Orders

Issuing orders is a feature in wflow, which is available for the Business price plan (or higher). If you are interested in issuing orders and are using a different price plan, please contact our sales representatives.

Organization profile

If you want to issue orders in wflow, it is necessary to have your organization's information filled out in Settings -> Organization Profile.

Document numbering

It is necessary to create at least one number sequence for orders. They will then be identified by this sequence when they are created and archived.

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In the section Code Lists Management -> Automatic Document Numbering - Series, add a new number sequence for the Order document type.

The number series consists of a fixed part, which can be on the left or right, and a counter aligned to any number of digits.

For example, if you set the fixed part to "42FT" and allign to the left, then set alignment to 5 digits and leave the counter field as 0, the first issued order will be created under with the number 42FT00001.

Next, you also need to check that you have the Order document type created and set up correctly. In the Settings section, go to the "Document types" subsection.

The document type must be set to Order. Optionally, you can also set the automatic numbering to a previously created sequence.

Now you can create your first order.

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​In the relevant Document type, click on Add document and after confirmation, the order form for selecting a supplier, number series, and other basic information will be displayed.

In the next menu, select the supplier, number series, and other necessary data marked with an asterisk.

You can also add items (based on which the VAT summary will be automatically calculated) and other necessary data or details.

When you finish editing the document, you can create the order by clicking the blue Create order button on the top right.

Next, select a print template for the order and generate the document.

The choice of the print template will affect the appearance of the PDF and possibly the language of the document, depending on your choice.

Afterwards, the document will be shown in detail. Here, you can check if all the data is correct and then confirm the document in the top right.

The order can be downloaded in PDF format, or it can be sent directly from wflow to the customer.

If the order is confirmed by mistake or if the data on the document needs to be changed, you can edit it by clicking the revise button.

Important: The document cannot be revised if it is locked or if it already is in the approval process.

The order is then archived in the document library.

In Settings -> General. You have the option to set up matching for issued orders, or rather, for pairing received invoices against issued orders.

Matching options can be found in the Document Sorting and Matching section after you activate the option called Automatically match orders and received invoices.