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Generating an Order/Contract

  • Open a new order

    An order is a binding contract for both supplier and customer.

    1. Double-click or right-click on Ordner Bestellung  Order > Bestellung New order if no quote was created earlier.
      Proceed in the same way as described for Generating a quote.
    2. To convert an existing Angebot Quote into an order, drag itto the order folder in the side navigation by holding down the left mouse button (Drag-and-Drop).
      Note: To copy multiple Angebot QuotesM and convert them into Bestellung Orders, drag the entire Ordner Angebot Quotes folder down. New orders will open prefilled with the information from the copied quote.
    3. Accept the default values or overwrite and add items to the order as required.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Change segment data in the order

    Even if you copy items from the quote, both prices and quantities can always be changed.

    1. Enter the number of items in the Count column.
      1. To automatically apply the maximum number of guests for the event, leave the Count column empty. (E.g. for the number of meals)
        To automatically apply the maximum number of guests for the event, leave the Count column empty (e.g. for the number of meals). If the number of guest changes, it only needs to be edited once in the Max. number of guests field in the event to then be applied to all booked items (quote, order, invoice).
        Example: Food
      2. Select Count "0" if the item is to be listed with a price per unit, but invoiced based on consumption, which is as yet unknown. (E.g. beverages)
        Example: Beverages
      3. Select quantity 1 or any number if the item is to be sold by unit.
        Example: Technical equipment
    2. neuexpand Add more items or Entfernen Remove any items you do not want at this stage.
    3. Change item names or prices at a later date.
      Note: Changed item prices are highlighted:
      1. Red for negative deviation from the actual item price (discount)
      2. Green for positive deviation from the actual item price (surcharge)
    4. You can also enter times for items that are calculated on an hourly basis at a later stage.
      Note: To enter start and end times, select a view in the toolbar that supports entering Time references.
  • Process repeat or new orders from the Conference service/Logistics mobile WebApp

    If your service or logistics team use the Conference Service or Logistics mobile WebApp, the bookings made there will also appear in the full client in real time.

    1. As soon as a change is made to the item status or quantity in the WebApp, the original order folder is saved and supplemented with an operational segment variant. The designation of the two variants is decided by a user with administrative rights while setting up the webapp.
      Example: "Original orders" and "Orders including Conference WebApp"
      1. Additional items that have been added to an order will appear in this order.
      2. New orders will appear as "Order from the Conference WebApp" (or similar) in the new operative folder.
      3. New returns will also appear in the new operative folder.
    2. In addition, the responsible departments or users can be notified of any changes by, e.g., email, according to individual settings.
    3. Process the operative order variant in the same way as any other order.