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 invoices and 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 a Quotation, an Order Confirmation, or an Invoice?
  4. How to check stock and book the products for the order?
  5. How to ship the products?
  6. How are the cost and profit calculated?
  7. Kitting: how to make kits and bundles?
  8. How to enter a bespoke make-to-order product?
  9. How to import a Customer Order?
  10. 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. Choose whether to consider the available stock levels (using FIFO; or FEFO, for perishable goods) or if all materials should be purchased ignoring the current inventory (the costs and lead times are taken from the purchase terms).
  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 see the detailed cost breakdown for every product by materials, manufacturing overhead, and labor cost.

The margin of any product can be updated and the discount can be added.
Please note that the estimated cost and actual cost may differ once all products are booked.

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).

Sending a Quotation, Order Confirmation or an Invoice

To send or print a quotation or an invoice 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.
  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).

To see availability and book products:

  1. Open the Customer Order at CRM -> Customer Orders.
    Or Create a new CO and Save.
  2. Click the Check stock and book items button under the table of ordered products.
  3. You will see the inventory status of all items in the order.
  4. There are two options for reserving goods:
    - Button Book manually, which allows manually creating bookings from available stock lots.
    - Button Book all items, which will automatically try to book available goods (default by FIFO; or by FEFO, for perishable goods).

If products are not available, then on this page you have the following options:

  1. Automatically create Manufacturing Orders, and if you wish, also Purchase Orders, by ticking the respective options and clicking Book all items.
    The Manufacturing Orders will be scheduled according to material availability and available production resources.
  2. Create demand for these products by clicking the Book all items button. Then the Available quantity of these items will become negative.
    You can schedule the Manufacturing Orders from Stock -> Critical on-hand page. Or if these are purchasable items, you can raise the Purchase Orders from Procurement -> Critical on-hand.
    The items from these MOs or POs will be automatically booked to the Customer Order(s).
  3. Create the manufacturing orders manually by clicking Book manually -> Create a manufacturing order. 
    Then you need to move back to the bookings page to connect the just planned lot (batch) of products to the Customer Order.

NB! It's also possible to configure automatic scheduling for Just-In-Time Manufacturing.

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

If a booking is unsuccessful and MOs are not created automatically

Sometimes the software cannot create Manufacturing Orders automatically. This could mean one of two things:

  • There could be plenty of available products in the stock already. The software has successfully reserved these, and there is no need to create a new MO. (All is well!)
  • Some information needed for creating MO’s is missing:
    1) Most commonly, a Purchase Term indicating the material lead time is missing for a purchasable material.
    2) The BOM or the Routing is missing from the product.
    3) The BOM needs updating since some articles have been deleted.
    4) The Routing needs updating since a workstation type has been deleted.
    5) There are no workstations in a workstation type. (A workstation needs to be added, or the Routing changed.)

Shipments to customer

Shipping documents can be created, and shipping reported, directly from inside the Customer Order or from the Stock section.

To create shipping documents (Waybill, 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. Print the Waybill and Picking list.

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) for reporting line-by-line, click the Pick Consume button on each line to report picking.
    b) if reporting all-at-once, click the Pick all items button.

Demo video: How to ship a Customer Order.

The Delivery Note has the name Waybill in MRPeasy.

If you need to send delivery notes, change it:

  1. Open Settings -> System settings -> PDF Editor 
  2. Click button Edit at the bottom of the page 
  3. Fill/change description field of "Waybill" to "Delivery Note".
  4. Click button 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 knows 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 file must be no longer than 200 lines and can contain the following columns:

  • Part number - a part number of the stock item that is sold. This column is required.
  • Quantity - a total quantity of the item.
  • Price - a price per one item.
  • Discount - a discount of the item.
  • Free text - a free text that is displayed below the stock item.

Other CO information should be added manually before the import.

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