As this work will be carried out for your clients, the first thing to do is to create them on the system.

How to create a Client

  1. In the management interface, expand Sales Orders on the side menu.

  2. Select Clients, and after +Add Client.

The Code and Name for a Client are required fields, you can also enter their VAT number and contact details. Press 'Save Client' to add them to your list.

How to create Sales Orders

With Clients defined, you can now create the Sales Orders which they have placed with you. A Sales Order groups the products that your company will have to send to your clients, even if it involves multiple shippings.

  1. Go to the main Sales Order page from the side menu, and then +Add Sales Order.

  2. Start with a Code for the Sales Order.

  3. Select the Client which has just been set up. The Billing address options will come from what you’ve defined for the individual client.

  4. In the Shipping row select the due date, which is when the product should be delivered, and the requested date which is when the client first requested it.

  5. Select the Product to be shipped, and quantity ordered for this product.

Note: If you want to send multiple products to your client under the same Shipping, meaning they will have the same due and requested dates, you can select +Add Product.

If you want to send products to your client on different dates you must +Add New Shipping.

In the top right of the screen is the notifications section. When a Sales Order or Shipping changes its status a notification will be automatically created. If you select 'Send' it will send an email to your client, using the default email address given for them, to notify them of the change. This email will contain a link where they can check in real-time the delivery status of the order.

Once you have finished creating your Sales Order you can select either 'Save Sales Order', or 'Save and Create Production Orders', which will also create a Production Order based on the Sales Order information.

How to create suppliers and Purchase Orders

As well as Sales Orders for clients, you will also be ordering raw materials and parts from your own suppliers. These can be set up in the system on Purchase Orders.

  1. Go to the main Purchase Orders page from the side menu, select Suppliers and then +Add Supplier.

  2. In the Create Supplier form you must define the Code and Name.

  3. You also have the option to fill in VAT number, contact information and the Expiration Date. This can be used if there is a date after which you do not want to use the supplier or will need to confirm that you are still able to use them.

It is also possible to import a list of suppliers instead of creating them all manually. You can do this by selecting 'Import', and Import Suppliers back on the main Suppliers page. From here you can choose to download an Excel or CSV template of the correct format for the list. Once you have this ready upload it using 'Choose File'.

Note: This method is also viable for importing clients.

With your suppliers now defined you can create Purchase Orders, which are documents used to control material purchases.

  1. Go to the main Purchase Orders page from the side menu, select +Add Purchase Order.

  2. The Code, Product and Quantity Ordered are the mandatory fields in here.

  3. You can also set other information, such as your supplier.

At the bottom of the page you can add both internal notes, from the 'Notes tab', External Notes, and Files to the Purchase Order. Only External Notes will be shown when the Purchase Order is printed, which can be done using 'Print' at the bottom of the page. Once the Purchase Order is saved you can view the list of them, which is shown by either Open, Closed or Archived, switching the view using the options at the top of the list. Open Purchase Orders can be set as Active or Inactive, and only those which are both Open and Active will show up in the mobile app to be received.

You’ll now have everything you need set up in the management interface, for workers from the shop floor to the top floor, to interact with Prodsmart and track your basic production and fabrication data.

In the following videos we’ll have a look at how to use some of the more advanced features available.

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