ThreadCount Community edition

Uniform stock management for healthcare linen rooms: the coordinator app, the phone counter and the staff app, for your own server. Built from a113353 on 2026-09-15. Licensed under the Functional Source License (FSL-1.1-ALv2).

docs/manual/stock/order-list.md

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+---
+title: The order list
+section: stock
+order: 5
+summary: What to order, grouped by supplier and net of what is on order, raised as one order per group with the supplier's order number, then printed, downloaded or emailed.
+screen: Orders › Order list
+role: Admin
+keywords: order list, purchase order, reorder, supplier order, raise, supplier code, order sheet, print, CSV, email supplier, supplier order number, order history
+---
+
+## What appears
+
+`Orders › Order list` puts two kinds of group on one screen: stock groups, one per supplier, and every draft order that has lines. The heading counts both.
+
+A **stock group** holds each size at or below its [reorder level](/docs/stock/reorder-levels), topped up to twice the level, less what is on hand, less what is on order. On order counts placed orders and drafts other than replenishment drafts. A size needing nothing more is left off. The supplier is the garment's, or the first in `Settings › Catalogue & suppliers` when it has none.
+
+Each line shows the supplier's code for that size, the garment, size, on hand, reorder level, on order and an editable `Order qty`. A line with no supplier code shows `no code`, linked to the product page where it is entered. A size that would run out before a delivery placed today is tagged `runs out` and sorted to the top. The group heading shows the supplier's account number, the number of lines and the value at catalogue cost.
+
+- **Remove** takes a line off; a quantity of 0 is dropped when raised.
+- **Add a line** adds any current garment and size to that group.
+- Edits stay on this screen until the list is raised.
+
+## Drafts and staff orders
+
+Every draft order with lines is its own group, headed with its supplier and either the person it is for (with their cost centre) or `draft`. A draft made for a staff member from **New order** is raised as its own order and is never merged into a stock group, so each staff member's order stays separate from the shelf's.
+
+A supplier's replenishment draft from Order flagged is also listed here as a draft. Its sizes are not netted off the stock group above it, so check the two against each other before raising.
+
+Order in at the counter places its orders straight away, one per supplier, so they don't appear here.
+
+## Raising the list
+
+Every group has an optional `Supplier order no.` field: the number the supplier gives when the order is placed on their site.
+
+**Raise N orders** does all groups in one go:
+
+- A stock group becomes a new order for stock, status `Ordered`, with the supplier order number as its reference and an expected date of today plus the supplier's lead time, or 14 days when none is set.
+- A draft becomes `Ordered`, taking the supplier order number if one was typed.
+
+If any group is refused, for example a draft somebody else has already placed, nothing is raised.
+
+## The sheet, the CSV and the email
+
+After raising, each new order is listed with three buttons. The same sheet is **Order sheet** on the order's own page, and the email is **Email supplier** there once the order is placed.
+
+**Print** opens the A4 purchase order: the order number and supplier reference; the facility, its location and organisation; the supplier with contact, phone and email; the date and expected date; the account number; the person it was ordered for, with department and cost centre; and a row per line with a tick box, the supplier code, description, size, quantity, unit cost and total. Where a size has no supplier code, the garment's SKU is printed instead. It ends with lines for who ordered and the date placed. Opening the sheet records when the order was printed.
+
+**CSV** downloads the order number, supplier and supplier order number, then `Supplier code`, `Description`, `Size`, `Qty` and `Unit cost` per line.
+
+**Email** sends the order to the supplier's `Order email` from `Settings › Catalogue & suppliers`. The subject is `Purchase order ORD-2026-0042 (NW-48211) — Riverside General`, with the lines, account, delivery location and estimated value ex tax, asking the supplier to quote the order number on the invoice. Sending records when it was emailed. It is refused for a draft, a cancelled order, a supplier with no order email, and a server with no email set up; print the sheet instead.
+
+## Filters and history
+
+`Orders › All orders` lists every order. Filter by search (order number, reference, invoice, tracking, supplier, person or garment), supplier, garment, ordered-from and ordered-to dates, and `All`, `Draft`, `Open` or `Received`. `Open` means placed and not yet received or cancelled. **Export CSV** downloads the orders shown, with the filters applied.
+
+The tiles count drafts to send, orders awaiting delivery with their value, overdue orders, and stock received this month at invoiced cost.
+
+A product page lists every order line for that garment under `Orders` (date, order, supplier, size, quantity, unit cost then, supplier reference, invoice, status) and every change of unit cost under `Price history`.
+
+## What is written
+
+| Action | Record · Change | Undo |
+|---|---|---|
+| Raise, stock group | New order: stock, `Ordered`, reference, expected date, lines | Cancel order on the order page (Admin) |
+| Raise, draft | Status `Draft` to `Ordered`; reference if typed | Cancel order (Admin) |
+| Print sheet | The order's printed time | Nothing to undo |
+| Email | Email to the supplier; the order's emailed time | None; the supplier has it |
+| CSV | Nothing | Nothing to undo |