts and different price levels based on the number of pieces.
- Price Without VAT *: A mandatory field that specifies the product price excluding VAT.
¶ Bulk Price Setting - Procedure
- Select the desired price list items using the checkbox. If you want to select all items, click the checkbox in the top row of the grid.
- Click the "Change Price" button.
- Choose the method for changing the price:
- Fixed Price Setting: Define a specific amount for the selected items.
- Percentage Price Setting: Define the percentage change in the price and specify whether it is an increase or decrease.
- Confirm the changes, which will be automatically applied to the selected price list items.
¶ 3. Suppliers
¶ Company
After entering the company name, additional data is automatically loaded from the Address Register. You can then edit or add more data. When managing suppliers, the following information is used:
- Company Name *: A mandatory name of the company, which serves as the main identifier of the supplier.
- ID Number: Organization identification number.
- VAT Number: Identification number for value-added tax.
- Tax ID Number: Tax identification number.
- Phone Number: The contact phone number of the supplier.
- Email: The contact email address of the supplier.
- Price List: If the supplier has a special price list, you can assign a supplier price list that contains fixed prices for selected items. This price list can be added or set as a supplier price list. In the Price List section, check the box for the supplier price list, and then in the Supplier Price List section, select the price list for the specific supplier. You will be able to add products from this supplier.
¶ Billing Address
- Street *: The street where the supplier is located.
- Street Number *: A mandatory street number.
- Orientation Number: An optional orientation number.
- Postal Code *: A mandatory postal code.
- District: Optional information.
- Region: Optional information.
- City *: A mandatory city.
- Country *: A mandatory country.
¶ Contact Person
- First Name: The first name of the contact person.
- Last Name: The last name of the contact person.
- Phone Number: The phone number of the contact person.
- Email: The email address of the contact person.
¶ Other Data
Other data may include comments, secret passwords, and other notes that may be important for the internal needs of the company.
- Description: Any comment or note about the supplier.
- Other Date: An option to enter a date if it is not the current date.
¶ 4. Invoices
The Invoices section provides an overview of all invoices generated from sales or purchase orders. This section displays a list of invoices that are available for viewing, filtering, and sorting.
¶ Displayed Data
- Invoice Number: A unique number assigned to each invoice.
- Document Type: Type of document, such as an invoice, credit note, etc.
- Issue Date: The date when the invoice was created.
- Due Date: The date by which the invoice must be paid.
- Taxable Supply Date: The date when the taxable supply occurred.
- Created By: The user who created the invoice.
¶ Functionalities:
- Non-editable: Invoices in this section are only accessible for viewing, not for editing.
- Filtering and Sorting: You can use advanced filtering and sorting options by various parameters to quickly find a specific invoice or group of invoices. More information on these functionalities can be found in the General Application Functionalities section.
- Summary: A summary is displayed below the list of invoices, containing:
- Number of Records: The total number of invoices in the list.
- Total Price with VAT: The sum of all invoices including VAT.
- Total Price without VAT: The sum of all invoices excluding VAT.
¶ 5. Clients
In the Clients section, you can manage information about your customers, who can be either individuals or companies. You can select the type of client using a button at the top of the section.
¶ Personal Data (For Individuals)
- First Name *: Required first name of the client.
- Last Name *: Required last name of the client.
- Phone Number *: Required phone number.
- Email *: Required email address.
- Date of Birth: Optional date of birth.
- Preferred Language: The language in which the client prefers to communicate.
- ID Card Number: ID card number, if needed.
- Customer Card: Information about the customer card, if the client owns one.
¶ Billing Address
- Street *: The client’s street or company headquarters.
- House Number *: Required house number.
- Building Number: Optional building number.
- Postal Code *: Required postal code.
- District: Optional district information.
- Region: Optional region information.
- City *: Required city.
- Country *: Required country.
¶ Company Information (For Legal Entities)
- Company Name *: Required company name.
- Company ID *: Company Identification Number.
- Tax ID: Tax Identification Number.
- VAT ID: VAT Identification Number, if applicable.
- Phone Number: Company contact phone number.
- Email: Company contact email address.
¶ Person (Adding a Person to a Company)
For each company, a contact person can be added with the same data as mentioned above (client - individual).
¶ Billing Address and Company Headquarters
- Billing Address: Linking with the address register allows quick search and pre-filling of the address. If the address is not in the register (for example, a foreign address), you can enter it manually.
- Company Headquarters: The address where the company is located, which may differ from the billing address.
¶ Other Data
- Description: Any comment or note about the client that may be useful for the company's internal needs.
- Other Date: If another date needs to be entered other than the current one, you can specify it here.
¶ Tasks
You can create planned tasks for each client, such as writing an email, attending a meeting, or making a phone call. Once a task is created, it will be visible and manageable in the Tasks section.
To create a task, task types must be defined in the Task Types register.
¶ 6. Purchase Orders
The Purchase Orders section is used for managing and recording orders from suppliers.
¶ Creating a Purchase Order
When creating a new purchase order, the following data must be filled in:
- Order Type *: A required field that must be predefined in the Purchase Order Types register.
- Existing Supplier: Select an existing supplier from the list that has been predefined in the Suppliers section.
¶ Order Details
After creating an order, detailed information is displayed, which can be edited:
- Assigned *: The person responsible for monitoring and the current status of the order.
- Delivery Date: The expected date of delivery of the goods.
- Order Date: The date when the order was created.
- Department: The department where the purchase order is processed. It must be predefined in the Department register.
- Supplier: The supplier must be previously set up in the Suppliers section.
- Warehouse: The warehouse where the goods will be stored. It must be predefined in the Warehouses register.
¶ Contact Person
Information about the contact person on the supplier's side is entered:
- First Name: First name of the contact person.
- Last Name: Last name of the contact person.
- Phone Number: Phone number of the contact person.
- Email: Email address of the contact person.
¶ Products
Adding products to a purchase order involves the following steps:
- Price List: The user selects the supplier's price list from a dropdown menu. After selecting the price list and clicking the Recalculate button, the product prices in the order are automatically updated according to the selected price list.
- Products *: Full-text search allows quick searching and adding of products to the order.
- Quantity *: The number of units ordered for each product.
- Summary: Below the product table, a summary is displayed with the following data:
- Subtotal: The total price excluding discounts and VAT.
- Total Discounts/Surcharges: The total sum of all discounts or surcharges.
- Total Price Without VAT: The total price of all items in the order excluding VAT.
- Discount: The total applied discount on the order.
- Total Price with VAT: The total price including VAT.
¶ Other Data
In this section, you can enter other relevant information:
- Description: Any comment or note about the purchase order that may be useful for the company’s internal needs.
- Other Date: If another date needs to be entered other than the current one, you can specify it here.
¶ Documents
The Documents section allows uploading and attaching files (such as contracts, offers, and other documents) to the purchase order. Supported formats include Word, PDF, and others.
¶ Workflow
The Workflow shows the sequence of steps and statuses that the purchase order goes through. This sequence is displayed at the top of the window and allows:
- Status Change: By clicking on the current status in the top panel, you can move to the next step in the order process.
- Assigning Actions: When changing the workflow status, you can assign actions such as adding a comment, assigning a user (e.g., an accountant to check payment), or other steps. You can also add accounting document numbers, comments, or check required data, such as billing addresses.
¶ 7. Sales Orders
The Sales Orders section is used for managing and recording orders for customers.
¶ Creating a Sales Order
When creating a new sales order, the following data have to be filled in:
- Order Type *: A required field that must be predefined in the Sales Order Types register.
- Existing Customer: Optionally select an existing customer from the list that has been predefined in the Clients section.
¶ Order Details
After creating an order, detailed information is displayed, which can be edited:
- Assigned *: The person responsible for monitoring and the current status of the order.
- Delivery Date: The expected date of delivery of the goods.
- Department: The department where the sales order is processed. It must be predefined in the Department register.
- Warehouse: The warehouse where the goods will be stored. It must be predefined in the Warehouses register.
¶ Contact Person
Information about the contact person on the customer's side is entered:
- First Name: First name of the contact person.
- Last Name: Last name of the contact person.
- Phone Number: Phone number of the contact person.
- Email: Email address of the contact person.
¶ Billing Data
If the client is a company, the billing data is the company information; if the client is an individual, the billing data is the personal information (see the Clients section above).
If the data matches the contact person, checking this checkbox will automatically fill in the appropriate data.
¶ Products
Adding products to a sales order involves the following steps:
- Price List: The user selects the supplier's price list from a dropdown menu. After selecting the price list and clicking the Recalculate button, the product prices in the order are automatically updated according to the selected price list.
- Products *: Full-text search allows quick searching and adding of products to the order.
- Quantity *: The number of units ordered for each product.
- Summary: Below the product table, a summary is displayed with the following data:
- Subtotal: The total price excluding discounts and VAT.
- Total Discounts/Surcharges: The total sum of all discounts or surcharges.
- Total Price Without VAT:
The total price of all items in the order excluding VAT.
- Discount: The total applied discount on the order.
- Total Price with VAT: The total price including VAT.
¶ Other Data
In this section, you can enter other relevant information:
- Description: Any comment or note about the sales order that may be useful for the company’s internal needs.
- Other Date: If another date needs to be entered other than the current one, you can specify it here.
¶ Documents
The Documents section allows uploading and attaching files (such as contracts, offers, and other documents) to the sales order. Supported formats include Word, PDF, and others.
¶ Workflow
The Workflow shows the sequence of steps and statuses that the sales order goes through. This sequence is displayed at the top of the window and allows:
- Status Change: By clicking on the current status in the top panel, you can move to the next step in the order process.
- Assigning Actions: When changing the workflow status, you can assign actions such as adding a comment, assigning a user (e.g., an accountant to check payment), or other steps. You can also add accounting document numbers, comments, or check required data, such as billing addresses.
¶ 8. Products
The Products section is used to manage individual products and services offered by the company. This part contains the necessary information for creating and editing products, including their categorization, unit of measure, tax rate, and other specifics.
¶ Basic Information
- Product or Service: Indicate whether it is a product or service using a checkbox.
- Code *: A mandatory unique identifier for the product or service.
- Name *: A mandatory name for the product or service.
- Unit of Measure *: A mandatory unit of measure, such as pieces, kilograms, liters, etc.
- VAT Rate *: A mandatory VAT rate for the product or service.
- Manufacturer: The name of the product's manufacturer.
- Tags: Option to add tags to facilitate product search and sorting.
- Legal Warranty Period [months]: The number of months during which the product can be claimed under the law.
- Description: A detailed description of the product or service, which may include technical specifications, usage, and other relevant information.
- Integration with External Information System: Option to link the product with external information systems like SPIN or Qasida.
¶ Categorization
To correctly categorize the product and improve searchability, the following information needs to be filled out:
- Product Category *: Mandatory assignment of the product to a category defined in the Product Categories register.
- Size Category: Defining the size category of the product if relevant.
¶ Identifiers
- Identifiers: Free text identifiers (tags) that facilitate the search and organization of products.
¶ Other Information
In this section, you can add additional information that may be important for the company's internal needs:
- Description: Any comments or notes on the product that may be useful for internal processes or marketing purposes.
- Alternative Date: If a different date than the current one needs to be specified, it can be entered here.
¶ Product Variants
- Variants: Option to add product variants from the Product Variants register. Variants may include different versions of the product based on color, size, material, and other characteristics.
¶ 9. Projects
Coming soon.
The Projects section will serve for the financial management of projects—costs and revenues on a timeline. This functionality will bring together all your key records within the Order Manager application.
¶ 10. Compliants
The Compliants section is used to manage compliants for products and services. It contains all the necessary data for handling compliants, including information about the product, the customer, and the details of the claim itself.
¶ Recording a Compliant
When creating a new claim, the following mandatory information must be provided:
- Claim Type *: A mandatory field that defines the type of compliants.
- Order: A reference to the order from which the complianed product originates.
- Product: Selection of the product to which the compliants applies.
¶ Details
This tab contains details about the compliant:
- Date of Receipt *: The mandatory date when the compliant was received.
- Assigned *: The person responsible for handling the compliant.
- Department: The department where the compliant was received.
- Warehouse: The warehouse where the product is stored.
¶ Product Data
Within the compliant, data related to the complianed product is entered:
- Existing Product or Archived Product: Indicate whether it is a current or archived product.
- Invoice Number *: The mandatory invoice number based on which the product was purchased.
- Product Name: The name of the complianed product.
- Warranty Period: The number of days/months during which the product can be complianed.
- Serial Number *: The mandatory serial number of the complianed product.
- Sale Date: The date when the product was sold.
¶ Contact Person
Information about the person submitting the compliant:
- First Name: The first name of the contact person.
- Last Name: The last name of the contact person.
- Phone Number: The phone number of the contact person.
- Email: The email address of the contact person.
¶ Compliant Details
- Defect Description: A detailed description of the defect that is the subject of the compliant.
- Compliant Resolution Description: A description of the solution implemented to resolve the compliant.
¶ Invoice Details
Invoice Details are adjusted according to the type of client:
- Company Details: Used if the client is a company.
- Personal Details: Used if the client is an individual.
If the billing details match those of the contact person, these details can be automatically pre-filled by checking the appropriate checkbox.
¶ Photos
- Image Documenting the Defect: Option to upload a photo documenting the defect on the product.
¶ Tasks
Similar to the Purchase Orders and Sales Orders sections, you can create and manage tasks related to the compliant.
¶ Documents
Here you can add and manage any files related to the compliant:
- Documents: Option to upload files such as contracts, offers, or any other relevant documents in formats like Word, PDF, etc.
¶ Other Information
In this section, you can add additional information that may be important for the company's internal needs:
- Description: Any comments or notes on the compliant that may be useful for internal processes or marketing purposes.
- Alternative Date: If a different date than the current one needs to be specified, it can be entered here.
¶ Product Compliant History
This section contains a table with historical data on compliants for the given product:
- Claim Number: A unique number assigned to each claim.
- Date of Receipt: The date the claim was received.
- Date of Resolution: The date the claim was resolved.
- Claim Type: The type of claim.
¶ 11. Tasks
The Tasks section allows for the management of individual tasks associated with various clients, projects, or internal processes. It provides detailed tracking of tasks, including information on time, costs, and outcomes.
¶ Basic Information
When creating a new task, the following mandatory information must be provided:
- Task Type *: Required selection of the task type from the list in the register.
- Task Name *: A mandatory name that clearly identifies the task.
- Client Name: The name of the client for whom the task is intended (if relevant).
- Start Date *: The mandatory date when the task begins.
- End Date *: The mandatory date when the task is expected to be completed.
- Priority *: Setting the task's priority (e.g., low, medium, high).
- Deadline *: The mandatory deadline by which the task must be completed.
- Linked Records: Linking the task with other records in the system (e.g., invoices, orders).
- Internal/External: Selection from a combobox whether the task is internal or external.
- Assigned *: The person responsible for executing the task.
- Owner *: The person who owns the task (responsible for its overall progress).
- Predefined Service: Choose a predefined service related to the task (if relevant).
- Planned Effort: The estimated time required to complete the task.
- Time Unit (minutes/hours): The unit of measure for the planned effort.
- Hourly Sales Rate: The rate at which the time spent on the task is billed to the client.
- Hourly Cost Rate: The internal cost rate associated with the task.
- Task Description: A detailed description of what the task involves.
- Outcome Description: A description of the outcome after the task is completed.
¶ Documents
In this section, you can attach any relevant files to the task:
- Documents: Option to upload files such as contracts, offers, technical documentation, etc.
¶ Time Sheets
Time Sheets record the time spent on the task and the associated costs:
- Add Time Sheet: Add a new time sheet by clicking the "Add Time Sheet" button. Each time sheet includes the following data:
- Start Date *: The date and time the reported activity began.
- Duration *: The total duration of the activity.
- Time Unit (minutes/hours) *: The unit of measure for the duration.
- Hourly Sales Rate: The rate at which the time spent on the task is billed to the client.
- Total Cost *: The total cost of the performed activity.
- Assigned *: The person who carried out the activity.
- Paid: Indication of whether the work has been paid for.
- Note: Any note related to the time sheet.
¶ Workflow
Tasks are part of the workflow defined in the Workflow register. This process determines the steps through which the task progresses from assignment to completion:
- Change Status: At the top of the task window, you can click the status to move the task to the next step. Status changes are governed by the workflow rules defined for the specific task type.
¶ 12. Product Returns
The Product Returns section allows for the management and tracking of returned products. This functionality is useful for processing returns from clients and ensures the entire process is tracked from receipt to completion.
¶ Recording a Product Return
When creating a product return record, the following mandatory information must be provided:
- Return Type *: Mandatory selection of the product return type.
- Order: Linking the return to an existing order (if relevant).
- Invoice *: Mandatory selection of the related invoice for the return.
- Return Entire Order: Checkbox to indicate whether the entire order is being returned.
¶ Details
Detailed information about the return:
- Date of Receipt *: The mandatory date when the product was received for return.
- Restocking Date: The date when the product was restocked after return.
- Responsible *: The person responsible for processing the return.
- Shipping Method: Information on how the product was returned.
- Department: The branch where the return was processed.
- Warehouse: The warehouse to which the product was returned.
¶ Contact Person
Details of the person who is the contact for the return:
- First Name: The first name of the contact person.
- Last Name: The last name of the contact person.
- Phone Number: The phone number of the contact person.
- Email: The email address of the contact person.
¶ Additional Information
This section allows for the addition of supplementary information:
- Reason for Return: Specification of the reason why the product was returned.
- Description: Any comment or note regarding the return.
¶ Billing Information
Billing information is adapted to the client type (corporate or personal information). If the billing information matches the contact person, it can be automatically prefilled by checking the appropriate checkbox.
¶ Products
Section to add the products that were returned:
- Add Returned Product: Option to add the returned products with the relevant details.
¶ Other Information
Option to add additional information:
- Description: Any comment or note regarding the product return, useful for internal processes or marketing purposes.
- Other Date: If a different date needs to be entered other than the current one, it can be specified here.
¶ Invoices
A list of invoices related to the product return.
¶ Tasks
Just like with orders and complaints, tasks related to the product return are displayed in this section and can be managed.
¶ Workflow
The return process is governed by the workflow, similar to other modules. At the top of the window, you can click the return status to move it to the next step.