New Orders module: Prepare and process orders (part 2/3)

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After creating an order and order lines, prepare them for delivery by numbering equipment, adding documents and forms, and validating order details.
This article explains how to number items in order lines, process orders, and send documents after processing.

Related articles:

• New Orders module: View, create, and manage orders (part 1/3)
• New Orders module: Adjust order information after processing (part 3/3)

Prerequisite

To access the Orders module, your user account must have the Supplier license.

Work with numbering

Number new equipment

You can manually number individual items one by one or use auto-fill to number multiple items at once.

To number manually:

1. In Onix Work, go to Orders and open an order.
2. Go to Numbering.
3. Select a cell in the Serial no., Batch no., Owner’s ID, or Prod. year columns to enter numbering information for an individual item.
   
   

To auto-fill numbering:

1. Select Auto-fill.
2. Enter the numbering values.
3. Enter the quantity of items that the auto-fill should apply to.

After you apply the auto-fill, serial number will increment sequentially, while batch number, owner’s ID and production year remain constant. You can preview how the auto-filled numbering applies to the order line.

Number to deliver existing equipment

You can match an order line item with existing equipment owned by your company.

To number using existing equipment:

1. Open an order.
2. Go to the Numbering tab.
3. Select a cell in the Global ID or Existing equipment column.
4. Select equipment from your company.

The item is then automatically filled with the numbering information of the selected equipment. You can edit the values if needed.

Add documents to order lines

Documents are automatically populated from products. In addition, you can add documents from your device or the shared document library.

To add documents:

1. In Onix Work, go to Orders and open an order.
2. Go to the Documents tab and select an order line.
3. Select Add from device or Add from library.
4. Select the files.
5. (Optional) Edit the document details.
6. Save your changes.
   
   

After you add documents, you can:

• Edit document information and properties.
• Specify which equipment receives a document when equipment is created during order processing. To do this, edit the document’s serial number or batch number.
• Remove or exclude a document from the order line so it is not attached to equipment created from the order.

For documents that are automatically populated from products, you can only exclude them. For documents that are added from your device or the shared library, you can remove them.

Work with forms

Add forms to order line

Forms are automatically populated from products. You can add or remove forms and edit form properties.

To add forms:

1. In Onix Work, go to Orders and open an order.
2. Go to the Forms tab and select an order line.
3. Select Add form > Select forms from the list.
   
   

After you add forms, you can:

• Complete form properties.
• Remove forms.
• Update multiple forms at once using Edit all.

For Product Certificate (M) and Oppdrett (M)

When one of these forms is selected for the order line, you can choose whether the generated documentation shows one or all equipment.

To display one equipment item, add Product Certificate (M) or Oppdrett (M), then go to the order line details and turn on Group equipment. The numbering section shows one row only.

To display all equipment items, add Product Certificate (M) or Oppdrett (M), then go to the order line details and turn off Group equipment. The numbering section shows the same number of rows as the order line quantity.

Add fixed text to forms

Fixed text are reusable footnotes or references used across certificates and reports created from an order. After fixed text is added, it appears in all forms used in the order line. You can preview forms to confirm how fixed text appears.

To add fixed text:

1. Open the order.
2. Go to the Forms tab and select an order line.
3. Select Edit fixed text.
4. Enable the fixed text that you want to include > Save.
   
   

After you add fixed text, you can:

• View fixed text in the forms list.
• Remove fixed text from forms used in the order line.

You can also create new fixed text during setup:

1. Select Edit fixed text > Manage fixed texts.
2. Enter the fixed text details > Save.

Preview forms

Preview documentation created from jobs to review details of equipment and order, form properties and fixed text before you process the order.

To preview forms:

1. Open the order.
2. Go to the Forms tab and select an order line.
3. Select Preview.

A pop-up window lists all forms included in the order line.

Process orders

Validate

Before processing an order or order line, review validation warnings and complete any missing information.

Validation warnings appear as an icon on each order line in the list. Hover over the icon or review the warning message in the line details. You should follow the instructions in the warning messages to ensure that the order is valid for processing.

Process an order

To process all order lines in an order:

1. Open the order.
2. Select Process order on the toolbar.

Process order lines

You can process one or multiple order lines at the same time.

To process selected order lines:

1. Open the order.
2. Select one or more order lines.
3. Select Process selected lines .

Number and process grouped order lines

When grouped order lines don’t create sub equipment

When the Create sub equipment setting on the order is disabled, you only number the main order line, which later creates the main equipment.

Sub equipment is not created during order processing. Instead, information about the sub equipment is automatically added to the comments on equipment and job of the main line.

When grouped order lines create sub equipment

When the Create sub equipment setting on the order is enabled, you can number both the main and sub order lines.

During processing, both main equipment and sub equipment are created. Information about sub equipment is recorded in the Comment grouped lines field in jobs. This field contains information about the sub equipment, including product number and quantity.

Work with documents after order processing

Show documents on processed orders

View all documents included in equipment after an order or order line has been processed.

To show documents:

1. Open the order.
2. Select Show documents on the toolbar.
3. Select the listing order: by document type or order line.

A pop-up window displays all documents included in the processed equipment.

Send documents

Send documents to customer contacts or yourself after the order is processed.

To send documents:

1. Open the order.
2. Select Send documents on the toolbar.
3. Select recipients.
4. Update the email subject and message.
5. Select Send.

Related articles:

• New Orders module: View, create, and manage orders (part 1/3)
• New Orders module: Adjust order information after processing (part 3/3)