WFDASH-WEBAPP/docs/sops/order-operator.md

Order Operator — Quickstart

One-line job: turn accepted quotes into delivered goods.

What you do

The customer said yes. You:

• Create the order from the quote.
• Order the goods from the supplier (a Purchase Order).
• Track them through collection, packing, and delivery.
• Hand off to invoicing once delivered.

You're the bridge between "they said yes" and "they have it".

Your day

Time	What to do
08:00	Open /orders?tab=New. Anything new from yesterday? Move it forward.
08:30	Open /orders?tab=Processing. Every line should have a PO. Flag any stuck > 1 day.
12:00	Glance at /orders?tab=Collected. Anything stuck in stock_verified? Investigate.
17:00	Anything you changed today — sanity check. Don't leave surprises for Monday.

Three times a day, scan the dashboard. The order-trend chart should show lines moving right (New → Processing → Collection → Collected → Delivered). If anything's piling up in one tab, that's where to focus.

How to do the common stuff

1. Create an order from a quote

1. Open the quote (status approved or emailed).
2. Click Create Order. One new order, one row per quote line.
3. Order lands in New tab with everything pending.
4. The quote status does not change. Leave it alone.

2. Process a pending line

1. Open the order detail, click the line.
2. Set cost_price (from the quote) and selling_price (auto-derived from cost × markup).
3. Click Mark Processed. Status → processed.
4. Decide next: in stock? → Book from Stock. Not in stock? → Generate PO (next step).

3. Generate a Purchase Order (PO)

1. Click Generate PO. One PO per supplier.
2. Open the PO. Verify items, quantities, costs, delivery date.
3. Click Send PO. Same email modal as quotes — check recipient, attach any terms docs, hit send.
4. Status → po_generated. The order item waits for the supplier to reply / ship.

4. Receive a supplier invoice (when the email or paper arrives)

1. Find the PO number on the invoice (top right usually — "Your Ref").
2. The system will diff the invoice against the PO and tell you if it matches. If it says "ready to receive" → click Confirm Receive. Done.
3. If it says anything else (cost mismatch, qty mismatch, etc.) → stop and ask the supervisor. Don't force it.

5. Mark delivered (once the goods are with the customer)

1. Confirm the order has all its items in delivered. The header will show a green "Complete" badge.
2. Click Mark Delivered on the header. (Idempotent — safe to click twice.)
3. Then click Mark Ready to Invoice. Items flip to ready_invoice. The Invoicing Clerk takes it from here.

Don'ts — the 3 things you must never do

1. Never generate a PO without verifying the cost. Once sent, it's the contract. Wrong cost = wrong margin.
2. Never "force through" a receive diff that doesn't say ready_to_receive. If the diff says cost mismatch, qty mismatch, supplier mismatch — call the supervisor. Don't bypass.
3. Never mark an order delivered before every line is delivered. Use the per-line Mark Delivered if needed. Don't bulk-flip the header to "make it look done".

When to ask the supervisor (the 4 most common situations)

• Supplier hasn't replied to a PO in 3+ working days. Phone them first. If no answer after 2 attempts, escalate.
• Customer wants to cancel after the PO is sent. Depends on whether the supplier has confirmed / shipped. Call the supervisor — there are 3 options and they pick.
• Supplier delivered the wrong / damaged goods. Refuse at the supplier (if still there) or take photos at receipt. Don't accept damaged goods silently. The supervisor decides credit / return / write-off.
• Stock item is short when you try to book. Either the Stock Controller can re-check the count, or we source from the supplier instead. Phone, don't poke.

How you're measured (the 2 numbers that matter)

1. Order completion time — target: > 80% of orders delivered within 5 working days of the order being created. (From "yes" to "they have it".)
2. PO stale rate — target: < 5% of open POs without a supplier reply for > 3 working days. (Catch the silent ones early.)

Bonus number the supervisor watches: PO cost-mismatch rate — target < 3% of receives. If yours is higher, your cost entries are probably sloppy.

Who to ask

• Anything about a specific order, a PO, a customer, a supplier → supervisor.
• Anything broken in the system → supervisor.
• Anything you're not sure about → supervisor. Better to ask than guess.