> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/pro/procurement/purchase-orders.md). # Orders Orders with suppliers in Equipme Pro: order list, creating a new order, order details, shipping data, financing, cancellation, dropshipping status, order as PDF and items in transit. **Path:** **"Purchasing" → "Orders"** Here you find all orders you've placed with your suppliers: stock orders for your warehouse and dropshipping orders that go directly to customers. You create new orders from the [order proposals](/pro/procurement/order-proposals.md). ## The order list | Column | Content | | --------------------------------- | ------------------------------------------------------------------------------------ | | "Order number" | Number assigned by equipme in the format *YYMMDD-sequential number*, e.g. 260416-003 | | "Order / purchase order number" | The supplier's number | | "Ordered on" | Order date | | "Supplier" | | | "Ordered items", "Total quantity" | Number of items and units | | "Type" | "Stock order" or "Dropshipping" | | "Status" | See [Status](#status) | | "Ordered by" | Who placed the order | Clicking one opens the order details. Via the context menu (right-click), you can open the order in a new tab. ## Creating a new order You open the **"New order"** page via **"Order"** in the [order proposals](/pro/procurement/order-proposals.md). It has these sections: **"Supplier":** Select the supplier. "Customer no.", "Phone" and "Email" come from the supplier data. If **"Send automatic order email"** is enabled for the supplier, an info icon shows: "The order will be automatically sent to the email address on file." **"Order details":** | Field | Note | | ------------------------------- | --------------------------------------------------------- | | "Ordered on" | Prefilled with today | | "Order / purchase order number" | The supplier's number, max. 150 characters | | "Order confirmation" | e.g. number of the order confirmation, max. 50 characters | | "Invoice number" | max. 50 characters | | "Comment" | max. 1000 characters | **"Financing":** Optionally choose a ["Financing agreement"](/pro/procurement/financing-contracts.md). Only an agreement whose collection phase has already begun and whose contract start is still in the future is possible. **"Shipping":** | Field | Note | | --------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | "Delivery address" | For stock orders, the address of your warehouse; for dropshipping, the address of the customer item. If an address is missing, you can add one via the pencil icon. | | "Recipient (name)", "Mail" | Only for dropshipping, if possible recipients are known (e.g. "Location contact", "Orderer") | | "expected delivery date" | Shown in goods receipt and in "Items in transit" | | "Delivery note number", "Shipment number", "Shipment tracking (link)" | You can also add these later | **"Order items":** Per product, "Quantity" (1 to 1000) and "Unit price". Use the trash icon to discard an item (at least one must remain). Below are "Net goods value", "Freight/delivery costs", "Total", "VAT" (0, 7, 16 or 19%, preset to 19%) and "Total amount (including VAT)". **"Order"** creates the order. You see "Order successfully created" with the order number and land in the order details. {% hint style="info" %} If you change the unit price compared to the offer, equipme creates a new offer at this price. Your default offer stays unchanged. {% endhint %} ### Order email to the supplier If **"Send automatic order email"** is enabled for the supplier, equipme sends an email with the order as a PDF to the stored supplier email address after ordering. The template is called **"Purchasing goods"** and can be customized under [Email notifications](/pro/administration/email-notifications.md). You find the setting on the supplier under **"Portfolio Management" → "Product master data" → "Suppliers"** (see [Product master data](/pro/portfolio/products.md)). If the email couldn't be sent, "Email could not be sent." appears. The order is still created. ## Order details At the top, you see **"Order: *****number*****"**, the type, "Status" and "Ordered by", plus the actions: | Button | Function | | ------------------- | -------------------------------------------------------------- | | **"Save"** | Save changes to order details, shipping, prices or supplier | | **"Cancel order"** | Stock orders only, and only as long as all items are "Ordered" | | **"Change status"** | Dropshipping orders only, see below | | **"Order"** | Download the order as a PDF | The order details have three tabs: | Tab | Content | | ------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------- | | **"Order items"** | Items with status, quantity, unit price and total. For stock orders, there's a download icon for exporting as an Excel file. | | **"Goods receipt"** | Stock orders only: all goods receipt bookings for the items (who, when, where to) | | **"Instances"** | Every individual device ordered, with status and attributes. Here you can assign a "Financing agreement" per device. Export via the download icon. | {% hint style="info" %} If different agreements are assigned to individual devices, the agreement for the entire order can no longer be changed. In that case, adjust the assignment in the "Instances" tab. {% endhint %} ### Cancelling an item In the item list via the trash icon, as long as the item is "Ordered". Confirm "Cancel order position". The item becomes "cancelled" and no longer counts toward the total. ### Cancelling the whole order **"Cancel order"** → "Are you sure you want to cancel the order? This order cannot be changed afterward." The order is then read-only. The assigned customer orders reappear as an [order proposal](/pro/procurement/order-proposals.md). ## Maintaining the dropshipping status Since dropshipping goods don't pass through your warehouse, you report progress manually. **"Change status"** (for the whole order) or the pencil icon on a customer item opens **"Set status"** with the **"Target status"**. | Current status | Possible target statuses | | ------------------------ | ------------------------------------------------------------------- | | "Ordered" | "Confirmed", "In progress", "In delivery", "Completed", "Cancelled" | | "Confirmed" | "In progress", "In delivery", "Completed", "Cancelled" | | "in progress" | "In delivery", "Completed", "Cancelled" | | "in delivery" | "Delivery rejected", "Delivered", "Completed", "Cancelled" | | "Delivery not possible" | "In delivery", "Completed", "Cancelled" | | "Delivered" | "Completed", "Cancelled" | | "Completed", "cancelled" | none ("No status change is possible for this initial status.") | If you choose the target status "Delivery rejected", the order then has the status "Delivery not possible". **Effect for the customer:** "In progress", "In delivery", "Delivery rejected", "Delivered" and "Completed" are transferred to the customer's item. The customer then sees e.g. "In delivery (outgoing)", "Delivery not possible (outgoing)" or "Successfully delivered (outgoing)". "Confirmed" and "Cancelled" only change your purchase order. **A cancelled dropshipping order does not cancel the customer order.** The item reappears in the order proposals. ## Status | Status | Meaning | | -------------------------------------- | --------------------------------------------- | | "Ordered" | The order has been created | | "Confirmed" | The supplier has confirmed (dropshipping) | | "in progress" | In progress, or items are at different stages | | "Partially delivered" | Part has been booked in goods receipt | | "Delivered" | Everything has been received | | "in delivery", "Delivery not possible" | Dropshipping shipping status | | "Completed" | Process finished | | "cancelled" | Cancelled | The status of the order is derived from the statuses of its items. ## Items in transit **Path:** **"Purchasing" → "Orders" → "Items in transit"** A list of all ordered items that haven't yet been fully delivered, completed or cancelled, across all orders. Columns: "Name", "Quantity" (still outstanding), "Order number", "Order / purchase order number", "Order date", "expected delivery date", "Supplier". Use the search to filter by product, numbers, supplier or status. Clicking one opens the order. This way you see at a glance which goods are expected when. The actual booking takes place in [Goods receipt](/pro/warehouse/receiving.md). ## Permissions View: roles with read permission for purchasing ("Purchasing Controller"). Create, edit, cancel, change status: "Purchasing Manager" and "Administrator". Cancelled orders are read-only for everyone. ## Frequently asked questions **Why is "Cancel order" grayed out?** The order is a dropshipping order (in that case, use "Change status"), or at least one item has already been delivered or is no longer "Ordered". Cancel individual open items instead. **I entered incorrect shipping data. Can I correct it?** Yes. Change it in the order details under "Shipping" and click "Save". **Where do I record that stock items have arrived?** In [Goods receipt](/pro/warehouse/receiving.md). You can't manually set the status of a stock order to "Delivered". **Can I change the supplier afterward?** Yes, in the order details, as long as you have write permission. The prices are taken over from the new supplier's offers. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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