TUTO Create a new order

This page describes the full process of creating an order for a new customer.

Create a new project
In Klaes for each order a "project" is created.

A project contains the information about the customer, all the revisions of the quotations if applicable, the order, the work order, the invoice, notes about the discussions ...

First, on the main Klaes Menu open "Project Recording"

Once open, on the menu Select "New" -> "Project" A new window will open where you can input the information about the project.

The project number is generated automatically.

Fill up the description with a single sentence that will easily define the project and make it easy to be found again.

Then add the customer number. If the customer already exist then click on the "..." and search for the customer. If the customer don't exist in the database click on the "Open Business partner" logo to create a new business partner. Then Select "OK"

Create a New Order
On the Top Menu select "Create New Order" Once the order is created go to items tab to add new products in the order.

Please note in some cases you may want to include some important information/descriptive text to add on to the order sheet, this can be done by using the "Introductory text" field.

then right click on the window to attach a new construction In the popup window open the selection dialogue to open an existing template. Then select the adequate template for your product. For this tutorial we will be creating a Double Door ShopFront. If the template does not exist, you can use a generic Template. See TUTO Create a new item from generic template Once the template is opened, go to "Basic Data" and update all the options necessary. (Dimensions, Color, Type of Glass ...) Close the window once you finished customizing the product.

A new window will open with all the information about the product and a description automatically generated. To edit the prices of the items click on the prices tab.

Then enter the VAT exclusive price into the Article price data field. Orders from an Architectural/Construction Firm

If you receive a window, door or glass schedule from a firm. It will be wise to reference the items we are creating in our order to the Architect's ID number on his schedule. This can be done by editing the Item SP - No field.

Print the order
Once the order contain all the products required for the order you are ready to print it. In the project overview right click on the order and select print -> Print Original



To create a Work Order (Optional)
A work order is used to make changes to an order without changing the price (for example you may want to change the dimension of an order from 40"H to 40 1/4"H).

After you have created an order, right click on the work order folder and select create new document.

A Create new work order window will pop up, select OK. Select the items tab, right click anywhere inside of the empty white field and select Take over items. Select the ">>" icon to take over all of your items then select OK when you have moved all of the items from the left column to the right column. To complete the work order, right click on the work order file then print quantity lists conservatory. Select the SaintLu folder, then select General. When the print quantity lists window opens. Select List selection then select the "On printer:" icon to select your printing option.

You can select the printer you want to use or if you want to print a PDF select the "PDF" printer.

Save the Work Order in an appropriate folder corresponding to its order number. Please note that 4 PDFs will be printed and each needs to be saved with a different name. eg "W210921-006A.1, W210921-006A.2, W210921-006A.3 ..."

Sending an Order to the Production Department
Now that you have completed taking the order and you have made any necessary changes (using work orders). You must now send this order (or work order if one was created) to production.

To do so right click on the order and select " provide document for procurement".

Installment Payment
This is used when a customer is making a deposit or installment payment on their order. Skip this section if a client is making a final payment on an order or if they are paying in full.

To create an installment payment that is an exact percentage of the total invoice(eg 50%), right click on installment invoice then select create new document(per item)

A create new installment invoice window will popup. Verify that all the information is correct then select OK.

The installment invoice window will now open.

Select the items tab then right click anywhere inside the empty white fields and select New.

A new item takeover in installment window will now open.

Select the ">>" icon to carry over all of your items from your order into your installment invoice. Then select OK when you are done. Now select the items and select the '%' to change the 100% proportion to 50%, this is because the customer will be making a 50% deposit as their initial payment.

NB A pop up window will open and ask should this item still be edited? Select Yes

When you are satisfied, right click on your installment invoice file, save the changes you made. Select print document then original. Now you have the option to print a physical copy of the installment or to print a digital pdf. Select whichever option as necessary.

NB You must print the document to save the changes within Klaes, this will allow you to access the invoice information in other Klaes modules like the Accounting module. To create an installment payment that is not an exact percentage of the total invoice(eg $700 dollars on a bill of $1031), right click on installment invoice then select create new document.

A create new partial payment window will open. Select OK.

Right click on the white empty fields and select New. A create new discount item will open.

Change the gross total to the amount that the customer is paying, then select OK.

Proceed to printing the invoice and then clearing the booking in the accounting modules.

Refer to the Accounting tutorial for help if necessary.

Full Payment
Right click on the invoices folder and create a new document.

Select the adopt data check box and select OK.

Review the invoice, then right click on the invoice folder and select print documents the original.

Proceed to the accounts module to clear the booking. Refer to the Accounting tutorial for help if necessary. /!\ Warning: Once an original has been printed the order cannot be modified anymore. To make any modification to a printed order you need to create a new version of the order and increment the order number>

For example in our case we will have to create the order O210909-001B Once printed you should get an order that looks like that