In D-Tools Cloud, ordering stems from the won project. So all your ordering will be done from a project (or at least started from a project).
Once you have a won project, navigate to the list of items in the project (also called Bill of Materials). Here you will see some additional options that you didn't see in the quote when it was an opportunity.
- Ordering Status in the items
- Ordering functionality
To start, select some desired products, within Item Status tab, that need to be ordered. To be more efficient:
- Select all products by clicking the checkbox in the header of the items table
- Filter products by location, system, phase, supplier, brand, or category, and then select all
- Select multiple products (but not all) by using the checkboxes in each row or by using the shift shortcut when you click to select everything in between
To do so within the Bill of Materials, you can select the specific Product/Products by clicking it/them and you can do the following within the sidebar:
- Filter by All Items, Locations, Systems, Phases
- Select specific Products and click either "Ready to Order" or "Add to PO"
- You can also utilize the drop-down menu just above the above-mentioned buttons
Ready to Order or Create Purchase Orders
Once you have selected all the products you would like to order within the Item Status tab, you will a drop-down option listed "Actions". Here you can select suppliers, adjust Item Status, and other beneficial items, but you can also order or mark "Ready to Order".
Within the Bill of Materials, you can select the Product to show the sidebar. From here, you can select a Status, mark as Ready to Order, and add to Purchase Order.
Ready to Order
Marking products as ready to order is a common approach to ordering. This allows to mark many products across multiple projects as ready to order, then from a list of ready to order products, create purchase orders. Ordering in bulk often saves on freight and sometimes gets discounts based on the supplier.
From within a project, after you have selected the products you are ready to order, click the Ready to Order button in the sidebar (or through the list/actions, depending on which view you are using). This will mark the products as ready to order, and you can build purchase orders from this list in the ordering area later.
Create Purchase Orders from a Project
You may find you do a lot of quick projects, only one project at a time, or are a smaller company and you only need to order products for a project and now. In that case, the above approach will slow you down. So there is also the option to order products directly from a project.
After you have selected your products, click the Add to PO/Order (depending on the tab you are in) button/Dropdown to create some draft purchase orders.
Creating Purchase Orders
Items Ready to Order
In the Orders section, you will find a list of all the products that are ready to be ordered. Just like in the project, you can select the products you want to create a purchase order with, and click the "Create PO for X Selected", or you can also click the "Create POs for All". This will jump into a PO where you can edit it before getting ready to order.
Configure Purchase Orders
After you have selected your products, you can configure a few different items for your purchase orders.
- Purchase Order Details - Purchase order number, total, shipping, tax
- Items - Add or remove products and edit final price before sending off
- Shipping - Shipping address, shipping method, attention, note for supplier
- Billing - Billing address, billing method, dealer contact
- Supplier - Contact, Account Number
After you have configured the above areas, you can export all purchase orders as PDFs for each supplier.
Managing Purchase Orders
Purchase Order Status
You can update the status of a purchase order when you receive confirmation, when its shipped, when its received. You can do so from within the PO or you can do so on the KanBan board or purchase orders.