FAQs for "Creating an Order"
1. How do I begin the process of creating a new order?
A: Log in to the Isolocity system and locate the Orders module from the dashboard or main menu. Click on Create Order, which directs you to the order creation interface. Here, input all necessary details such as customer information, order date, and specific parts. This initial step ensures accurate tracking and processing of the order throughout its lifecycle.
2. What information is required when creating a new order?
A: The two mandatory fields are Customer Name and Order Date. The customer is selected from a dropdown list linked to the customer database, and the order date specifies when the order was officially placed. These fields are critical for administrative purposes and future reference.
3. Is it necessary to enter a Customer PO number?
A: Entering a Customer PO # is optional but recommended for customers providing formal purchase orders. It links the Isolocity order to the customer’s internal system, aiding in tracking, managing disputes, and maintaining accurate records.
4. What is the purpose of the "Lot Serial #" field?
A: The Lot Serial # assigns an identifier to the batch or lot of items in the order. If each part requires a different serial number, leave this field blank and use the field in the chart. This identifier aids traceability, recalls, quality control, and regulatory compliance.
5. How do I specify the date on which the order was placed?
A: Enter the official date in the Order Date field. This date helps schedule production, forecast demand, manage inventory, and trigger workflows and notifications within the system.
6. What is the significance of the "Start Date" in an order?
A: The Start Date tracks when work on the order begins. It aids project management, resource scheduling, and measuring order processing efficiency from start to shipment.
7. Should I enter the "Requested Ship Date" for the order?
A: Entering the Requested Ship Date is optional but recommended if the customer specifies a delivery expectation. It helps prioritize orders, schedule shipments, and coordinate with logistics to meet deadlines.
8. What should I do with the "Actual Ship Date" field?
A: Leave the Actual Ship Date blank when creating the order. It is automatically populated when processed through the shipments module, ensuring accurate tracking of the shipment date.
9. How do I add parts to the order?
A: Select parts from a predefined list in the order interface. Specify details like quantity, serial numbers, and attributes. Accurate addition ensures inventory alignment and customer satisfaction.
10. What is the role of the "Serial #" field when adding parts?
A: Enter serial numbers for individual units. This allows traceability for warranty claims, recalls, and service operations, ensuring each part is accurately tracked.
11. How do I confirm the quantity of parts in the order?
A: After entering quantity, click the checkmark icon next to the field. This locks the quantity in the system and prevents inventory or order discrepancies.
12. Can I add notes to an order?
A: Yes, use the Notes section to add special instructions, delivery preferences, or reminders. Notes are saved with the order and can be referenced by anyone processing it.
13. What happens if I don’t click "Create Order" after entering the first part?
A: If you do not click Create Order, entered data may not be saved, risking data loss. Save the order frequently to secure the information.
14. How do I continue adding additional parts after creating the initial order?
A: Select additional parts from the list and input details such as quantity and serial numbers. Save each addition immediately to maintain accuracy.
15. Why is it important to click "Save Order" after each part is added?
A: Clicking Save Order ensures all data is stored, preventing loss due to timeouts, errors, or navigation issues. It maintains order integrity and allows seamless continuation of the process.
16. What is the activity tracker in the order creation process?
A: The activity tracker logs all actions taken on an order, including who made changes, what was changed, and when. It provides an audit trail for quality control, accountability, and troubleshooting.
17. How do I search for specific activities related to an order?
A: Use keywords or date ranges in the activity tracker to locate specific actions. This helps resolve disputes, verify
changes, or conduct audits efficiently.
18. Can I view the history of changes made to an order?
A: Yes, the activity tracker shows all changes, who made them, and the timestamps. This ensures transparency and accountability in order processing.
19. What should I do if I need to make further adjustments after the order is created?
A: Reopen the order in the system, make necessary changes, and save. Review for accuracy as adjustments may impact inventory, shipping schedules, or customer expectations. Coordinate with relevant departments if needed.
20. How do I ensure that all parts and quantities are correctly entered before finalizing the order?
A: Review the order summary, checking parts, quantities, serial numbers, and details to ensure they match customer requirements and inventory records.
21. What is the importance of finalizing an order in the system?
A: Finalizing locks all details and triggers workflows like inventory allocation, scheduling, and notifications. It prepares the order for shipment or production while protecting data integrity.
22. Can I cancel an order after it has been created?
A: No, once an order is created, it cannot be canceled.
23. What should I do if I encounter an error during the order creation process?
A: Refresh the page or re-enter information. Check for missing or incorrect data. If unresolved, contact technical support. Save work frequently to prevent data loss.
24. What are the next steps after creating an order?
A: Process the order through shipment or production modules, coordinate with logistics or production teams, monitor progress, and keep the customer informed of status updates.