---
title: Your first order
section: start
order: 4
summary: From the order list to a delivery on the shelf, including what happens when it arrives short.
screen: Orders › Order list
role: Admin
keywords: order, ordering, purchase order, supplier, reorder, raise, order list, csv, email supplier, receive, delivery, back order, invoice
---

## Before you start

The order list depends on two things you set up once.

- **Reorder levels** on `Stock › On hand`. A size appears on the list when its on-hand figure is at or below its level. See [Reorder levels](/docs/stock/reorder-levels).
- **Suppliers** under `Settings › Catalogue & suppliers`: the account number, the order email and the lead time in days. Each garment names its supplier. See [Suppliers](/docs/stock/suppliers).

Enter each size's supplier code on the garment's page. A line with no code shows `no code`, which links to that garment.

## The order list

On `Orders`, press `Order list`. Only Admins can use the button, the list and the order sheet.

The list has two kinds of group.

- **Stock groups**, one per supplier. Each line is a size at or below its reorder level. Its quantity tops the size up to twice its reorder level, allowing for what is on hand and what is already on order. A line tagged `runs out` will run out before a delivery ordered today would arrive.
- **Draft groups**, one for each existing draft order. A draft is either a person's order from the counter or a replenishment draft. A person's order is never merged into the shelf's order.

In a stock group you can change any `Order qty`, `Remove` a line, or `Add a line` for any garment and size. If you have already placed the order on the supplier's website, type their order number into `Supplier order no.`. The field is optional.

## Raise, then send

Press `Raise`. The button says how many orders it will raise.

1. **Each stock group becomes one order** marked `Ordered`, with the supplier's order number as its reference. Lines left at zero are dropped.
2. **Each draft is raised with its lines unchanged** and marked `Ordered`.
3. **The screen lists the raised orders**, each with three ways to send it.

- `Print` opens the A4 order sheet with the supplier's product codes.
- `CSV` downloads the order with the columns Supplier code, Description, Size, Qty and Unit cost.
- `Email` sends the order to the supplier's order email. It is refused if the supplier has no email address, if email is not set up on the server, or if the order is a draft or cancelled.

## What is written

| Record | Change | Undo |
|---|---|---|
| Order | One new order per supplier, `Ordered`, with a code like `ORD-2026-0001` and an expected date the supplier's lead time away, or 14 days if none is set | An Admin can `Cancel order` while it is Draft, Ordered, Shipped or Back Order |
| Draft order | Status changed to `Ordered` | Cancel, as above |
| Order | The time it was emailed or printed | None |

## Receive the delivery

Open the order from `Orders`. When the supplier dispatches, you can press `Mark shipped`, though it is not required. When the boxes arrive, press `Receive delivery`.

1. **Enter the invoice number and arrival date.** A note and a photo of the invoice are optional.
2. **Enter what arrived on each line.** Each line starts at the quantity still outstanding. `Scan items off the box (camera)` adds one for each scan.
3. **Choose the destination.** `Shelf` puts the garments into stock. On an order for a staff member, `Pickup` puts them on the call list instead.
4. **Check the cost.** If the invoiced cost is not the catalogue cost, choose `Keep`, or an Admin can choose `Update catalogue cost`.
5. **Press `Receive`.**

The server refuses a line where more arrived than was outstanding, and refuses a delivery where nothing arrived.

## Back orders

Anything that did not arrive goes on a back order. The original order is marked `Received`. A new order with status `Back Order` is created for the shortfall. It keeps the same supplier reference and has the note `Back order — short on` followed by the original order's code. The original order lists it under Back orders.

When the rest arrives, receive the back order the same way. A received delivery cannot be reversed, so an Admin corrects the shelf with `Adjust quantity` instead. There is more detail on [Receiving and back orders](/docs/stock/receiving-and-back-orders) and [Order list](/docs/stock/order-list).