Order Management

The Order Management screen is where you view, search, and work on individual orders. It displays a list of all orders matching your current filter or search criteria, and provides access to order details, cost correction, visit creation, and bulk actions.

Go to Orders > Order Management, or drill into any cell on the Order Management Dashboard: Order Summary to arrive here with a filter already applied.

Arriving at Order Management

There are several ways to arrive at the Order Management screen:

Orders > Order Management: opens the order list directly.
From the Order Management Dashboard: Order Summary: selecting any cell drills through with a filter applied.
From a KPI widget: selecting a KPI widget on the KPI board drills through with the appropriate filter applied.
From an invoice batch: selecting a batch shows only the orders within that batch.

However you arrive, the filter panel shows the currently active filter. You can clear it and apply your own filters at any time.

Views

The buttons along the top of the Order Management screen switch between different views of order data:

Order Summary: a high-level breakdown of all orders by status, showing counts, values, and indicators such as out-of-target, subcontract, and unchecked visits. See Order Management Dashboard: Order Summary.
Order Profitability: a financial summary by contract showing order value, work completed, costs (labour, van stock, direct purchase, subcontract), total cost, margin, and margin percentage. See Order Profitability.
Order Ratings: a summary of customer satisfaction scores for a selected period, broken down by contract. Select any count to filter the order list to those specific orders.
Visit Checking: a count of orders requiring visit checks, broken down by contract and supervisor. See Visit Checking.
Invoice Batches: the status of all invoice batches. Select a batch to filter the order list to the orders within that batch. See Invoice Batches (Legacy).

The Order Profitability and Order Ratings views can be filtered by Contract, Work Stream, or Team.

Search

Three search boxes are provided at the top of the screen to find orders quickly:

Search Order Numbers: searches by primary order number or related order references.
Search Name: searches by customer or property name.
Search Address: searches by property address or postcode.

Enter your search term in the relevant box and select the search icon. Each box searches only the field indicated, which improves performance compared to a single combined search.

Filters

The Order Management screen supports extensive filtering on any of the available order fields. Filters can be applied manually using the Filter button, or they may be pre-applied when you arrive via a KPI widget, summary drill-through, or invoice batch.

KPI widgets are a graphical way of applying a filter. When a widget drills through, it builds the filter for you. You can clear that filter and look at everything, or modify it.

Default filters can be configured to apply automatically when the screen loads, for example, limiting the view to orders raised in the last 12 months. This improves performance by not loading every order. Default filters can be cleared manually when needed. Contact Support to configure default filters.

Order list columns

The order list displays the following columns:

Order: the order number and contract name.
Order Comments: a summary of the order description.
Order Note: any notes added to the order.
Address: the property address.
Raised Date: the date the order was raised.
Work Comp. Date: the date work was completed.
Order Target Date: the target completion date.
Status: the current order status and sub-status.
Order Value: the value of the order.
Completed Value: the earned/invoice value.
Actual Cost: the total actual cost.
Actual Margin: the margin (completed value minus actual cost).
Actual Margin %: the margin as a percentage.
Sat. Score Order: satisfaction score for the order.
Sat. Score Op.: satisfaction score for the operative.
F/B Out.: feedback outstanding count.
Book New Appointment: button to book a new appointment for the order.

Orders are colour-coded using traffic light indicators (red, amber, green) on the left of each row to show their RAG status.

Order detail

Select any order to view its full detail. The order detail tabs include:

Details: order information, status, dates, property, priority.
Visits: all visits associated with the order, with operative comments.
Costs: cost breakdown (labour, materials, hire, subcontract).
SR Codes: job codes on the order (planned and actual), with quantities and values.
Materials: materials used or purchased.
Documents: uploaded files and generated documents, with filtering by document grouping and category.
Variation Requests: any variations raised against the order.
Customer Satisfaction: satisfaction scores and callback status.
Updates: audit trail of changes to the order.
Management Items: milestone tracking (if configured on the contract).
Notes: internal order notes.

Actions

Individual order actions

From within an order, you can:

Change the order status.
Assign or change the invoice batch.
Update order details (team, workstream, priority, dates).
Add or correct job codes, materials, and time. See Correcting visit costs.
Create a visit (see below).

Create Visit

The Create Visit button on the order list allows you to quickly add a completed visit to an order, for example, to capture time for an operative without a device. Select a resource, choose the date, mark the visit as completed, and enter start and finish times. You can then adjust job code quantities from the visit's Visit Job Codes tab.

Bulk actions

At the bottom of the order list, bulk actions are available:

Change Invoice State: move selected orders into a different invoice batch or status.
Change Order Status: update the status of multiple orders at once.
Reassign Work: move selected orders to a different team or supervisor.

Bulk actions can be applied to selected orders (ticked individually) or to all filtered orders currently displayed on screen.

Downloading data

Data can be downloaded from the Order Management screen using the options at the bottom of the screen:

Download Orders: one row per order.
Download Orders with Job Codes: one row per job code per order (multiple rows per order if it has multiple codes).

Downloads can include either all filtered orders or just the orders you have selected.

Performance

The Order Management screen loads data into the browser once at the start to keep navigation between tabs fast. Because of this, if you update something and return to the order list, the display may not reflect the change immediately, refresh the page to see updated data.

KPI widgets support configurable refresh intervals (Real-time, 5m, 15m, 30m, 1h, or 24h) to reduce load. Widgets set to a refresh interval show cached results until the interval expires and the page is refreshed. The refresh button on an individual widget always provides the latest result immediately.

Security

Access to the Order Management screen and its functions is controlled through Security Profiles. A user will only be able to drill into a KPI widget if they have permission to access the underlying screen. Contract Group and Organisation Group policies also affect the data displayed on widgets.