Customer Order Details

After receiving a request for a quotation or an order, create a new customer order in MRPeasy to track its progress.

In a Customer Order, it is possible to

  • calculate the quotation,
  • estimate delivery,
  • check items’ availability in stock,
  • schedule multiple delivery dates,
  • reserve (book) items for this particular order,
  • see the current status of each line item,
  • enter delivery terms,
  • manage related invoices, quotations, order confirmations,
  • manage shipments.

Jump to a topic:

  1. Example video: How to use the Customer Order?
  2. How to estimate costs and lead time for the quotation?
  3. How to send an invoice, a quotation, a prepayment invoice, an order confirmation, a credit-invoice, or a pro-forma invoice?
  4. How to check stock and book the products for the order?
  5. How to cancel or modify bookings for a customer order?
  6. How to ship the products?
  7. How are the cost and profit calculated?
  8. Kitting: how to make kits and bundles?
  9. How to enter a bespoke make-to-order product?
  10. How to import a Customer Order?
  11. What do the product statuses mean?

Stages of working with a Customer Order

  1. Create a Customer Order, and save the order information.
  2. If necessary, issue a quotation, an order confirmation.
    - You can use the "Estimate costs and dates" function to calculate the cost and lead time of the products and add a sales margin.
    - You can pre-define a selling price for each item, or use pricelists if you have standard pricing.
    - Create and send the documents to the customer.
  3. At any time, according to your agreement with the customer, create and send the invoice(s).
  4. Book the products:
    a) If available items are in stock, or expected to arrive, book (reserve) these.
    b) If items are not in stock, raise demand, or generate Manufacturing Orders and/or Purchase Orders.
  5. Create (plan) a Shipment and pick the products.

Estimating costs and delivery date

To estimate the cost of products and the dates when they could be ready:

  1. Create and Save the Customer Order.
  2. Click the Estimate costs and dates button inside the Customer Order.
  3. For estimating items' costs, choose whether to consider the available stock levels (using FIFO; or FEFO, for perishable goods), or not (all manufacturing and procurement will be simulated, see below for details).
  4. Enter the desired Margin to calculate the sales price.
  5. Click Estimate costs and dates button, the sales price and estimated earliest production finish date is calculated for each item.
  6. Click Show details to investigate the detailed cost breakdown for every product by materials, manufacturing overhead, and labor cost.

The cost basis for items can be either taken from stock or from vendor purchase terms.

If item costs are taken from stock, then:

  • The software first tries to simulate fulfilling the order with the on-hand inventory.
  • For any items - procured or manufactured -, which are available in stock, the cost is taken from stock (FIFO or FEFO).
  • For any manufactured products, if these are not in stock, the software simulates creating Manufacturing Orders.
  • For any purchased items, if these are not in stock (incl. out-of-stock raw materials for simulated MOs), the cost is the price of the highest priority purchase term. When there are several purchase terms with the same priority, the lowest price is used.

If item costs are taken from vendors, then:

  • For manufactured products, the software simulates creating Manufacturing Orders.
  • For all purchased items (incl. all raw materials for simulated MOs), the cost is the price of the highest priority purchase term. When there are several purchase terms with the same priority, the lowest price is used.

The margin of any product can be updated and the discount can be added.

When the costs or dates cannot be calculated, then some associated Purchase Terms and/or BOMs and Routings are missing or need updating (e.g. when an article has been deleted, but it is still listed in a BOM.

Reasons for differences in estimated and actual costs

Please note that the estimated cost and actual cost may differ once all products are booked, and also once all production activities have been finished.

Also, the cost of the same product may vary. For example, in real life, products that are separately manufactured will usually have different costs if accurately calculated:

  • There is variability in materials costs.
  • There is variability in manufacturing time, workers, and workstations, which results in different direct labor and applied overhead costs.
  • There is variability in waste, which also changes materials costs.

Sending documents to the customer - invoices, quotations, etc.

It is possible to send several different types of documents to the customer based on the Customer Order.

To create and send a document with your company logo and details:

  1. Create and Save the Customer Order.
  2. Scroll down to the Invoices table.
  3. Click Create to add a document.
    Or add the document at CRM -> Invoices.
  4. Choose the document Type (Quotation, Order confirmation, Invoice, etc.) and fill in other details.
  5. Save.
  6. Click PDF for customer for the PDF, 
    or click Send e-mail to open your e-mail client.

Demo video: How to work with Quotations.

To invoice a shipment:

  1. Open the Customer Order, scroll down to the Shipments table.
  2. Click Create an Invoice Create an invoice button on Shipment's line.

Demo video: How to invoice a Shipment.

Checking stock and booking products to the customer order

Before you can ship products to a customer, you need to reserve the products for this particular order, either from stock (if you make-to-stock) or from future production (if you make-to-order).

Demo video: How to book Products for a Customer Order.

To see availability and book products for a customer order:

  1. Open the Customer Order.
  2. Click the Check stock and book items button.
  3. You will see the inventory levels of all items in the order.
  4. Click Book all items.
  5. Available goods, in stock and expected, will be booked to the CO (FIFO; or FEFO for perishable goods).

To automatically create Manufacturing Orders (MO):

  1. Open the Customer Order.
  2. Click the Check stock and book items button.
  3. Check option Create MOs for missing products.
  4. Click Book all items.
  5. Manufacturing orders will be created:
    - If products are not available in stock nor expected.
    - Separately for each CO line.
    - By default, according to material availability, lead times, and workstations availability.
    - If software setting "Backward scheduling = Yes", then the MO is scheduled in a backward direction from the Delivery date, in order to finish as late as possible before it. This is useful for Just-In-Time (JIT) Manufacturing

To automatically create Purchase Orders (PO):

  1. Open the Customer Order.
  2. Click the Check stock and book items button.
  3. Check option Create MOs for missing products.
  4. Check option Create POs for missing parts.
  5. Click Book all items.
  6. As a result, if some items are not available nor expected:
    - All required Manufacturing Orders will be created.
    - All required Purchase Orders will be created, including materials for just created MOs.

To create demand for products:

  1. Open the Customer Order.
  2. Click the Check stock and book items button.
  3. Click Book all items.
  4. As a result, all available products will be booked, and for the products which could not be booked:
    - At Stock -> Items, the Available quantity of these items will become negative.
    - MOs can be scheduled from Stock -> Critical on-hand page (if "Reorder point" for items is defined), in which case the products will be automatically booked to the CO.
    - POs can be created from Procurement -> Critical on-hand (if "Reorder point" for items is defined) or Procurement -> Requirements, in which case the products will be automatically booked to the CO.

To manually book items:

  1. Open the Customer Order.
  2. Click the Check stock and book items button.
  3. Click Book manually and you will be taken to the "Add a booking" page.
  4. Optionally, use respective buttons to:
    - Create a new PO.
    - Create a new MO.
    - Create a new manual stock lot.
  5. On the "Add a booking" page, find the desired available stock lot, and fill in the quantity you wish to book from it.
  6. Save.

Cancel or modify bookings for a customer order

To cancel bookings for a customer order:

  1. Open the Customer Order.
  2. Click the Check stock and book items button.
  3. Click Cancel bookings on a products line, or Cancel all bookings.
  4. Bookings will be deleted if products are not shipped.

If some products are shipped and the customer cancels the rest of the order, then, if products were booked, the extra bookings must be released:

  • By changing the quantity of the CO to reflect the actually delivered quantity.
  • Or by manually modifying the bookings in the Customer Order's report "Bookings".

To manually modify bookings for a customer order:

  1. Open the Customer Order.
  2. Click on Reports.
  3. Modify bookings in the report "Bookings". You can:
    - delete bookings.
    - change stock lots from which goods are booked.
    - increase or decrease the quantity of booked goods.

Shipments to customer

Shipping documents can be created, and shipping reported, directly from inside the Customer Order or from the Stock section.Demo video: How to ship a Customer Order.

To plan a shipment and create shipping documents (Waybill / Delivery Note, Packing list, Picking list):

  1. Open the Customer Order and scroll down to the Shipments section.
    Or go to Stock -> Shipments.
  2. Click Add to create a new Shipment.
  3. Fill in the details and Save.
    NB! The products must be booked for the Customer Order.
  4. If you wish, print the documents.

To ship products:

  1. Open the Customer Order and scroll down to the Shipments section.
    Or go to Stock -> Shipments.
  2. Open the Shipment.
  3. Report picking of the items from stock:
    a) Click the Pick Consume button on each line separately to report picking.
    b) Or, click the Pick all items button.

The "Delivery Note" is named "Waybill" in MRPeasy, by default. If you need to send delivery notes, you can change the terminology:

  1. Open Settings -> System settings -> PDF Editor 
  2. Click the Edit button. 
  3. Fill/change description field of "Waybill" to "Delivery Note".
  4. Save.

Cost and profit

The profit is calculated as the difference between the sales price on the Customer Order and the actual cost of the product.

When products have not yet been booked:

  • The cost and profit can be estimated with the Estimate costs and dates functionality. Otherwise, if that functionality is not used, cost and profit will not be shown until products are booked.

Once bookings for products have been made:

  • The software tracks the actual cost of the product by using stock lot tracking.
  • For example:
    * The cost of a purchased item is the actual purchase price, plus any additional PO fees and/or transfer fees, which have been applied to it.
    * You can manually create a stock lot (and define its cost), which also happens when you manually update inventory levels.
    * From a Manufacturing Order, the cost of a manufactured product is calculated by adding up the following costs
    1) the sum total of materials costs of the Manufacturing order (i.e. Materials cost);
    2) the sum total of operation costs (i.e. manufacturing overhead cost);
    3) the sum total of labor costs for performing the manufacturing operations (i.e. Labor cost).

Make-To-Order bespoke manufacturing

If capacity planning is required, then a new item with BOM and a Routing needs to be created for every bespoke project. This can be done very easily from within the Customer Order:

  1. Open the Customer Order, or create new.
  2. When choosing the Product, choose to Add a new product from the drop-down menu.
  3. Enter the product details.
    Read: How to add a manufactured item?
    Read: How to duplicate an existing item to create a new custom one-off product?
  4. Once the product is entered, click Back to return to the Customer Order.
  5. Continue filling the Customer Order.

If capacity scheduling is not required, read: How to create a make-to-order bespoke manufacturing order?

Import from CSV

When creating a new customer order, it is possible to import a list of sold items from a CSV file:

  1. Go to CRM -> Customer Orders, and add a new customer order.
  2. Before saving the new CO, you can import the list of products from CSV. The import button is in the top right corner of the products table.
  3. Check the "The first row is heading" option if the first row contains headers and should not be imported. 
  4. For each column, select the correct type of data from the dropdown menus above the columns.
  5. Click Import to upload the data.
  6. If importing of some rows failed, the rows which could not be imported will be displayed.

The file must be no longer than 200 lines and can contain the following columns:

Part number* The part number of the stock item that is sold. Required.
Quantity Total quantity.
Price Price per unit.
Discount The discount % of the item.
Free text The free text description that is displayed below the stock item.

Example data table, importing 2 products onto the Customer Order:

Part number Quantity Price Discount Free text
A00001 10 50   Pack by 2
A00002 100 5 10  
(Up to 200 lines can be imported at once)

Important notes:

  • Other CO information should be added manually before the import.
  • The file must not be longer than 200 lines.
  • What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).
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