How to Create a New Order

Orders are customer specific and can have one or many samples. Orders must be created for a specific customer number based on when the samples are received. Samples received in one day for a specific customer should be logged in under a single order. If additional samples are received form that same customer later in a day they can be added to the order, however if additional samples are received for that customer on the next day they should be logged in as a new order.

1. Add New Order - Home Page

  1. Click on Menu button
  2. Click on Sample Life Cycle
  3. Click on Orders
  4. Click on Add new

2. Add New Order - Order Manager Page

Adding new order can be done directly from Order Manager Screen.  

  1. Click on New button to add a new order.

3. Define Required Information

3.1. Customer Number

The various ways of finding/defining customer number are described below

3.1.1. Customer Number is known

  1. Type in complete customer number directly into the cell

3.1.2. Part of Customer Number is Known

  1. Begin typing part of the customer number into the cell
  2. When a match is found in the lookup dropdown which appears as you type in value click on correct row to select

3.1.3. Lookup by Company Name and Address

  1. Click on blue text "Customer #"
  2. Click to open criteria dropdown
  3. Select Company (This will allow you to search by company name)
  4. Type in Company Name.  (If only part of the name is known, encapsulate it with "%" on both sides and this will allow a wildcard search for everything before and after the text you type)
  5. Click Select to choose the company number

3.2. Priority

Default Priority is set to "Normal".  To change to "Urgent":

  1. Click on blue text label Priority
  2. Select Priority level

3.3. Customer PO # - Where Applicable

When PO# is available, it can be typed directly into the text box

3.4. Order Notes - Where Applicable

  1. Expand "Orders Other" section
  2. Type in Order Notes.  These are kept internal and do not appear on customer report

3.5. Saving Order Record

Click on the save button to save record

After saving the record various fields are automatically populated:

  1. Order #: Auto incremental field that links samples to orders.  Can be useful to search in both browse orders and browse samples
  2. Status: Reflects the status of entire order.  When samples are added, the order status will not update until all samples reach the next status
  3. Entered On: Field generated by system to mark when order was entered into the system
  4. Order ID: Auto incremental field that represents each unique order.  This field is not the same as Order # described above and is only used for searching in orders.

4. Adding Samples to Order

  1. Click on Add New Button
  2. Type in value for number of samples to add to this order.  (How many samples did you receive for this specific customer today?)
  3. Click Ok to Add

5. Define Common Sample Details

All the details can also be defined in the Sample view, however when needing to apply the same information to all samples it's more efficient to work in this view

5.1. Select Process Code

  1. Click to search for Process Code
  2. Click dropdown to define search criteria: most useful is either Process Code or Process Name.  (Use % to encapsulate your search text to include middle of phrase searching)
  3. Type in Search Criteria
  4. If "Fill Down" is checked that means all the process codes in the sample will assign the same exact process code.  If you have different process samples make sure this box is not checked.
  5. Press Select

Follow steps 1-5 to define Process Code for the remainder of your samples.

5.1.1. Initial Save

After Process Codes are defined for all samples you must hit the save button before proceeding.

Pressing the save button initiates a process where a sampletype template is applied to your sample.  After this is done, you cannot go back and change a process code.  If you found that you made a mistake in assigning process code, you have to create a new sample and assign correct process code then delete sample which has an incorrect process code.

5.2. Define # of Labels to Print

Define number of labels needed for each sample created by entering values into these cells.  You will notice these are auto saving

5.3. Select Tank ID

You will not be able to type in a Tank ID.  These records are predefined.  When you try to search for a Tank ID and are not able to find it, contact Administrator so that one can be created.  Provide at minimum the following information when requesting a tank record to be created:  Customer #, Process Code, Tank ID.  When available also provide Line Name, Tank Volume, Tank Volume Units, and any customer specific notes applicable to the tank, but not necessarily to the sample.

  1. Click to open list of Applicable tank records
  2. Click select next to appropriate tank record

5.4. Define Tank Remarks - Where Applicable

Tank Remarks are customer defined notes applicable to specific sample.  For example if customer wanted to mark this sample as "Before Cut" or with bath age such as "5MTO" those notes belong in this field.

5.5. Sampled On and Received On Dates

Sampled On date is defined by the customer on the sample.

Received On date is when the sample was delivered into the lab.  The Received On date can be the same as Order's Entered On date, unless samples were received later in the day and were not logged into the system until the next day.

  1. Click button to open date picker
  2. Note various options and choose one if applicable (for Received On date, you will always be able to click "Apply to All Empty Cells" this would assign the same "Received On" date to all your samples)
  3. Click on the date to select it

5.6. Modify Priority for Each Sample - Where Applicable

When sample priority for a particular sample does not match priority for the order you can modify it for that specific sample

  1. Click to open Priority choices
  2. Click Select next to priority level

5.7. Additional Information

The information captured in the last 4 columns does not need to be changed or reviewed.  These cells show that information applicable to the order correctly copied into each sample.

  1. Customer #: copied from Order level into Sample level
  2. Customer Name: associated with Customer # in item 1
  3. Customer Spec #: If a customer specific spec is applicable to this process code you will see customer number for that spec in this field
  4. ST ID: Unique id associated with this process code.

6. Saving All Sample Data

Although the data is automatically saved as you type (excluding the process code assignment) you should click save after you're done adding sample specific information to capture the changes on your screen.

7. Drill Down to Samples

  1. Select samples to drill down by: clicking Header checkbox to select all samples or selecting individually
  2. Click Drill Down button

8. Available Tools on Order Screen

  1. Add New: If more samples need to be added to the order
  2. Save Data: If changes are applied to the grid
  3. Delete: If a sample needs to be deleted (sample has to be in N or P status)
  4. Duplicate:  When another sample needs to be logged in and it's very similar to an existing sample
  5. Drill Down: To open the sample view for selected samples
  6. Add Method: To add new methods to selected samples
  7. Remove Method: To remove methods from selected samples
  8. Cross Tab: To Navigate to cross tab

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