threadcount-community/docs/manual/start/your-first-order.md

title, section, order, summary, screen, role, keywords

title	section	order	summary	screen	role	keywords
Your first order	start	4	From the order list to a delivery on the shelf, including what happens when it arrives short.	Orders › Order list	Admin	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.
• Suppliers under Settings › Catalogue & suppliers: the account number, the order email and the lead time in days. Each garment names its supplier. See 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 and Order list.