Managing Order

Available in Classic and VPC

In the Manage Order menu, you can register and manage the quotation history and order history. In addition, you can manage order closing that will no longer make progress.

Check FAQs first.

Q. What is quotation request?

• To buy products they need, customers request the specifications or unit price of those products. This is referred to as a quotation request.

Q. In the first page of the Manage Orders menu, sometimes the Search is not processed immediately. What is the criteria for immediate search?

• If the logged-in user belongs to two or more sales groups, then they are not viewed immediately upon accessing the page. If the user belongs to only one sales group, then it is searched directly upon accessing the page. If the user does not belong to any sales group, then the user can't use the Manage Orders menu.

Q. Is item information not shown when composing a quotation?

• If you don't see item information when composing a quotation after registering item information, then check if the item unit price information has been added. The item information is not shown if there's no unit price per item information registered. You can add item unit prices from the Sales service > Sales Standard Information > Manage Item Unit Price menu.

Q. After creating a quotation and proceeding with the subsequent process, how can I cancel or delete the data?

• Sequence to Cancel and Delete Data

  1. Delete the slip from Accounting (when using the Accounting service)
  2. Sales > Cancel History of Submissions for Accounting (when using the Accounting service)
  3. Delete the applicable sales record in Sales > Manage Sales
  4. Delete the applicable order form in Manage Orders > Manage Order Forms
  5. Delete the applicable quotation in Manage Orders > Manage Quotations

• Conditions for When Documents Can't be Deleted

  • If processes such as order and sales have been executed after the quotation, then it can't be deleted right away. You can follow the sequence to delete as shown above.
  • If the quotation and specifications of transaction mails have already been sent, then you can't delete the documents.

Q. How do I reflect the company seal to the quotation?

• Once you register the company seal from the Admin > Company Information > Manage Company Information menu, the company seal will be displayed on the quotation approval reporting, email sending, and printing pages.

Create Quotation

In the Create Quotation menu, you can register and manage the quotation details.

The Create Quotation page is laid out as follows.

Create New Quotation

The following describes how to create a quotation.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Manage Orders > Create Quotation menus, in that order.
3. Click the [Create Quotation] button.
4. Enter information and click the [Add] button.
   • The fields marked in yellow are required items.
   • Business Place: Select the business place.
   • Quotation Number: The quotation number is added automatically. (Numbering rule: ES + yyyymmdd + 6 digit sequence)
   • Vendor: Select one from the registered vendors. If you don't see the vendor in the search, then register it in the Admin > Manage Common Code > Manage Vendor menu.
   • Quotation Manager: Select a registered quotation manager.
   • Quotation Name: Enter the quotation name.
   • Quotation Date: Select the quotation date. (Default: current date)
     • Quotation Validity Period: The validity period from the quotation date set by the admin (Settings menu) is displayed. (<Example> Valid for 15 days)
   • VAT Type: Select a VAT type (taxation, tax exemption, or zero tax rate).
   • Currency: Select the currency. According to the selected currency, you can add items that correspond to the currency.
   • Progress: Select the progress (new, saved, or order available).
     • New: You're entering the content for a new quotation
     • Saved: You have clicked the [Save] button after entering the content for the quotation, which is editable
     • Order Available: You have clicked the [Save] button and then the [Approve] button, which is non-editable. You can send the entered quotation via E-mail
   • Attach Quotation Related Data: Attach quotation related data.
5. Enter the quotation information by item.
   • Item Code: Select the item code field to select items to create a quotation for. When you select an item code, the item group, item name, specifications, unit, and sales unit price are entered automatically.
   • Quotation Quantity: Enter the warehousing quantity.
   • Discount Amount: To apply discounts to added items in bulk, select items to apply discounts, and then click the [Apply Discount] button. Enter the discount information (default: 0).
     • To apply discounts, select items to apply them, select Apply Discount, and then enter the following items.
       • If you have chosen Percentage for the Discount Unit, then enter the percentage in the Discount Rate field.
       • If you have chosen Discount Amount for the Discount Unit, then enter the discount amount in the Discounted Amount field.
       • Enter round down units and end digit handling.
       • Click the [Save] button.
         • If Use Unit Price per Item is selected for unit price setting in the Sales > Settings menu, entered discounts are applied to selected items in bulk. If Item Unit Price by Vendor is selected for the unit price setting, item unit price discounts are applied to selected vendors, and it doesn't affect other vendors.
     • To cancel the discount, select Cancel Discount Application, and then click the [Save] button.
       • The discounts for the items are reset.
   • Duplicated items can't be saved.
   • To delete an added item, select the item to delete, and then click the [Delete] button.
   • To register a quotation, all required values for items should be entered, and there must be one or more items.
6. Click the [Save] > [Ok] buttons, in that order.
7. After checking the content, clicking the [Save] button will save the created quotation. Click the [Approve] button to approve the quotation.
   • If it's been set to get approved through the Approval service, then the [Report Approval] button is displayed. Check the approval line and sharing information, and then click the [Report] button.

Delete Quotation

The following describes how to delete a quotation.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Manage Orders > Create Quotation menus, in that order.
3. If necessary, enter the quotation conditions to be searched in the search window, and then click the [Search] button.
   • You can view the quotation status that matches the entered conditions.
4. Mark the checkbox of the quotation to delete.
5. Click the [Delete] > [Yes] buttons, in that order.

Quotation Status

In the Quotation Status menu, you can view the quotation history registered in the Create Quotation menu.

The Quotation Status page is laid out as follows.

Download Quotation Status

The following describes how to download a quotation status as an Excel file.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] button.
2. Click the Manage Orders > Quotation Status menus, in that order.
3. If necessary, enter the quotation conditions to be searched in the search window, and then click the [Search] button.
   • You can view the quotation status that matches the entered conditions.
4. Click the [Download] button.
   • The quotation status is downloaded as an Excel file.

Order Status Compared to Quotation

In the Order Status Compared to Quotation menu, you can check the order status compared to quotation by connecting information on the orders using the quotation reference, or view the actual order quantity compared to the quotation quantity.

The Order Status Compared to Quotation page is laid out as follows.

Download Order Status Compared to Quotation

The following describes how to download order status compared to quotation as an Excel file.

1. In the WORKPLACE PC web page, click the [All Services] > [Sales] button.
2. Click the Manage Orders > Order Status Compared to Quotation menus, in that order.
3. If necessary, enter the quotation conditions to be searched in the search window, and then click the [Search] button.
   • You can view the order status compared to quotation that matches the entered conditions.
4. Click the [Download] button.
   • The order status compared to quotation is downloaded as an Excel file.

Create Order Form

In the Create Order Form menu, you can register the order details from vendors or create an order form based on the approved quotation. In addition, you can apply discount amount to the ordered items registered in bulk, and register the sale history by referring to the order form content when processing the sale.

The Create Order Form page is laid out as follows.

Create Order Form

The following describes how to create an order form.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Manage Orders > Create Order Form menus, in that order.
3. Click the [Create Order Form] button.
4. Enter the order form information and click the [Add] button.
   • The fields marked in yellow are required items.
   • Business Place: Select a business place.
   • Order Number: The order number is added automatically. (Numbering rule: OR + yyyymmdd + 6-digit sequence)
   • Order Manager: Select a registered order manager.
   • Vendor: Select one from the registered vendors.
   • Place of Collection: Select a place of collection.
   • Order Date: Select the order date. (Default: Current date)
   • VAT Type: Select a VAT type (taxation, tax exemption, or zero tax rate).
   • Currency: Select the currency. According to the selected currency, you can add items that correspond to the currency.
   • Unit Price Confirmation Status: Select whether to confirm the unit price.
   • Progress: Select the progress (new, saved, or shipment available).
     • New: You're entering the content for a new order form.
     • Saved: You have clicked the [Save] button after entering the content for the order form, which is editable
     • Shipment Available: You have clicked the [Save] button and then the [Approve] button, which is non-editable
     • Shipment in Progress: Sale is in-progress in Manage Sales.
5. Enter the order information by item.
   • Item Code: Select item codes to select items to order. When you select an item code, the item group, item name, specifications, unit, and sales unit price are entered automatically.
   • Order Quantity: Enter the order quantity.
   • Supply Date: Enter the supply date for the items.
   • Discount Amount: To apply discounts to added items in bulk, select items to apply discounts, and then click the [Apply Discount] button. Enter the discount information (default: 0).
     • To apply discounts, select items to apply them, select Apply Discount, and then enter the following items.
       • If you have chosen Percentage for the Discount Unit, then enter the percentage in the Discount Rate field.
       • If you have chosen Discount Amount for the Discount Unit, then enter the discount amount in the Discounted Amount field.
       • Enter round down units and end digit handling.
       • Click the [Save] button.
         • If Use Unit Price per Item is selected for unit price setting in the Sales > Settings menu, entered discounts are applied to selected items in bulk. If Item Unit Price by Vendor is selected for the unit price setting, item unit price discounts are applied to selected vendors, and it doesn't affect other vendors.
     • To cancel the discount, select Cancel Discount Application, and then click the [Save] button.
       • The discounts for the items are reset.
   • To delete an added history, select the item to delete, and then click the [Delete] button.
6. Click the [Save] > [KO] button.
   After checking the content, clicking the [Save] button will save the created order form. Click the [Approve] button to approve the order form.
   • If it's been set to get approved through the Approval service (Sales > Settings menu), then the [Report Approval] button is displayed. Check the approval line and sharing information, and then click the [Report] button.
   • The order form approval has to be completed in order to create sales history by referencing the approved order from Manage Sales.

Create Order Form by Referring to Quotation

The following describes how to create an order form by referring to a quotation.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Manage Orders > Create Order Form menus, in that order.
3. Click the [Create Order Form] button.
4. Click the [Refer to Quotation] button.
5. Enter the quotation conditions to be searched in the search window, and then click the [Search] button.
6. Click the quotation number of the quotation you want to refer to.
   • Quotation items and quantity are automatically entered.
7. Edit or enter the order information by item.
   • Item Code: Select item codes to select items to order. When you select an item code, the item group, item name, specifications, unit, and sales unit price are entered automatically.
   • Order Quantity: Enter the order quantity.
   • Supply Date: Enter the supply date for the items.
   • Discount Amount: To apply discounts to added items in bulk, select items to apply discounts, and then click the [Apply Discount] button. Enter the discount information (default: 0).
     • To apply discounts, select items to apply them, select Apply Discount, and then enter the following items.
       • If you have chosen Percentage for the Discount Unit, then enter the percentage in the Discount Rate field.
       • If you have chosen Discount Amount for the Discount Unit, then enter the discount amount in the Discounted Amount field.
       • Enter round down units and end digit handling.
       • Click the [Save] button.
         • If Use Unit Price per Item is selected for unit price setting in the Sales > Settings menu, entered discounts are applied to selected items in bulk. If Item Unit Price by Vendor is selected for the unit price setting, item unit price discounts are applied to selected vendors, and it doesn't affect other vendors.
     • To cancel the discount, select Cancel Discount Application, and then click the [Save] button.
       • The discounts for the items are reset.
   • To delete an added history, select the item to delete, and then click the [Delete] button.
   • To delete an item, select the item to delete, and then click the [Delete] button.
8. Click the [Save] > [KO] button.
9. Check the details, and then click the [Save] or [Approve] button.
   • Clicking the [Save] button will save the created order form.
   • Clicking the [Approve] button will complete your order form.

Delete Order Form

The following describes how to delete an order form.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Manage Orders > Create Order Form menus, in that order.
3. If necessary, enter the quotation conditions to be searched in the search window, and then click the [Search] button.
   • You can view the order form status that matches the entered conditions.
4. Mark the checkbox of the order form to delete.
5. Click the [Delete] > [Yes] buttons, in that order.

Order Form Status

In the Order Form Status menu, you can view the order history registered in Manage Order Forms in detail to the item unit. You can also view the amount unsold by comparing actual sales amount compared to the order amount.

The Order Form Status page is laid out as follows.

Download Order Form Status

The following describes how to download an order form status as an Excel file.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] button.
2. Click the Manage Orders > Order Form Status menus, in that order.
3. If necessary, enter the order form status conditions to be searched in the search window, and then click the [Search] button.
   • You can view the order form status that matches the entered conditions.
4. Click the [Download] button.
   • The order form status is downloaded as an Excel file.

Order Progress Status

In the Order Progress Status, you can search the order progress status including the order quantity, order amount, sale quantity, sale amount, and sales processing amount, etc.

The Order Progress Status page is laid out as follows.

Download Order Progress Status

The following describes how to download an order progress status as an Excel file.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] button.
2. Click the Manage Orders > Order Form Status menus, in that order.
3. If necessary, enter the order progress status conditions to be searched in the search window, and then click the [Search] button.
   • You can view the order progress status that matches the entered conditions.
4. Click the [Download] button.
   • The order progress status is downloaded as an Excel file.

Close Order

In the Close Order, you can select and close orders that are no longer in progress due to reasons such as order cancellations, from orders registered and approved in the Manage Order Form menu. When you register sales from Manage Sales, the closed orders are not referred to.

The following describes how to close an order.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Sales] buttons, in that order.
2. Click the Manage Orders > Close Order menus, in that order.
3. If necessary, enter the order form information to be searched in the search window, and then click the [Search] button.
   • You can search the order form that matches the entered conditions.
4. Select the order form you want to close, and then click the [Process Closing] button.
   • The order form is processed closing.
   • To cancel the closing, select the order form processed closing, and then click the [Cancel Closing] button.