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 Contract Manager has selected a Site, the Purchase Orders table is displayed, listing all existing Purchase Orders & Credit Orders for the selected Site.

The Purchase Orders table contains five columns that display key information for each Purchase Order. The details shown in each column are 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.
• 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 Operative Portal, the user must first select a Site from the Orders list. Once a Site has been selected, a New Order button is displayed above the Purchase Orders table.

Selecting this button will navigate the Contract Manager to a new Purchase Order record, 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 New Order button, 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. If a Plot has no Build Stages or Variations with remaining Materials available to order, it will still appear in the dropdown but will be greyed out and unavailable for selection.

• 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 still appear in the dropdown but will be greyed out and unavailable for selection. Once a Record has been selected, the Materials available to order for the selected Build Stage or Variation are displayed below the Internal 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.
• Internal Notes – The Internal Notes field is a free-text field that allows the user to enter any additional notes relating to the Purchase Order.

The Materials table contains three columns that display key information relating to each Material. Each column is described below.

• Material – This is the first column on the left and displays the Name of each Material available for selection. If a Material has no remaining quantity available to order, it will no longer be displayed within the Materials table.
• Sub-Type – This is the middle column and displays the Sub-Type that each Material belongs to.
• Quantity – This is the last column on the right and contains an editable numeric field for each Material. The user can enter a numeric value directly or use the – and + controls to decrease or increase the quantity in increments of 1, allowing them to select the required available quantity for each Material. If a user enters a value that exceeds the remaining available quantity and attempts to create the Purchase Order, the system will prevent submission and display an error message advising that the quantity ordered cannot exceed the remaining available amount for that item.

Once the user has finalised their selections, they can select the Create button located below the Materials table. If all required fields have been populated, the Order will be submitted and will then be placed in an Awaiting Approval state, pending review by an admin user.

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 Create 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 a Purchase button for any linked Build Stages that have not yet been ordered from, allowing the user to create additional related Purchase Orders where required.

The user can select the Purchase button, which will navigate them to a new Purchase Order that is pre-populated with the relevant Plot and Related Build Stage already selected. The Requested For date will also be pre-populated to match the date of the original order.

Alternatively, the user can select the Close button to decline creating an order against the Related Build Stage and continue with the original Purchase Order only.

If the Related Build Stage has already been ordered from but hasn’t been Approved & Sent, the Purchase button is replaced with read-only text stating Awaiting Approval, preventing the user from raising a Purchase through the Related Build Stages popup for that Build Stage.

If the Related Build Stage has already been ordered from and the Purchase Order has been Approved & Sent, the Awaiting Approval text is replaced with a date indicating when the order was Approved & Sent.

Viewing an Order

The user can view a Purchase Order by selecting it from the table. The system 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.
• 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 – 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 four columns 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.
• Sub-Type – Displays the Sub-Type that each Material belongs to.
• Delivered Quantity – Displays the Quantity of the Material that has been Delivered in relation to the Purchase Order.
• Quantity – Displays the total Quantity of the Material that was ordered within the Purchase Order.