Ordering¶
For whom: office staff and purchasing · Where: Admin → Stock → Orders tab
With merchandise management, the order gets an order number, a tax rate per item, shipping costs and a complete totals block. The process itself — order proposal, review, send, goods receipt — remains the one from Ordering and goods receipt.
Prerequisite
Orders also exist without merchandise management. This chapter only describes what is added; the basic process is described in Ordering and goods receipt.
Beträge und Steuersätze in den Beispielen
Alle Beispielbeträge sind Euro-Beträge. Einkaufspreise führt das Lager grundsätzlich netto; die Steuersätze in den Beispielen sind 19 % (Normalsatz) und 7 % (ermäßigter Satz).
The order number¶
Orders get a sequential number in the format BES-0001.
The number is created when the order is placed, not when it is created
A draft has no number — in the list it says "Draft", in the order editor the note "Number is assigned when the order is placed". Only when you place the order does it draw its number. This is intentional: a discarded draft thus leaves no gap in the number sequence.
Placing means one of two ways — both assign the same single number:
- "Send to supplier by e-mail" — DiKAS sends the order; the number is in the subject and in the header of the mail.
- "Mark as ordered" — for orders that you place by phone or via a supplier portal.
Placing a second time draws no second number.
Order numbers may have gaps
Unlike an invoice number, the order number is not a tax document. If e-mail sending fails after the number has been drawn, it stays used — this is not an error and does not need to be repaired.
The states of an order¶
| State | Meaning | Still editable? |
|---|---|---|
| Draft | Created, not yet with the supplier | yes |
| Request | Submitted for approval | yes |
| Ordered | Placed with the supplier, number assigned | no |
| Partially delivered | Part of the goods has arrived | no |
| Delivered | Everything has arrived | no |
| Closed | Process finished | no |
| Cancelled | Withdrawn | no |
From Ordered on, items, address and date can no longer be changed — otherwise the form would show something different from the mail the supplier received. An impermissible step is rejected; the message names the current state and the possible next ones.
Tax, shipping costs and totals¶
The item table gets a Tax column. The rate comes from the article and cannot be entered — so the order shows the same rate as the article master data.
Below the items is the totals block:
| Row | Derived from |
|---|---|
| Subtotal (net) | Sum of the items |
| Shipping costs | Entered by you — the only monetary amount you enter yourself here |
| Net total | Subtotal + shipping costs |
| Tax | Sum of the item taxes |
| Grand total (gross) | Net total + tax |
Shipping costs carry no tax rate of their own
They go into the net total as net amounts and stay out of the tax row. The supplier's invoice is binding anyway — the totals here are your expectation, not his billing.
The internal note deliberately does not appear on the order mail to the supplier. What he should read belongs in the Comment field.
Accepting a partial delivery¶
If only part of the goods arrives, enter the quantities actually delivered in the goods receipt:
- Open the order and click "Goods receipt".
- For each item, enter the quantity delivered now — the rest stays open.
- Book.
The order goes to Partially delivered; the stock level rises by exactly the booked quantity. At the next receipt, repeat the step until nothing is open any more — then the order goes to Delivered.
The first receipt counts for the lead time
The statistics measure the turnaround time from placing to the first goods receipt. A partial delivery therefore counts — the question is "how long does the business wait for its supplier", and the moment something arrives answers it.
If an article tracks serial numbers, the goods receipt requires them — see Serial numbers.
Order proposal¶
The order proposal works unchanged: it determines from the main stock's min/target rules what is missing, rounds up to whole packs and groups by supplier. It is described in Ordering and goods receipt.
With merchandise management, this produces orders that carry the complete totals block and draw their number when placed.
When something does not work¶
| Message or observation | Cause | What to do |
|---|---|---|
| The list says "Draft" instead of a number | The order has not been placed yet | "Mark as ordered" or send by e-mail |
| There is no Tax column and only a Total row | Merchandise management module is not switched on | Switch on the module |
| An item's tax rate is 0 | No tax rate is stored on the article | Maintain the tax rate on the article |
| Items can no longer be changed | The order has already been placed | Cancel and create anew |
| The state change is rejected | The step is not allowed from the current state | The message names the possible next states |
| The goods receipt requires serial numbers | The article tracks serial numbers | Capture serial numbers |
Next steps¶
- Serial numbers — capturing and finding devices individually
- Statistics — purchasing volume per supplier and lead times