119 lines
4.7 KiB
Markdown
119 lines
4.7 KiB
Markdown
# Order Operator — Quickstart
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**One-line job:** turn accepted quotes into delivered goods.
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## What you do
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The customer said yes. You:
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- Create the order from the quote.
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- Order the goods from the supplier (a Purchase Order).
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- Track them through collection, packing, and delivery.
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- Hand off to invoicing once delivered.
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You're the bridge between "they said yes" and "they have it".
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## Your day
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| Time | What to do |
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|---|---|
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| **08:00** | Open `/orders?tab=New`. Anything new from yesterday? Move it forward. |
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| **08:30** | Open `/orders?tab=Processing`. Every line should have a PO. Flag any stuck > 1 day. |
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| **12:00** | Glance at `/orders?tab=Collected`. Anything stuck in `stock_verified`? Investigate. |
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| **17:00** | Anything you changed today — sanity check. Don't leave surprises for Monday. |
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**Three times a day**, scan the dashboard. The order-trend chart
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should show lines moving right (New → Processing → Collection →
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Collected → Delivered). If anything's piling up in one tab, that's
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where to focus.
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## How to do the common stuff
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### 1. Create an order from a quote
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1. Open the quote (status `approved` or `emailed`).
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2. Click **Create Order**. One new order, one row per quote line.
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3. Order lands in **New** tab with everything `pending`.
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4. The quote status does **not** change. Leave it alone.
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### 2. Process a `pending` line
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1. Open the order detail, click the line.
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2. Set `cost_price` (from the quote) and `selling_price` (auto-derived
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from cost × markup).
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3. Click **Mark Processed**. Status → `processed`.
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4. Decide next: in stock? → **Book from Stock**. Not in stock? →
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**Generate PO** (next step).
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### 3. Generate a Purchase Order (PO)
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1. Click **Generate PO**. One PO per supplier.
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2. Open the PO. Verify items, quantities, costs, delivery date.
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3. Click **Send PO**. Same email modal as quotes — check recipient,
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attach any terms docs, hit send.
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4. Status → `po_generated`. The order item waits for the supplier to
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reply / ship.
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### 4. Receive a supplier invoice (when the email or paper arrives)
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1. Find the PO number on the invoice (top right usually — "Your Ref").
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2. The system will diff the invoice against the PO and tell you if
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it matches. **If it says "ready to receive"** → click **Confirm
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Receive**. Done.
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3. **If it says anything else** (cost mismatch, qty mismatch, etc.) →
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**stop and ask the supervisor.** Don't force it.
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### 5. Mark delivered (once the goods are with the customer)
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1. Confirm the order has all its items in `delivered`. The header
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will show a green "Complete" badge.
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2. Click **Mark Delivered** on the header. (Idempotent — safe to
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click twice.)
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3. Then click **Mark Ready to Invoice**. Items flip to `ready_invoice`.
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The Invoicing Clerk takes it from here.
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## Don'ts — the 3 things you must never do
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1. **Never generate a PO without verifying the cost.** Once sent, it's
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the contract. Wrong cost = wrong margin.
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2. **Never "force through" a receive diff that doesn't say
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`ready_to_receive`.** If the diff says cost mismatch, qty mismatch,
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supplier mismatch — call the supervisor. Don't bypass.
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3. **Never mark an order delivered before every line is `delivered`.**
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Use the per-line `Mark Delivered` if needed. Don't bulk-flip the
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header to "make it look done".
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## When to ask the supervisor (the 4 most common situations)
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- **Supplier hasn't replied to a PO in 3+ working days.** Phone them
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first. If no answer after 2 attempts, escalate.
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- **Customer wants to cancel after the PO is sent.** Depends on
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whether the supplier has confirmed / shipped. Call the supervisor —
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there are 3 options and they pick.
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- **Supplier delivered the wrong / damaged goods.** Refuse at the
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supplier (if still there) or take photos at receipt. **Don't
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accept damaged goods silently.** The supervisor decides credit /
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return / write-off.
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- **Stock item is short when you try to book.** Either the Stock
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Controller can re-check the count, or we source from the supplier
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instead. Phone, don't poke.
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## How you're measured (the 2 numbers that matter)
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1. **Order completion time** — target: **> 80% of orders delivered
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within 5 working days** of the order being created. (From "yes" to
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"they have it".)
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2. **PO stale rate** — target: **< 5% of open POs** without a supplier
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reply for > 3 working days. (Catch the silent ones early.)
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Bonus number the supervisor watches: **PO cost-mismatch rate** —
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target < 3% of receives. If yours is higher, your cost entries are
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probably sloppy.
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## Who to ask
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- **Anything about a specific order, a PO, a customer, a supplier**
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→ supervisor.
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- **Anything broken in the system** → supervisor.
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- **Anything you're not sure about** → supervisor. Better to ask
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than guess.
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