1. PC Admin
2. Order Management

Order Management

Use this screen to register orders received from customers (sales orders), confirm or cancel them, and pass them on to production plans. When you upload a purchase order file, AI fills in the order information and items for you, and saved orders become the basis for later production planning and shipments.

Screen layout#

The first screen of Order Management lists the registered orders.

• Condition Search: Search by order code, order name, order type, vendor, production code, or production name.
• Order State / Period Search: Narrow the list by order state and by an order date or delivery date period. Set the conditions and click Search. To start over, click Reset.
• List: Check the order code, order name, vendor, order date, delivery date, item count, order amount, order state, and production plan. Click the arrow next to an order code to expand the Production Plans List linked to that order, and click the Detail icon on the right side of a row to open the order detail screen.
• New Registration / Excel Download / Delete: Create a new order, download the list as a file, or delete the orders you checked.

Register an order#

1. On the list screen, click New Registration.
2. In Order Information, set the order code. If Auto Generate Code is checked, it is created automatically. To set it yourself, uncheck it and enter the code.
3. Enter the Order Name, Order Type (Regular/Non-Regular), and Usage Status.
4. To link a vendor and manager, click Search next to Vendor Name and Manager Name and choose them. If you do not want to link them, leave them empty.
5. Set the Order Date and Delivery Date, and if needed, fill in the Delivery Address and Order Description. If you have a drawing, attach the image in Drawing Registration. The order state is shown automatically as Order Pending.
6. In the Production Item List below, choose the Currency Code first, then add items with Add Item.
7. For each item, enter the VAT(%), quantity, and unit price. To give the same discount to all items, enter a discount rate and click Apply to All.
8. Check the total quotation amount, total VAT, final order amount, and expected margin in Amount Information on the right and in the totals below.
9. Check the Production Plan Auto Creation switch. It is on by default. If you do not need it, turn it off before saving.
10. Click Order Registration in the upper right. When the Registration completed. message appears, click Confirm to return to the list, and check that the new order is there. To start your entry over, click Reset.

Auto-fill by uploading a purchase order#

When you upload a purchase order (PO) file, AI reads it and fills in the order information and items. This is available only on the AI Plus plan.

1. Drag the purchase order file onto the upload area at the top of the order registration screen, or click the area and choose the file.
2. Wait until Upload and auto-input complete appears under the file name.
3. Compare the auto-filled order name, amount, currency, order date, delivery date, order description, delivery address, customer PO number, vendor name and code, and item rows with the purchase order one by one.
4. Check that the supply price (total quotation amount), VAT, and final order amount match the purchase order.
5. Correct anything that is wrong, then click Order Registration. The uploaded purchase order file is saved with the order as the Attached PO.

Check material cost and margin by item#

1. In the Production Item List, click the expand button on the right side of an item row.
2. In the Material Cost Calculation table, check the item type, standard unit, registered inbound and outbound unit prices, unit material cost, required quantity, and material cost of the materials used in that item.
3. Check the Total Material Cost, Total Cost, and Expected Margin at the bottom.
4. If the item AI linked is different from the item name or specification on the purchase order, choose the item again or correct the row before saving.

View order details, confirm, or cancel#

Saved orders are shown read-only on the detail screen. There is no function for editing the contents of a saved order.

1. Click the Detail icon on the right side of an order row in the list to open its detail screen.
2. Check the order information, items, amounts, drawings, and attached PO. To download the attached PO, click its file name.
3. If the status is Order Pending, click Order Confirmed, then click Confirm in the Are you sure you want to confirm the order? confirmation window.
4. If you confirmed the order and production plan auto creation is on, click Production Plan Auto Creation. The list of related production plans that were created is shown.
5. To cancel the order, click Order Cancelled. The button appears only when the status is Order Pending, Order Confirmed, or Production Pending.

Delete an order#

1. In the list, check the orders you want to delete. To delete a single order, you can also click Delete in the upper right of the detail screen.
2. Click Delete.
3. Click Delete in the Are you sure you want to delete? confirmation window, and the Delete completed. message appears.

FAQ#

Q. Can I save an order before I decide on a vendor? Yes. The order saves even if the vendor, vendor code, manager, and manager contact are empty.

Q. It will not save. Check that there is at least one item, that the VAT, quantity, and unit price are entered for each item, that each item has a material composition, and that the final order amount is greater than 0.

Q. I uploaded a purchase order, and it says This feature is only available for AI Plus subscription plans. AI auto-fill from a purchase order is only for the AI Plus plan. Check the plan with your administrator, or add the items yourself to register the order.

Q. It says Failed to check AI access. Please log in again. Sign out, sign in again, and then upload the purchase order again.

Q. I get an error when I upload a purchase order. An error message appears for unsupported file types, files larger than 10 MB, files that cannot be read, and files that cannot be recognized as a purchase order. A message also appears if AI recognition times out. Check the file and try again.

Q. The cost looks wrong because a material uses a different currency. If a material's currency is different from the order currency, the amount converted at the exchange rate is included in the cost total. Check the applied rate in Exchange Rates.

Q. I cannot see the Order Confirmed or Order Cancelled button on the detail screen. The buttons depend on the order state. Order Confirmed appears only when the state is Order Pending, and Order Cancelled appears only when it is Order Pending, Order Confirmed, or Production Pending. Once production has started (Production In Progress or later), the buttons are not shown.

Q. I want to change the contents of a saved order. A saved order cannot be edited. If needed, delete the order and register it again.

Related menus#

• New Item Registration — Register the products to order.
• BOM Registration — Set each item's material composition. This is the basis for material cost calculation.
• Partner Registration — Register the vendors and managers to link to orders.
• Currency Settings — Set the currencies used in orders.
• Production Plan Management — Manage the production plans created from confirmed orders.
• Shipment Order Management — Issue shipments for ordered items.