CONTENT

    1. Creating an Order to Supply

        1.1 Orders via ACTIVA.cz

        1.2 Orders from other suppliers

    Copies of orders

    Current status of orders

    3. Creating an Order through the Production

    Order details, item search

Tutorials on other possible order settings:

In the main menu, open Requests and click +Create an Order.  Here, under Orders, choose whether it will be to Supply, Library or Production.


1. Creating an Order to Supply


You can create an order directly through ACTIVA.cz or from other suppliers through supply.


1.1 Orders via ACTIVA.cz

Select Grant and click on Order from ACTIVA.cz to be redirected directly to the e-shop. 

You redirect the shopping basket with the selected items to Albina by clicking on TRANSFER ORDER.

You can add a Comment or Attachment to the redirected order in Albina and send it For approve or you can Save it or Delete it.

The current status of the created order is displayed in Employee Requests.

1.2 Orders from other suppliers

Select the Grant, fill in Supplier (you can also choose Any Supplier) and click on +Create an order. At this point, the order in progress will automatically be saved to Employee Requests and any changes will be automatically saved.

Fill in the details of the specific order item (description, number, price, specifications, etc.) and click Confirm. Click the +Add Item button to add more items to the order. We can also add a Comment, add an Attachment, change the Grant or Supplier and submit For Approve, Owner editing, Save or Delete.


It is also possible to set a Required Delivery Time. It can be used when we require a check of the agreed delivery date or when we set the last possible delivery date for an order. By filling in the Amount of Days and Time you (and MTZ) will receive a notification before the deadline.

If we order an item with an already tendered price and supplier, it is automatically offered to us in the Description field and all the required data (cat. no., supplier, price, unit) is filled in automatically. We can change the Quantity, add a Comment or an Attachment.

Bulk import of order items

When creating an order to supply, you can bulk upload items from an excel file:

  1. Click on "Import items from Excel"
  2. First fill in the "Classification" of the items (if there are items with different classifications, they can be edited after uploading the file)
  3. Download the "Template" and copy the items into it
  4. Upload the completed template

Note: You can also upload your own excel document, but the exact data transfer is not guaranteed (you need to check the imported data and correct it in Albina if necessary).

 

Copies of orders

You can also easily create a copy of a previously placed order. In the employee requests, select and click the order you want to copy. Then click on +Create a copy of this request and a copy of the order will automatically be created, which we can send directly For Approve or Edit.


Current status of orders

The following statuses may appear for a supply request:

  • saved (unsent request)
  • cancelled (deleted request)                        
  • for approve (sent for approval)
  • returned (returned for rework by the request approver)
  • denied (rejected by the approver)
  • approved (approved request forwarded to supply)
  • partially ordered (some request items ordered)
  • ordered (all items of the request ordered)
  • partially finished (some items of the order processed, delivered)
  • finished (all request items processed, delivered)

Partially ordered / partially finisheded - after opening the request detail, you can distinguish which items are already ordered (have an assigned order number) or completed (documents to be downloaded, e.g. invoice, will be displayed).


2. Creating an order via library


Fill in the Grant and click on +Create an Order.

Note: At this point, we have created a request that is automatically stored in Employee Requests where we can monitor its status or edit it.


After creating the order, a table will open where we fill in the details (description, number, price, document type, etc.) and then click Confirm. We can also add other items by clicking on +Add item. Finally, we can send the order For approve or Delete it.


3. Creating an Order through the Production


Select Grant, add Name. If you check that this is a Repair, a window will appear in which you have to fill in the inventory number of the asset to be repaired. Then click on +Create a production order.

Note: At this point, you have created a request that is automatically saved in Employee Requests where you can track its status or edit it.

A window will then open where you can add a Comment, insert an Attachment and submit For approve or Owner editing or Delete.

Details of individual items of all orders (grant, order no., invoice no., invoice scan, order date, price, number, supplier, etc.) can be found in the Reports - Employee Orders / Grant Orders.