Consumables

The Consumables area allows users to Create, Edit, and Delete Consumables Orders for Sites.

The Consumables area contains a Quick Search feature which targets the Consumable Order Number column.

The Site dropdown filter lists all non-deleted Sites in the system. Selecting a Site filters the table to show only Consumables Orders created for that Site.

The Status dropdown filter provides five options to filter Consumables Orders by their current status. These statuses are explained below:

• Pending – When the Pending filter is applied, the system only displays orders created through the Admin site that have not yet been sent.
• Requested – When the Requested filter is applied, the system will only display orders that have been created through the Operative Portal by an Operative or Contract Manager and have not yet been sent by an admin user.
• Ordered –When the Ordered filter is applied, the system only displays orders that have been sent but not yet Picked. Consumable Orders are sent through the Consumable Order Details page.
• Picked –When the Picked filter is applied, the system only displays orders that have been sent and Picked, excluding those that have already been Delivered. Consumable Orders are marked as Picked through the Consumable Order Details page.
• Delivered – When the Delivered filter is applied, the system only displays orders that have been marked as Delivered. Consumable Orders are marked as Delivered through the Consumable Order Details page.

The Consumables Orders list table contains multiple columns displaying key information for each Consumables Order. The columns are described below:

• Consumables Order Number – If a Consumables Order is created on the Admin site but has not yet been sent, this column displays **New Order**. If it is created on the Operative Portal but has not yet been sent, it displays **Requested Order**. Once a Consumables Order has been sent, the system automatically generates and assigns it a unique Consumables Order Number.
• Site – Displays the Site that is associated with the Consumables Order, which is derived from the Site dropdown within the Consumable Order Details page.
• Sent Date – For Consumable Orders that have not been sent, this column will display 00/00/00. However, for those that have been sent this column displays the date that the Consumable Order was sent, which is also the Approved & Sent date in the Consumable Order Details page.
• Requested For – This column will display 00/00/00 for the Consumable Orders that have not yet been assigned a Requested For date. However, for those that have been assigned a Requested For date, this column displays the date that was entered, which is derived from the Requested For date selector within the Consumable Order Details page.
• Delivered Date – This column displays 00/00/00 for Consumables Orders that have not been marked as Delivered. For orders that have been Delivered, it shows the Delivered Date, which is the date the Delivered checkbox was selected in the Consumable Order Details page.
• Status – The Status column can display five different statuses, each representing the current stage of a Consumables Order. These statuses are explained below:
  • Pending – The Status column will display Pending if the order is created through the Admin site and has not yet been sent.
  • Requested – The Status column will display Requested if the order is created through the Operative Portal by an Operative or Contract Manager and has not yet been sent by an admin user.
  • Ordered – The Status column will display Ordered if the order is created and sent but not yet Picked. Consumable Orders are sent through the Consumable Order Details page.
  • Picked – The Status column will display Picked if the order is sent and marked as Picked. However, if a Consumables Order is marked as Delivered, it will no longer have the Picked status. Consumable Orders are marked as Picked through the Consumable Order Details page.
  • Delivered – The status column will display Delivered if the order is marked as Delivered. Consumable Orders are marked as Delivered through the Consumable Order Details page.

Creating a Consumables Order

To create a new Consumables Order, the user can select the + New button in the top-right corner.

The system will open a new Consumables Order record and automatically display the Consumable Order Details page.

Consumable Orders can also be created through the Operative Portal by an Operative or Contract Manager.

Consumable Order Details

The Consumable Order Details page allows users to enter and manage key information for the Consumables Order.

Each section of the page is explained below:

• Consumable Order Number – Before the Consumables Order has been Approved & Sent, this section will display **New Order** or **Requested Order**, depending on whether it was created through the Admin site or the Operative Portal. Once the Consumables Order has been Approved & Sent, the system automatically generates a unique Consumables Order Number, which is displayed here.
• Client – The Client dropdown lists all non-deleted Clients in the system, allowing the user to select the Client for the Consumables Order. Once a Client is selected, the Site dropdown is automatically populated with all non-deleted Clients Sites associated with that Client.
• Site – The Site dropdown lists all non-deleted Sites in the system, allowing the user to select the Site for the Consumables Order. When a Site is selected, the Operative dropdown is automatically populated with all Operatives currently assigned to that Site.
• Operative – The Operative dropdown lists all non-deleted Operatives that are currently assigned to the selected Site, allowing the user to select the desired Operative.
• Consumable(s) – The Consumable(s) multi-select lists all non-deleted System Consumables, allowing the user to select one or more items to include in the Consumables Order. Selected items can be removed by clicking the “x” on the desired item within the multi-select. When a consumable item is added, it is automatically displayed in the Consumable Items table, where the user can specify the required Quantity.
• Created – Displays the date and time the Consumables Order was created, along with the user who created it.
• Requested – Displays the date and time the Consumables Order was Requested, along with the user who Requested it. If the order was created on the Admin site, this field will remain empty until the order is Approved & Sent, at which point it will display the user who sent it. If the order was created through the Operative Portal by an Operative or Contract Manager, the Requested date, time, and user will be populated before the order is Approved & Sent.
• Approved & Sent – This will be blank for Consumable Order that have not yet been Approved & Sent. However, for Consumable Orders that have been Approved & Sent, this displays the date and time the Consumables Order was Approved & Sent, along with the user who Approved & Sent it. Once a Consumables Order has been Approved & Sent, two additional buttons appear named Download Consumables Order and Download Picking List.
• Requested For – The Requested For date selector is initially blank if the order was created on the Admin site, allowing the user to select any date. If the order was created through the Operative Portal by an Operative or Contract Manager, this field may be pre-populated with the date they selected when requesting the order. If a past date is chosen and the user attempts to send the Consumables Order, the system will prevent this and display an invalid date warning message. This date can be edited until the Consumables Order is Approved & Sent.
• Picked – When the Picked checkbox is selected, the Consumables Order is assigned the Picked Status. After the Picked checkbox has been selected and the record saved, the system displays the date and time it was selected, along with the user who checked it. This checkbox cannot be selected until the Consumables Order has been Approved & Sent.
• Delivered – When the Delivered checkbox is selected, the Consumables Order is assigned the Delivered Status. After the Delivered checkbox has been selected and the record saved, the system displays the date it was selected. This checkbox cannot be selected until the Picked checkbox has been selected.
• Total Cost – This figure represents the Total Cost of the Consumables Order. It is calculated by multiplying the Quantity of each Consumable Item by its Unit Cost and summing the results.

The Consumable Items table includes several columns that display key information for each Consumable Item and allow users to specify the Quantity for each one. Each column is described below:

• Code – Displays the Code for each Consumable Item added to the Consumable(s) multi-select. The Code for each Consumable is defined in the System Consumables area.
• Name – Displays the Name for each Consumable Item added to the Consumable(s) multi-select. The Name for each Consumable is defined in the System Consumables area.
• Quantity – This is an editable numeric field that can be modified until the Consumable Order is Approved & Sent. When the Quantity is changed, both the Total Cost for that Consumable Item and the overall Total Cost of the Consumables Order are automatically updated to reflect the new Quantity.
• Unit Cost – The Unit Cost represents the cost of a single Consumable Item. The system uses the Unit Cost and the specified Quantity to calculate the Total Cost for each item and then sums all item totals to determine the overall Total Cost of the Consumables Order.
• Total Cost – This figure represents the Total Cost of the Consumables Item. It is calculated by multiplying the Quantity of each Consumable Item by its Unit Cost and summing the results.

When a Consumables Order is Approved & Sent, the Consumables figure in brackets within the Current Costs and Total Costs sections of the Site’s Financials page is updated for the selected Site. The order also appears in the Consumables table on the Site’s Financials page.

Approved & Sent Consumables Orders contribute to the Consumables Cost figure in any Applications for the selected Site where the Application’s Start and End Dates include the order’s Requested For date.

If a Consumables Order is created for a Site where the user is the Project Surveyor and the order has not been Approved & Sent, the system reflects this in the Websockets Alerts for Consumables Orders.

Downloading Consumable Orders

Once a Consumables Order has been Approved & Sent, an additional button named Download Consumables Order appears on the Consumables Order Details page.

Selecting this button downloads a PDF file of the order, with the file named using the Consumables Order Number.

The Consumables Order Download contains key information for the order, as described below:

• Consumables Order Number – Displays the Consumables Order Number for the downloaded order. This number is automatically generated by the system when the Consumables Order is Approved & Sent.
• Engineer – Displays the user assigned to the Consumable Order. This value is automatically populated based on the selection made in the Operative dropdown on the Consumable Order Details page.
• Engineer Number – Displays the Engineer’s contact number. This value is derived from the user selected in the Operative dropdown on the Consumable Order Details page and corresponds to the Mobile Number field in the User Details page.
• Delivery Address – Displays the Address of the associated Site. This value is derived from the Address and Postcode fields on the Site Details page.
• Consumables Order Date – Displays the date the Consumables Order was Approved & Sent.
• Primary Contact – Displays the Primary Contact for the associated Site. This value is derived from the Primary Contact dropdown on the Site Details page.
• Code – Displays the Code for each Consumable Item added to the Consumable(s) multi-select on the Consumable Order Details page. The Code for each Consumable is defined in the System Consumables area.
• Name – Displays the Name for each Consumable Item added to the Consumable(s) multi-select on the Consumable Order Details page. The Name for each Consumable is defined in the System Consumables area.
• Quantity – Displays the Quantity for each Consumable Item in the order. This value is set on the Consumable Order Details page before the order is Approved & Sent.
• Unit Cost – The Unit Cost represents the cost of a single Consumable Item. The system uses the Unit Cost and the specified Quantity to calculate the Total Cost for each item and then sums all item totals to determine the overall Total Cost of the Consumables Order.
• Total Cost – This figure represents the Total Cost of the Consumables Item. It is calculated by multiplying the Quantity of each Consumable Item by its Unit Cost and summing the results.

Downloading Picking Lists

Once a Consumables Order has been Approved & Sent, an additional button named Download Picking List appears on the Consumables Order Details page.

Selecting this button downloads a PDF file of the order, with the file named using the Consumables Order Number.

The Picking List is similar to the Consumable Order Download; however, it does not display any Cost information and includes slightly different details, as described below:

• Consumable Order Number – Displays the Consumables Order Number for the downloaded order. This number is automatically generated by the system when the Consumables Order is Approved & Sent.
• Delivery Due Date – Displays the Delivery Due Date for the Consumables Order. This value is derived from the Requested For field on the Consumable Order Details page.
• Delivery Address – Displays the Address of the associated Site. This value is derived from the Address and Postcode fields on the Site Details page.
• Consumable Order Date – Displays the date the Consumables Order was Approved & Sent.
• Primary Contact – Displays the Primary Contact for the associated Site. This value is derived from the Primary Contact dropdown on the Site Details page.
• Code – Displays the Code for each Consumable Item added to the Consumable(s) multi-select on the Consumable Order Details page. The Code for each Consumable is defined in the System Consumables area.
• Name – Displays the Name for each Consumable Item added to the Consumable(s) multi-select on the Consumable Order Details page. The Name for each Consumable is defined in the System Consumables area.
• Quantity – Displays the Quantity for each Consumable Item in the order. This value is set on the Consumable Order Details page before the order is Approved & Sent.

Deleting a Consumables Order

To delete a Consumables Order, the user can enter Edit mode within the required record and select the Delete button in the top right corner. The system will display a confirmation message asking the user to confirm the action. If the user selects Yes, the Consumables Order will be deleted.

The user cannot delete a Consumables Order that has been Approved & Sent. If the user attempts to do so, the system will prevent the deletion and display an error message stating that sent consumable orders cannot be deleted.

Deleted Consumables Orders are highlighted in red on the Consumables List page so the user can easily identify them. Only users with the Super User User Switch enabled can view deleted records on the list page.

A Super User can restore a deleted Consumables Order by selecting the required record and choosing the Restore button in the top right corner.