Order Summary Tab

The Summary tab is the first tab displayed when you open an order in Order Management. It provides a complete overview of the order's financial position, key dates, scheduling information, order details, and contact/property information. From this tab you can perform several actions including changing the order status, placing the order on hold, cancelling the order, recalculating financial values, changing the contract, booking appointments, and creating visits.

Header Actions

The following action buttons are available in the header area at the top of the order screen. These are not specific to the Summary tab but are accessible from any tab on the order.

• Video Call: Initiates a video call related to the order.

• Hold Order: Places the order on hold. An On Hold Reason must be selected. While on hold, new visits cannot be created or scheduled from the Planning Board.

• Cancel Order: Cancels the order. If Cancellation Reasons are enabled on the contract, a reason must be selected. An order cannot be cancelled if it has visits at a status other than Booked or Shelved.

• Create Visit: Creates a new visit against the order without booking an appointment slot.

• Book New Appointment: Opens the appointment booking screen to schedule a visit for the order. See Book an appointment on an order.

Financial Summary

The left-hand side of the Summary tab displays the financial position of the order. The values shown depend on the Billing Mode configured for the order and the work completed against it.

Field	Description
Order Value	The total value of the order based on the planned Job Codes and their Price Rate Book values. Updated when Job Codes are added, removed, or have their billable status changed.
Value of Completed Work	The sum of the Price Rate Book values for Job Codes that have been completed on visits. Only codes completed on a visit contribute to this total.
Value Variance	The percentage difference between the Order Value and the Value of Completed Work. Indicates whether the completed work is above or below the original order value.
Labour Cost	The total labour cost based on the actual time spent by internal resources on visits, calculated from the resource's hourly rate.
Van Stock Cost	The total cost of van stock materials used on visits for this order.
Direct Purchases - Actual	The total value of direct purchase orders that have been matched or received against this order.
Direct Purchases - Committed	The total value of direct purchase orders that have been raised but not yet matched or received.
Subcontracts - Actual	The total value of subcontract work that has been completed and invoiced.
Subcontracts - Committed	The total value of subcontract orders that have been raised but not yet completed.
Equipment Cost	The total cost of equipment used on the order.
Sundry Cost	Any additional sundry costs recorded against the order.
Total Actual Cost	The sum of all actual costs: Labour + Van Stock + Direct Purchases (Actual) + Subcontracts (Actual) + Equipment + Sundry + Contractor Cost (if applicable).
Invoiced Value	The current value of Invoice Lines associated with the order where the Invoice Status is Invoiced or beyond. This gives visibility of the total value invoiced so far.
Actual Margin	The difference between the Value of Completed Work and the Total Actual Cost.
Invoice Margin	The difference between the Invoiced Value and the Total Actual Cost.
Expected cost of completed work	The sum of the Cost Rate Book values for the Job Codes that have been completed. If Contract-specific Cost Rate Books are enabled, the contract-specific cost is used.
Cost Variance	The difference between the Total Actual Cost and the Expected Cost of Completed Work. A negative value indicates actual costs are lower than expected.
Expected margin on completed work	The difference between the Value of Completed Work and the Expected Cost of Completed Work.

Recalculate

Select Recalculate to recalculate all financial values on the order. Use this if you suspect the financial figures are out of date or if values appear incorrect after changes to Job Codes or visits.

Dates and Scheduling

Below the financial summary, the following date and scheduling fields are displayed.

Field	Description
Planned Work Priority	The planned work priority assigned to the order.
Sub Work Stream	The sub work stream assigned to the order. Can be changed using the dropdown.
Work Team	The work team assigned to the order. Can be changed using the dropdown.
Raised Date	The date and time the order was created.
Last Visit Date	The date of the most recent visit on the order.
Next Appointment	The date and time of the next scheduled appointment for the order.
Target Date	The target date and time by which the order should be completed. Can be edited.
Work Start Date	The date work started on the order (set when the first visit begins).
Work Completion Date	The date the order was set to Work Completed status. Can be set manually or automatically from the last completed visit.
Estimated Completion Date	The estimated date for completion of the order.
Estimated work turnaround days	The estimated number of days to complete the work.
Work turnaround days	The actual number of working days from order creation to work completion.
Total turnaround days	The total number of calendar days from order creation to work completion.
Original Estimated Completion Date	The original estimated completion date as first set. This is not updated when the estimated completion date changes.
% Adjustment to SOR Codes	A percentage adjustment applied to Job Code (SOR) values on the order. Defaults to 100 (no adjustment).
Expenditure Code	The expenditure code assigned to the order, used for financial reporting and integration.

Order Details

The right-hand side of the Summary tab displays the core order details and configuration.

Field	Description
Primary Order No.	The primary order number. This may be auto-generated or manually assigned depending on the contract setting.
Secondary Order No.	An optional secondary reference number for the order, typically used for external system references.
Contract	The contract the order belongs to. Select Change Contract to move the order to a different contract.
Work Stream	The work stream assigned to the order. Can be changed using the dropdown.
Team	The team assigned to the order. Can be changed using the dropdown.
Planning Board Job	When ticked, the order is visible on the Planning Board for scheduling.
Billing Mode	The billing mode for the order (e.g. Job codes). Determines how the Order Value and Value of Completed Work are calculated.
Order Status	The current status of the order (e.g. New, Planned, Work In Progress, Work Completed, Financially Completed, Invoiced, On Hold, Cancelled). Select Change Status to transition the order to a new status.
Order Pending Status	Indicates whether the order is in a Pending state. Options are Pending or Not Pending.
Order Process Status	An additional status used to track the order through custom process stages. The available values are determined by the Order Process Status Group configured on the contract.
Outcome	The outcome of the order (e.g. Not set). Used for reporting purposes.
Access Stage	The current access stage of the order (e.g. Default). Used to track the progress of gaining access to a property.
Recall	When ticked, indicates the order is a recall (return visit for previously incomplete or unsatisfactory work).
Invoice Batch	The invoice batch the order has been assigned to, if applicable.
Manually Allocate Posting Assignments	When ticked, financial posting assignments for this order are allocated manually rather than automatically.
Invoice Number	The invoice number assigned to the order once it has been invoiced.
External Invoice Ref.	An external invoice reference, typically used for integration with external finance systems.
Priority	The priority level assigned to the order.

Contact and Property Information

The lower right-hand section displays the contact and property details associated with the order.

Field	Description
Contact	The name of the primary contact for the order.
Address	The property address associated with the order. Displayed as a link that can be selected to view full address details.
Property Type	The type of property (e.g. House, Flat).
Property Ownership Type	The ownership type of the property (e.g. Private, Social).
Housing Area	The housing area the property belongs to.
Housing Officer	The housing officer responsible for the property.
Home Phone	The contact's home phone number.
Mobile Phone	The contact's mobile phone number.
Work Phone	The contact's work phone number.
Contact Warning Description	Any warnings associated with the contact (e.g. behavioural notes). Displayed to operatives when attending the property.
Property Warning Description	Any warnings associated with the property (e.g. asbestos, access issues). Displayed to operatives when attending the property.
Order Comments	Free-text comments providing additional context or instructions for the order (e.g. job description, work required).

Tasks Available on the Summary Tab

Changing the Order Status

1. Select Change Status next to the Order Status field.

2. A dialog box displays the current status and a list of available statuses to transition to.

3. Select the new status.

4. Select a Reason from the dropdown (taken from the Order Status Change Reasons configured in Core Data).

5. Enter a Description (mandatory).

6. Select OK to confirm the status change.

The following additional options are available when transitioning to specific statuses:

• Work Completed: Additional fields are displayed: Set Work Completed Date to last completed visit (tick box), Work Completed Date (manual entry), and Send completion message to customer (if Customer Rating is enabled and the order is flagged for messaging).

• Financially Completed: If transitioning from Work Completed, a simplified dialog is displayed. Financial completion rules configured on the contract are applied. Once set to Financially Completed, the Change Status button is no longer available.

The status change is recorded on the Updates tab of the order.

Changing the Contract

1. Select Change Contract next to the Contract field.

2. Select the new contract from the list of available contracts.

3. Confirm the change.

Placing an Order On Hold

1. Select Hold Order in the header.

2. Select an On Hold Reason from the available list.

3. Confirm the action.

While on hold, new visits cannot be created or scheduled for the order. The order status changes to On Hold.

Cancelling an Order

1. Select Cancel Order in the header.

2. If Cancellation Reasons are enabled on the contract, select a reason.

3. Enter a cancellation description if required.

4. Confirm the cancellation.

An order cannot be cancelled if it has visits at a status other than Booked or Shelved. Visits must be deleted before the order can be cancelled.

Recalculating Financial Values

1. Select Recalculate below the financial summary.

2. The system recalculates all financial values on the order based on current Job Code data, visit completions, and cost records.

Booking an Appointment

1. Select Book New Appointment in the header.

2. The appointment booking screen opens, displaying available time slots based on the contract's Appointment Slot Template and resource availability. See Book an appointment on an order.

3. Select a time slot and confirm the booking.

Creating a Visit

1. Select Create Visit in the header. See Creating a Visit.

2. A visit is created against the order. The visit can then be scheduled separately.

Editing Order Details

The following fields can be edited directly on the Summary tab:

• Secondary Order No.

• Work Stream

• Team

• Planning Board Job

• Billing Mode

• Order Pending Status

• Order Process Status

• Outcome

• Access Stage

• Recall

• Manually Allocate Posting Assignments

• Sub Work Stream

• Work Team

• Target Date

• Planned Work Priority

• % Adjustment to SOR Codes

• Expenditure Code

• Order Comments

After making changes, select Save Changes at the bottom of the page to apply them. Select Cancel to discard any unsaved changes.

Order Statuses

The following order statuses are available in the system:

Status	Description
New	Order created, no visits assigned.
Planned	Appointments or subcontract orders have been raised but no work has started.
Work In Progress	One or more visits have started or a subcontract order has started.
Work Completed	A visit or subcontract order has been completed which completes work on the order.
Financially Completed	The order has been flagged as financially completed. Financial completion rules from the contract are applied.
Internal Sign Off	The order has passed internal sign off.
Awaiting Approval	The order is awaiting approval.
Approved	The order has been approved.
Invoiced	The order has been invoiced. Once set to this status, the order cannot be reverted.
On Hold	The order is on hold. Prevents new visits from being created or scheduled.
Cancelled	The order has been cancelled.