Tracking of orders and external services

When ordering goods, it is essential to know for which project or work order the goods were ordered, from which supplier they were ordered, when delivery is expected, and when they are delivered and ready for production. Also, certain items often have to be sent to an external service by one of the partners.

In this case, knowing who performs the external service, at what price, and the completion deadline is necessary. All this can be easily created and monitored in the Toscana system. It is possible to order goods or services separately as a classic order, as part of a project, or as part of a work order.

Automated ordering and tracking of goods

Automatic ordering of goods from the project works in such a way that the “order” module recognizes the items from the offer and displays the available quantities in the warehouse and the difference that should be ordered, according to the items. The purchase order can be generated directly and sent to the supplier immediately through the system. The goods can be placed on a joint order list, meaning that if you have several sales representatives, everyone can put the goods on a joint order.

The system recognizes suppliers by article code and groups items for ordering according to suppliers. This way, the purchasing department receives a joint list of goods already distributed according to suppliers. In this case, group purchase orders are generated, but it is known strictly which goods are reserved for which project. Since the material can be reserved in the warehouse from the work order, it is immediately visible if any material is missing, and it is also possible to order goods. It is enough to select the material ordered from the database, put it on the list, and generate the purchase order. In addition, if necessary, files with a download link can be sent to the supplier.

Overview of orders

To process orders efficiently and quickly, a simple overview is needed in which the most critical information can be seen at a glance. After the order is sent, it is necessary to enter the date of confirmation and expected delivery, when the goods were delivered, and finally, the settlement date.

The table view in the system shows all orders with all associated deadlines and current status, which enables a quick overview of suppliers and deadlines. For each of the listed entries, i.e., order tracking deadlines, all employees involved in the project receive an e-mail notification about the status of the order. This way, you have 100% control over orders and external services, and at all times, you know the status of individual orders and items that have been sent to an external service.