Order tracking is an essential part of your business and you can record your Vendor Orders and track these orders in Design Manager. The first step to order tracking is entering your Vendor Purchase Orders or PO's and from there you can enter order information like an acknowledgement, expected ship, and received dates within the PO section of DM. To learn how to enter a vendor PO, click here. You can also enter your order information with a Vendor Bill or with the Component itself. It’s a good idea to setup a company standard on what dates should be entered into DM so that you are consistent with order tracking.
1. To enter order information under a Purchase Order, go to the left side menu and click on Projects. Then find the Project you have already created Purchase Orders for and click on it.
2. Click on the Purchase Orders Tab.
3. Find the Purchase Order you want to add order information to and select it by clicking in the box to the left of the Purchase Order. Then click on the Actions button on the top right and select Modify Status.
At the top of the Modify Status window, you can enter the order acknowledgment date and # if applicable along with order notes. The grayed-out fields cannot be changed as this was information entered when creating the Purchase Order.
You can enter more detailed order information under the order Components by clicking on the Ref No. or clicking the Update All button.
When selecting a Component instead of Update All, the grayed-out fields (Vendor Invoice, Qty Paid For and Actual Cost) cannot be changed as this information is entered from the Vendor Invoice.
Expected Ship Date: Enter the expected Ship date of the order
CFA Date: Enter the date the CFA or Cutting For Approval was approved
Receive Date: Enter the date the Component was received
Receive all items: This only shows when Update All was selected. Click in the box to note that all Components have been received
Qty Receive: This only shows when a Component is selected. Enter the amount of Components received
Install Date: Enter the date the Components were installed
Status/Storage: Enter additional information for where this Component is being stored or any other additional information
User Date 2: This is a custom, user-defined, field that can be used for any additional PO tracking information that may be required. The title for this field can be set by going to Settings - Workflow Settings - General and entering the title next to User Date 2 Title (bottom right side)
Qty Back Ordered: This only shows when a Component is selected. If applicable, enter the quantity of the Component that is currently on backorder
When finished entering all information, click on OK.
4. You can enter the same order information seen above when entering a Vendor Bill as well. To learn how to enter a Vendor Bill, click here. When entering or viewing the Vendor Invoice, click on the Component Ref #.
From here you can add any additional costs that the Vendor charged you under the Cost This Invoice column and under Optional Tracking Info you can add:
Received Qty: Enter the Components received
Received Date: Enter the date the Components were received
Exp Ship Date: If not already filled in from what was entered on the PO side, enter the expected ship date. If this date has changed from what was already filled in it can be edited here
Status: Enter any additional information pertaining to the Component
Install Date: Enter the date the Components were installed
User Date 2: This is a custom, user-defined, field that can be used for any additional PO tracking information that may be required. The title for this field can be set by going to Settings - Workflow Settings - General and entering the title next to User Date 2 Title (bottom right side)
When finished entering the information click on OK.
5. You can enter the same information seen above under the Component in a Project. To do this, navigate to the Project and under the Item tab, click on the Item you want to create tracking information for and then select the Component. Click on the Order Status tab in the Component.
In this window, you will see the Purchase Order and Vendor Invoice associated with the Component and you can add order tracking information.
CFA Date: Enter the date the CFA or Cutting For Approval was approved
Install Date: Enter the date the Components were installed
Status/Storage Loc: Enter additional information for where this Component is being stored or any other additional information
User Date 2: This is a custom, user-defined, field that can be used for any additional PO tracking information that may be required. The title for this field can be set by going to Settings - Workflow Settings - General and entering the title next to User Date 2 Title (bottom right side)
When finished entering information, click on Save.
6. To see all your order tracking information, view the order tracking reports. To do this, go to the left side menu and select Reporting.
You can see all of your open Purchase Orders by Vendor or Project with details by looking at the Open Purchase Order Report. To see all of your Purchase Orders (open and closed) by Vendor or Project with details by looking at the Purchase Order Listing. You can see more information on these reports by clicking here.