Under Voorraadbeheer → Bestellingen (Stock management → Orders) you manage your orders with suppliers, from draft to receipt. Beamcore calculates for you what needs to be ordered, but never places an order itself: you check the draft and order from your supplier. Viewing is possible with the Bestellingen en leveringen bekijken (View orders and deliveries) permission; for creating and changing you need Bestellen, documenten verwerken en ontvangst boeken (Order, process documents and book receipt). The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Tabs and statuses
The list has the tabs Concept (Draft), Voorstellen (Proposals), Besteld (Ordered), Ontvangen (Received) and Alle (All). Under Voorstellen you find the drafts that come from an order proposal. An order goes through the statuses Concept, Besteld, Bevestigd (Confirmed), Deels ontvangen (Partly received) and Ontvangen, or becomes Geannuleerd (Cancelled). The Bron (Source) column shows where an order comes from: Handmatig (Manual), Bestellijst (Order list) or Voorstel (Proposal).
Creating an order
There are three ways:
- Manually: click Nieuwe bestelling (New order), choose the Leverancier (Supplier) and add lines with item, quantity and optionally the project and the price per piece.
- From a project: open the project, go to Productie & materiaal (Production & material) and click Bestelling voorbereiden (Prepare order) in the Materiaal (Material) table. The button is there if the project has shortages. Beamcore creates a draft with everything that is missing for this project.
- From the material planning: on Voorraadbeheer → Materiaalplanning (Stock management → Material planning), on the Bestellijst tab, tick the lines and click Bestelling voorbereiden.
You can always still change a draft.
Creating an order proposal
An order proposal looks wider than one project. It contains the shortages of projects that start within the set horizon, plus the replenishment of items below their minimum. What is already in transit or on a draft has been deducted from it.
- Go to Voorraadbeheer → Materiaalplanning.
- In the Bestelvoorstel (Order proposal) block, click Bestelvoorstel maken (Create order proposal). You first see what the proposal would be.
- Click Als concept aanmaken (Create as draft). The draft opens and is in the list under Voorstellen.
The daily order proposal
You can have the same proposal prepared automatically every working day. Go to Bedrijf → Bedrijfsinstellingen (Company → Company settings), Houtvoorraad (Timber stock) tab:
- Dagelijks bestelvoorstel (Daily order proposal): switch this on to get a draft order every working day at 07:00 with everything that needs to be ordered. It is off by default.
- Horizon projecten (dagen) (Project horizon, days): shortages of projects that start within this many days go into the proposal.
- Laatste voorstel (Latest proposal): shows when the proposal was last created.
Save with Houtvoorraad-standaarden opslaan (Save timber stock defaults). If a new or changed proposal is ready, the users who are allowed to order get a message with the lines and a link to the draft. If nothing changes in the proposal, there is no second message. On the Overzicht (Overview) page you see the outstanding proposal under Bij te bestellen (To be reordered).
Mark as ordered and PDF
- Open the draft and check the supplier, the Verwachte leverdatum (Expected delivery date) and the lines.
- Click PDF to open the order as a PDF. You send it to your supplier yourself.
- Click Markeer als besteld (Mark as ordered) as soon as you have ordered.
From that moment the order counts as "on order" and the lines are locked. You set an order that does not go ahead to Annuleren (Cancel); only a draft can be deleted.
Booking a receipt
- Open the order and click Ontvangst boeken (Book receipt).
- Fill in Ontvangen op (Received on) and check per line under Aantal ontvangen (Quantity received) what has actually come in.
- Confirm.
The timber goes into stock. What was ordered for a project is reserved for that project immediately. If not everything is in yet, the order gets the status Deels ontvangen and you book the rest later. Booking receipts via a delivery note is explained in Deliveries, delivery notes and suppliers.