Welcome to Isolocity's Support

How do I begin the process of creating a new order?

• To start creating a new order, first, log in to the Isolocity system and locate the "Orders" module from the dashboard or main menu. Click on "Create Order," which will direct you to the order creation interface. Here, you’ll find fields to input all the necessary details about the order, such as customer information, order date, and the specific parts involved. This initial step sets the foundation for accurately tracking and processing the order throughout its lifecycle in the system.

What information is required when creating a new order?

• When creating a new order, there are two mandatory fields you must complete: "Customer Name" and "Order Date." The "Customer Name" is chosen from a dropdown list that pulls data from your customer database, ensuring the order is linked to the correct entity. The "Order Date" specifies when the order was officially placed, which is crucial for tracking the order’s timeline from creation to fulfillment. Without these two pieces of information, the system cannot proceed with order creation, as they are critical for both administrative purposes and future reference.

Is it necessary to enter a Customer PO number?

• Entering a "Customer PO #" (Purchase Order number) is optional, but it is highly recommended if you are dealing with customers who provide formal purchase orders. The PO number serves as a unique identifier that links the order in Isolocity with the customer’s internal purchase order system, ensuring alignment between what the customer has ordered and what you are preparing to ship. This is particularly useful for tracking orders, managing disputes, and maintaining accurate financial records. Although optional, including the PO number can significantly streamline your order management process.

What is the purpose of the "Lot Serial #" field?

• The "Lot Serial #" field allows you to assign a specific identifier to the batch or lot of items being processed in the order. This will apply to all parts. If you do not require all parts to have the same serial number then it is recommended to leave the field blank, and instead use the field in the chart. This identifier is crucial for traceability, especially in industries where tracking the production and distribution of goods is mandatory (e.g., pharmaceuticals, food production). By assigning a lot serial number, you can easily monitor which batch of products was sent to which customer, facilitating recalls, quality control, and regulatory compliance. While this field is optional, it is highly beneficial for maintaining detailed records.

How do I specify the date on which the order was placed?

• The "Order Date" field is where you enter the exact date when the order was officially placed with your company. This date is important for several reasons: it helps in scheduling production, forecasting demand, and managing inventory levels. It also serves as a reference point for calculating lead times and ensuring that the order is processed within the agreed timeframe. The system uses this date to trigger various workflows and notifications, ensuring that all stakeholders are aware of when the order was initiated.

What is the significance of the "Start Date" in an order?

• The "Start Date" is a key piece of information used to track when the physical or administrative work on the customer's order begins. This date is essential for project management, as it allows you to monitor the progress of the order from preparation to completion. It also helps in managing resources and scheduling tasks, ensuring that each order is processed in a timely manner. The "Start Date" can also be used to measure the efficiency of your order processing operations by comparing the time taken from order start to shipment.

Should I enter the "Requested Ship Date" for the order?

• Entering the "Requested Ship Date" is optional but highly advisable, especially if the customer has specified when they expect the order to be delivered. This date helps in prioritizing orders, scheduling shipments, and coordinating with logistics providers to ensure that deliveries meet customer expectations. By entering this date, you can also generate alerts and reminders to ensure that the order is shipped on time, reducing the risk of delays and improving customer satisfaction.

What should I do with the "Actual Ship Date" field?

• The "Actual Ship Date" field is typically left blank when initially creating an order because it is designed to be automatically populated when the order is processed through the shipments module. This automation ensures accuracy by recording the exact date when the order is shipped, rather than relying on manual entry. The system uses this date to calculate delivery timelines, update the customer on their order status, and generate accurate reports on shipping performance. Leaving this field blank during order creation helps prevent errors and ensures that shipping data is consistent.

How do I add parts to the order?

• Adding parts to an order involves selecting them from a predefined list in the order creation interface. This list is usually populated with parts that are already in your inventory database. Once you select a part, you’ll need to specify additional details such as quantity, serial numbers, and any specific attributes that may apply to the order. This process ensures that the correct items are pulled from inventory and that they match the customer’s specifications. Adding parts accurately is crucial for inventory management, order fulfillment, and customer satisfaction.

What is the role of the "Serial #" field when adding parts?

• The "Serial #" field is used to input the serial numbers for individual parts included in the order. This is particularly important for products that require tracking at the individual unit level, such as electronics, machinery, or medical devices. Serial numbers allow for detailed traceability, enabling you to track each unit through production, distribution, and even after it reaches the customer. This information is vital for warranty claims, recalls, and service operations, ensuring that each part can be accurately identified and managed.

How do I confirm the quantity of parts in the order?

• After entering the quantity for a part in the order, it’s important to confirm this by clicking on the checkmark icon next to the quantity field. This action verifies that the entered quantity is correct and locks it in the system. Confirming the quantity helps prevent mistakes, such as over- or under-ordering, which can lead to inventory discrepancies, customer dissatisfaction, and financial losses. By ensuring that the correct quantity is recorded, you maintain accuracy in your inventory management and order fulfillment processes.

Can I add notes to an order?

• Yes, there is a "Notes" section available where you can add any additional information related to the order. This could include special instructions for the production team, delivery preferences specified by the customer, or reminders about the order’s unique requirements. Adding notes is particularly useful for communicating non-standard requests or important details that are not captured in the standard order fields. These notes are saved with the order and can be referenced by anyone involved in the order’s processing, ensuring clear communication and reducing the risk of errors.

What happens if I don’t click "Create Order" after entering the first part?

• If you fail to click "Create Order" after entering the first part, the information you’ve inputted may not be saved, especially if the session times out or if there is an unexpected issue with the system. This could lead to data loss, requiring you to re-enter the information. To avoid this, it’s crucial to save the order frequently, particularly after adding each part. Saving ensures that all entered data is securely stored in the system and that the order creation process can proceed smoothly.

How do I continue adding additional parts after creating the initial order?

• After creating the initial order, you can continue adding additional parts by selecting them from the parts list and inputting the necessary details, such as quantity, serial numbers, and specific configurations. Each part added should be saved immediately to ensure that all data is captured accurately. This process allows you to build a comprehensive order that includes all the parts required by the customer, ensuring that nothing is overlooked during the order fulfillment process.

Why is it important to click "Save Order" after each part is added?

• Clicking "Save Order" after adding each part is a critical step to ensure that all entered information is securely stored in the system. This action prevents data loss, which can occur due to session timeouts, system errors, or accidental navigation away from the page. By saving the order regularly, you protect the integrity of the order data, ensuring that the order can be processed without delays or discrepancies. It also allows you to resume the order creation process seamlessly if you need to step away or if an interruption occurs.

What is the activity tracker in the order creation process?

• The activity tracker is a feature within the order management system that logs all actions taken on an order, including who made changes, what changes were made, and when they occurred. This tracker provides a detailed audit trail that can be invaluable for quality control, accountability, and troubleshooting. If discrepancies or issues arise, the activity tracker allows you to pinpoint exactly when and where a mistake may have occurred, facilitating quick resolution. It also serves as a record of the order’s history, which can be useful for future reference or audits.

How do I search for specific activities related to an order?

• Within the activity tracker, you can search for specific activities by entering keywords related to the action or by selecting a date range during which the activity occurred. This search functionality allows you to quickly locate specific events or changes made to the order, which is particularly useful for resolving disputes, verifying actions, or conducting audits. By narrowing down the search criteria, you can efficiently find the information you need without having to manually sift through the entire activity log.

Can I view the history of changes made to an order?

• Yes, the activity tracker provides a comprehensive history of all changes made to an order. This includes details about who made each change, the nature of the change, and the exact date and time it occurred. Viewing this history allows you to trace the evolution of the order, ensuring that all modifications are accounted for and that the final order reflects all necessary updates. This historical data is crucial for maintaining transparency and accountability throughout the order fulfillment process.

What should I do if I need to make further adjustments after the order is created?

• If further adjustments are needed after the order has been created, you can reopen the order in the system and make the necessary changes. It’s important to review the entire order for accuracy before finalizing any adjustments, as changes can impact inventory levels, shipping schedules, and customer expectations. After making the adjustments, be sure to save the order again to ensure that all modifications are recorded and applied. If the order has already progressed to a certain stage, you may need to consult with the relevant departments to coordinate the changes.

How do I ensure that all parts and quantities are correctly entered before finalizing the order?

• Before finalizing the order, carefully review the order summary displayed in the system. Double-check the parts, quantities, serial numbers, and any additional details to ensure that everything matches the customer’s request and your inventory records. This step is critical for preventing errors that could lead to customer dissatisfaction, inventory discrepancies, or delays in order processing. Taking the time to verify all information before finalizing helps maintain accuracy and efficiency in your order management process.

What is the importance of finalizing an order in the system?

• Finalizing an order is a crucial step that locks in all the details and prepares the order for the next stage of processing, such as shipment or production. Once an order is finalized, it triggers various workflows within the system, such as inventory allocation, scheduling, and notification to the logistics team. This step ensures that the order is officially recorded in the system and that all relevant departments are informed and can begin their respective tasks. Finalizing also prevents further changes to the order, protecting the integrity of the data.

Can I cancel an order after it has been created?

• Once an order has been created, it can not be canceled.

What should I do if I encounter an error during the order creation process?

• If you encounter an error while creating an order, first try refreshing the page or re-entering the information. If the error persists, check for any incorrect or missing data that may be causing the issue. Most systems will provide an error message that can help you identify the problem. If you cannot resolve the error on your own, contact technical support for assistance. It’s also a good idea to save your work frequently to prevent data loss in case of system issues.

What are the next steps after creating an order?

• After creating an order, the next steps typically involve processing the order through the shipment or production modules, depending on your workflow. You may need to coordinate with the logistics team to arrange for delivery or with the production team to begin manufacturing the ordered items. It’s also important to monitor the order’s progress through the system, ensuring that all stages are completed on time and that any issues are addressed promptly. Keeping the customer informed of the order’s status is also a key part of the process, as it helps build trust and satisfaction.