Orders

The Orders area provides the Contract Manager with a way to request Purchase Orders against Materials across different Sites, Plots, Build Stages, and Variations. It also allows the Contract Manager to track previously requested orders, including their statuses and delivery progress.

When the Orders area is entered, it initially displays a list of Sites that the Contract Manager is currently assigned to, allowing them to select a Site to view or manage Purchase Orders.

Once the Operative has selected a Site, the Purchase Orders tile list is displayed, listing all existing Purchase Orders & Credit Orders for the selected Site.

Each Purchase Order tile displays key information relating to the Order, allowing the Contract Manager to easily track the progress and status of their Purchase Orders. Each element displayed within the tile is described below.

• Order Num – Displays the Purchase Order Number for the order. If the Purchase Order has not yet been Approved and Sent by an admin user, the column displays **NEW PO**. Once the Purchase Order has been Approved and Sent, a unique PO Number is automatically assigned by the system. Credit Orders follow the same behaviour, displaying **NEW CO** until they have been Approved and Sent, after which a unique CO Number is assigned.
• Site – Displays the Site associated with the Purchase Order.
• Plot – Displays the Plot associated with the Purchase Order using the selected Plot Number. This is selected during the Plot, Record & Requested For Selection Process.
• Record – Displays the Record associated with the Purchase Order, which is the name of the selected Build Stage or Variation. This is selected during the Plot, Record & Requested For Selection Process.
• Status – Displays the current status of the Purchase Order based on its stage in the process. The available statuses are described below.
  • Awaiting Approval – The Awaiting Approval status is displayed when the Purchase Order has been requested but has not yet been Approved & Sent by an admin user.
  • Awaiting Delivery – The Awaiting Delivery status is displayed when the Purchase Order has been requested and Approved & Sent by an admin user, but no Materials have been delivered yet.
  • Partially Delivered – The Partially Delivered status is displayed when the Purchase Order has been Approved & Sent and some Materials have been delivered, but not all items have been marked as delivered.
  • Delivered – The Delivered status is displayed when the Purchase Order has been Approved & Sent, and all Materials have been marked as delivered.
• Requested For – Displays the Requested For date entered by the Operative during the Plot, Record & Requested For Selection Process.

Creating a New Order

To create a new Order within the Mobile Application, the user must first select a Site from the Orders list. Once a Site has been selected, a + icon is displayed in the top-right corner of the screen.

Selecting the + icon will direct the user to a new Purchase Order page, where they can begin the Plot, Record & Requested For Selection Process.

Plot, Record & Requested For Selection Process

The Plot, Record & Requested For selection process allows the user to enter the required details for the Purchase Order and configure it in line with the specific requirements of the order.

Once the user has selected the + icon, they will be directed to a new Order page where they can select the relevant information for the Order, first starting with the Plot, Record, Requested For & Internal Notes, each of these are described below.

• Plot – The Plot dropdown displays all non-deleted and non-completed Plots associated with the selected Site, allowing the user to select the required Plot.
• Record – The Record dropdown displays all non-deleted Build Stages associated with the selected Plot, allowing the user to select the required Build Stage. If a Build Stage has no remaining Materials available to order, it will be hidden within the dropdown. Once a Record has been selected, the Materials available to order for the selected Build Stage or Variation are displayed below the Notes field.
• Requested For – The Requested For field is a date selector that allows the user to choose the required date for the Purchase Order.

• Notes – The Notes field is a free-text field that allows the user to enter any additional notes relating to the Purchase Order.

The Materials are displayed in a list below the Notes field and are shown by their Names, with each Material containing a Quantity field that defaults to the maximum remaining available Quantity.

The user can adjust the Quantity by selecting the field and entering the required value manually, or by using the – and + buttons to decrease or increase the Quantity in increments of 1.

If the user enters a Quantity that exceeds the remaining available Quantity, the application will automatically reset the value back to the maximum available Quantity when the user clicks away from the field. If a Material has no remaining Quantity available to order, it will still be displayed in the list; however, the Quantity will default to 0.

The Save & Submit button remains greyed out and disabled until a Record has been selected. Once the user has finalised their selections, they can select the Save & Submit button to submit the Purchase Order. The Order will then be sent to the admin system for approval.

The ordered Material Quantity is not deducted from the remaining available Quantity until the Purchase Order has been Approved & Sent within the admin system.

Related Build Stages

Sometimes, once the user has selected the Save & Submit button to create the Purchase Order, an additional popup is displayed showing the Related Build Stages. This screen appears when the Build Stage selected for the order is linked to one or more other Build Stages.

The Related Build Stages screen displays only those Related Build Stages that do not already have an Approved & Sent Purchase Order associated with them, allowing the user to create additional related Purchase Orders where required.

If a Related Build Stage has already been ordered from and the Purchase Order has been Approved & Sent, it will be excluded from the list of Related Build Stages.

The user can select a Related Build Stage from the list, and the application will navigate them to a new Purchase Order page with the relevant Plot and selected Build Stage already pre-populated in the dropdowns.

Alternatively, the user can select the Cancel button in the top-right corner of the popup to decline creating a Related Build Stage order and continue with the original Purchase Order only.

Viewing an Order

The user can view a Purchase Order by selecting it from the list. The application will then display a detailed read-only view of the selected order. Each element on this page is described below.

• Number – Displays the Purchase Order Number for the order. If the Purchase Order has not yet been Approved and Sent by an admin user, the column displays **NEW PO**. Once the Purchase Order has been Approved and Sent, a unique PO Number is automatically assigned by the system. Credit Orders follow the same behaviour, displaying **NEW CO** until they have been Approved and Sent, after which a unique CO Number is assigned.
• Client – Displays the Client associated with the Purchase Order.
• Supplier – Displays the Supplier associated with the Purchase Order.
• Site – Displays the Site associated with the Purchase Order.
• Plot – Displays the Plot associated with the Purchase Order.
• Build Stage – Displays the Build Stage or Variation associated with the Purchase Order.
• Status – Displays the current status of the Purchase Order based on its stage in the process. The available statuses are described below.
  • Awaiting Approval – The Awaiting Approval status is displayed when the Purchase Order has been requested but has not yet been Approved & Sent by an admin user.
  • Awaiting Delivery – The Awaiting Delivery status is displayed when the Purchase Order has been requested and Approved & Sent by an admin user, but no Materials have been delivered yet.
  • Partially Delivered – The Partially Delivered status is displayed when the Purchase Order has been Approved & Sent and some Materials have been delivered, but not all items have been marked as delivered.
  • Delivered – The Delivered status is displayed when the Purchase Order has been Approved & Sent, and all Materials have been marked as delivered.
• Ordered On – Displays the date the Purchase Order was Requested.
• Sent On – Displays the date the Purchase Order was Approved & Sent by an admin user. This is only shown for orders that have been sent.
• Requested For – Displays the Requested For date that was entered for the Purchase Order.
• Delivered On – Displays the date the Order was marked as fully Delivered. This is only shown for Purchase Orders that have been fully Delivered.
• Internal Notes – Displays any Internal Notes that were entered for the Purchase Order.

Below the Internal Notes field is the Materials table, which contains key information displaying a view of the Materials and their delivery progress. Each column is described below.

• Name – Displays the Name of each Material that was included in the Purchase Order.
• Quantity – Displays the total Quantity of the Material that was ordered within the Purchase Order.
• Delivered – Displays the Quantity of the Material that has been Delivered in relation to the Purchase Order.
• Code – Displays the Material Code that’s assigned to the Material.