Create a Customer Order From an Estimate (Manufactured Part)

System Location: Data Entry > Orders > Orders

This topic provides details on how to create an order for customer releases from an estimate, covers the basics of editing information on a job, and shows how to process an order.

For more information see Order Entry.

  1. In the Navigation Sidebar, click the Data Entry button.Data Entry Button
  2. Open the Orders dropdown menu.
  3. Select Orders.
  4. Click New (located at the top of the page.)

Provide Values

Provide information for the fields listed below at a minimum to take advantage of JobBOSS2's reporting and analysis tools in addition to benefiting from its ability to pass information along from one part of the software to another.

An asterisk [*] indicates a required field.

ClosedSelect Estimate

General Section
  1. Select the Customer Code.
    • Required field
    • Populates the Customer Name and multiple fields in the Header Section
  2. Verify / provide information for the following fields:
    • *Order Number: Often auto populated by the system, but can be manually entered
      • Filled by system when auto numbering is enabled for Orders in Company Maintenance
      • Must be unique
    • Order Date: Date the order is considered to be "as of"
      • Defaults to current days date but can be changed
    • Default Line Item Due Date: Used to populate Due Date for line items / jobs as they are entered
      • Defaults to current day's date
      • Individual Due Dates can be changed
    • P.O. Number: Enter the customer's P.O. number for reference
Line Items Section
  1. Select one or more parts to add to the Line Items Grid.
    1. Click Search.
    2. Use the search options provided on the Part Search screen to populate the Selection Grid.
      • Simply clicking Search populates the grid with all defined parts by default
    3. Select one or more parts from the selection grid.
      • Use the CTL or SHIFT keys to select multiple records
    4. Click OK.
  2. Verify / provide information for the following fields for each line item present:
    • Part Number: Populated from part selected
      • If a part was selected by accident, it can be deleted
    • Quantity Ordered: Enter the quantity ordered by the customer
      • Can be entered directly in grid since job number is not yet assigned
      • If multiple releases are needed, open the Line Item Details and enter them
        • See Edit Line Item Details option below for additional information.
      • Unit Price updates automatically based on values on the estimate
    • Due Date: Populated with date present in Default Line Item Due Date field (General Section)
      • Can be edited per job as needed
    • Work Code and Product Code: Having these values present provides useful ways to filter reports related to jobs
    • Comm Pct (Commission Percent): Used to calculate sales commissions
Header Section

Information in this section is applied to all jobs present on the order.

  1. Verify / provide information for the following fields:
    • Sales ID: Salesperson that will receive commission based on commission percent entered for each job
    • Terms Code: Used to determine payment terms (including early payment discounts) on customer invoices
    • Tax Code: Used to determine amount of tax that will have to collected (and for whom) on customer invoices

Terms Code and Tax Code is optional on the order but are required on customer invoices.

ClosedEdit Line Item Details

Changes for specific jobs can be made in the line item details.

  1. Select the line item / part that needs to be edited.
  2. Click Details.
    • No need to click on dropdown to edit line item details as they open by default
    • Click dropdown to edit document details
  3. Edit information as needed. Common edits include the following:
    • Adding / editing releases (Releases Section)

      Clicking the Calculate Releases button launches a utility that can be used to create multiple releases at one time by populating the following fields and clicking OK.

      Release Calculator

      Release Type

      This option Indicates the destination for the associated quantity of the part.

      • Customer - Items will be shipped to customer
      • Stock - Items will be placed into inventory

      Release Start Date

      This determines the shipping date of the first release created.

      Release Quantity

      This represents the number of parts that are expected to be shipped for each release created.

      • Assumes the same quantity will be shipped each time, but the values can be edited afterward

      Number of Copies

      This determines how many releases will be created by the utility.

      Recurrence Unit

      This setting works in conjunction with the selected Interval (immediately below) to determine how frequently the items will be shipped. Options include:

      • Daily
      • Weekly
      • Monthly
      • Quarterly
      • Yearly

      Interval

      This value determines how far apart items will be shipped in terms of the Recurrence Unit selected. For example, a Recurrence Unit of "Weekly" with an Interval of "3" would create releases three weeks apart.

      • Releases can be entered and edited individually as well
      • If more parts will be made than the customer ordered, the additional units can be entered as a Stock Release and placed into inventory when completed.
      • For additional details on entering releases, see the Releases Section of Order Entry.
    • Entering / editing Job Notes (Job Notes Section)
      • Job Notes print on job travelers
    • Adding / editing routing information (Routing Section)
      • Use the Add Row button to enter a new routing step
      • Entering a number on the new step that falls between existing ones will cause it to be ordered accordingly
      • Click the Details button for a specific step to edit work center or vendor related details depending on Step Type
    • Adding / editing job requirements (Job Requirements Section - Processed Jobs ONLY)
      • Job requirements are not available for editing until a Job Number has been assigned
      • Material requirements are calculated during job processing, but they can be edited afterward
    • Adding / editing Miscellaneous Tooling Charge (Line Item Details Section)
  4. Click OK to return to the main order screen.

ClosedProcess the Order

When line items are added to an order, clicking the Process button calculates job requirements for each one and makes them available for production within JobBOSS2.

For additional details on processing and unprocessing an order, see the Order Processing page.

Production related work cannot begin on a line item in JobBOSS2 until it has been processed and received a Job Number.

The following scenario assumes the "Automatically Post Material" option is selected in Company Maintenance.

  1. Click Process.
    • The Line Item Quantity Specification screen displays, giving the user the chance to post items from inventory if they are available.
    • If the option to Automatically Post Material is not selected, the system assumes material requirements will be filled later and simply creates the jobs and their related requirements regardless of availability.
  2. Determine whether parts can / should be posted from inventory. (Displayed under the Quantity Section)
    • If the part listed on the line item has been made in advance and placed in inventory, the quantity that can be pulled is listed in the Post From Stock field.
      • If some or all of the parts that are available should be left in stock:
        1. Reduce the quantity listed in the Post From Stock field.
          • The value cannot be increased beyond the quantity available in inventory.
      • To edit which Bin or Lot the parts should be posted from:
        1. Click the Bins button located next to the Post From Stock field.
        2. Reduce the Qty To Transfer value in the Bin Location used by the system.
        3. Increase the Qty To Transfer for the correct Bin / Lot accordingly.
        4. Click OK to return to the Line Item Quantity Specification screen.
    • If the entire number of parts ordered are already available and are allowed to post, continue to step 5.
    • If some or all of the parts listed on the line item need to be made, continue to step 3.
  3. Determine whether parts can / should be re-directed (also referred to as being "robbed") from an existing stock run. (Displayed under the Quantity Section)
    • If the part listed on the line item is in process of being made on an eligible stock run, the quantity that can be re-directed is listed in the Available On Stock Job field.
      • If some or all of the parts that are eligible to be robbed should be left alone:
        1. Reduce the quantity listed in the Post From Stock Job field.
          • This can also be done by clicking the Jobs button and reducing the quantity there.
          • The value cannot be increased beyond the quantity available on the stock job listed.
          • If multiple stock releases are open, only one can be robbed from at a time.
          • For more information see Create Jobs With Stock Releases.
    • If the entire number of parts ordered can be robbed and are allowed to post, continue to step 5.
    • If some or all of the parts listed on the line item need to be made, continue to step 4.
  4. Determine whether material requirements can / should be posted from inventory. (Displayed under the Material Section)
    • The amount of material needed is displayed in the Qty Required column; the amount of material available is displayed in the Qty On Hand column.
    • If there are any units of material available, the amount the system assumes should be used is listed in the Qty To Post column.
      • If some or all of the material should be left in stock:
        1. Select the appropriate part in the Materials Grid.
        2. Click the Bins button.
          • This value cannot be edited in the Materials Grid.
        3. Reduce the Qty To Transfer value for one or more Bin / Lot records.
          • This functionality can also be used to select which Bin / Lot material should be posted from even if the quantity posted does not change.
        4. Click OK.
        5. Repeat for as many material items as appropriate.
      • To reduce the quantity to post for ALL material requirements to zero at one time, click the Zero Out Grid button.
    • Any needed material that is not entirely filled by posting it from inventory will create a requirement for the difference between the Qty Required and the Qty To Post.
      • Purchased parts will create a requirement that will be filled by creating a purchase order or using the Fill Job Requirement in the future.
      • Manufactured parts (other estimates listed in the Materials Grid) will generate subassembly jobs for the purpose of making the remaining number of needed parts.
  5. Determine whether to review posting assumptions for any additional jobs that will be processed or not.
    • Job processing will continue if there are additional line items on the order that have not been reviewed or if there is a need to create a subassembly job as a result of the material calculations in step 4.
    • The user has two options on how to proceed with processing: OK or OK All (buttons located at the top of the screen).
      • Clicking OK closes the Line Item Quantity Specification screen for the current part listed on the order and displays the same options for the next part (if there is one.)
        • The user will have the ability to make the same decisions as listed above and would go through the same steps for each part so long as they click OK and there are more line items to process.
      • Clicking OK All closes the Line Item Quantity Specification screen for the current part listed on the order and automatically decides how material will be posted for any remaining items.
        • The user will not have the ability to decide whether material should be posted or not or to edit where it comes from for any remaining line items.
    • Once all line items have been dealt with the system closes the order form and displays the Order Navigator screen.

Once started, job processing cannot be canceled or stopped.

 

Back to Order Entry