Order and warehouse management

The document describes (to a limited extent) the process of supervision over the implementation of the construction process using the modules of work orders, orders and deliveries, and warehouse turnover.

The aim is to enable supervision over the deliveries of elements to the construction site, verification of the completeness of materials to perform individual tasks and distribution of these materials directly on the construction site. In addition, employees performing work ordered by means of work orders register controlling information such as the current status of the task, persons carrying out work (for team work) and hours worked on given tasks.

This task can be performed as follows:

After importing data to the system, they are available in the view of work orders. Orders are available in the "Work structure" section in the main menu of the application. The system can present order data in several views: flat list, task tree, calendar or map with visualization of task execution locations.

The list of orders presents all tasks in the system flat (without taking into account the link between the tasks). Such a view + available filtering may allow you to quickly find the orders you are interested in and operate on them.

The tree view presents a view of orders arranged in the form of a dependency structure. If we link them together when importing/creating work orders, we can present them in the form of a tree and it is easier to navigate between more and more detailed tasks.

Search filter and data can be adjusted to current needs. The system remembers the setting of these data in a given login session and restores them each time you enter the view.

Contextual operations are available for each order in the summary view. They are available through the "MENU" button (three horizontal lines). Selecting many elements will allow you to perform a mass operation, i.e. for all selected elements.

Performing any operations (state change, assignment, etc.) allows you to quickly modify and manipulate data. After doing so, the view modifies its information and column coloring.

Two additional dynamic columns are also available for work orders, i.e. those whose data is calculated on an ongoing basis. These columns are the progress of suborders and the availability of items in stock.

After entering the details of the work order (the magnifying glass button in the list of work orders), we get a detailed view of the order, all parameters and related documents and operations. One of the views is the view of material plans available in the "Plans" tab. It contains a list of materials necessary to complete a given work order. The system additionally indicates whether orders, deliveries were assigned to a given order and what is the current state of a given material in the warehouse.

Using this interface, we can also automatically generate an order to the supplier for the delivery of elements. The system allows you to create a new order or add items to an existing order that is in the "Created" state.

After creating the order, we move on to ordering and delivery operations.

After generating an order list from the material plan and selecting the order creation action, the order form is displayed. In it, we can choose a supplier and fill in other fields. You can also add additional elements not specified in material plans.

After an order is created and saved, it goes to the "Done" state and can be further processed. The order appears in the order list.

After selecting the details of the order, the system presents information about it, ordered quantities and information about declared and checked deliveries.

When a delivery to an order is made and in transit, such a delivery should be generated in the system. This can be done manually from the desktop interface, it can be done from the mobile interface, or it can be done by the supplier himself through the supplier portal.

Creating a delivery via the desktop interface will create a delivery document based on an order declaration or an empty delivery, which can then be manually filled in or imported from an additional excel sheet.

After confirming the delivery, it appears in the "Loading" state by default. If system users are present during loading, the mobile interface can be used to check and verify the loading also using bar/QR codes identifying materials. If there is no such possibility/need, we confirm the transport (whether from the mobile interface or from the desktop by changing the status to "In transit").

At this point, the system allows you to check the delivery directly at the construction site. It can also be invoked using the desktop interface by calling the appropriate operations from the context menu.

Performing a delivery check allows you to check the quantity, completeness and register complaints / photos for the completed delivery.

After confirming the check, the system generates the information necessary to enter the delivery into the warehouse.

Transfer to the warehouse is available in the mobile interface, but also in the delivery context action.

After selecting this operation, we specify the numbering of the document (you can select it from the automatic counter, copy it from the delivery note or specify it manually) and the actual date of entering the item into the warehouse.

After confirming the operation, the data is saved and the stock is increased by the quantity delivered with the given document.

In addition, appropriate warehouse documents are created (in this case, an external receipt).

After the delivery is made, the system automatically updates the quantity and availability of items in work orders. After displaying the list of material plans, the system stops coloring the quantity of elements when the quantity in the warehouse at least meets the demand. It is visible in the list of work orders and the "Complete" column is marked as completed.

After displaying the list of material plans, we also have information about the completeness of materials. You can of course filter the view by category, etc.

In this place, the system allows you to generate reservations for items in stock. This is available in front of the dedicated "Reservation" button

After its selection and approval, the system automatically generates booking documents in warehouses. The confirmation is a message about the creation of such documents. ATTENTION. Items not available in stock are omitted.

The list of reservations is available in the view of warehouse documents. Upon entering these documents, the booking message is clearly visible. The inventory is not reduced, but an additional quantity appears in the "Reservation" column.

Approval of the warehouse document (or the operation of issuing it via the mobile interface) changes the status of the document to approved and the warehouse levels are updated accordingly.

The state of the warehouse after release corresponds to reality. Items with a quantity of 0 that have their history in a given warehouse are not hidden.

An additional operation that we can perform is updating the status of orders. The system does not mark orders as complete based on deliveries as this is heavily dependent on actual site operations. It may happen that an order is exceeded or unfinished but will no longer be processed. The system allows you to automatically close orders that are 100% complete with an additional operation on the order list.

The mobile interface is available in the application after starting it from the AMAGE Shell application or via a web browser on such a device.

After turning on the mobile application, a start screen with quick action buttons is presented. The buttons are configurable in the system section. They allow for quick access to data immediately after entering the system.

Other sections of the mobile application are available in the menu available at the top of the application.

Registration of orders consists in going to the view of work orders. This view shows ONLY orders assigned to the currently logged in person. They can be filtered according to the visible filters. Additional search options are available under the filter button.

The view has a button (PLAY/STOP) that allows you to quickly start working on an order or stop it (Pause). After selecting the start of the order, a window appears with the possibility of entering the persons participating in the given work.

When pausing an order, there is an additional space to enter the hours worked and a comment. Hours/minutes are automatically populated with the actual time since the start of the job. The user always has the option of manually correcting this data.

To complete an order, go to its details (by clicking on it in the list of orders) and select the "Finish" operation. It will trigger the same dialog as when stopping the order, but eventually it will change the status to "Completed".

In the order details view, we also have access to other information/operations, such as attachments (documentation), etc.

After completing the activity, the order is automatically marked in the list of orders in the desktop interface.

In the details of the order, there is information about the time worked, hours, persons involved, etc.

The delivery check mobile interface is available in the "Delivery" section. By default, the list of deliveries shows only deliveries that are in progress (loading, transport). Access to closed deliveries is possible by selecting the data filter action.

The delivery details show all the information to complete the delivery. There are also buttons to check the delivery (if it is in transit) or load it if it is in good condition.

Checking the delivery allows you to determine the quantity of delivered items, remove deficiencies, submit complaints (quantitative, qualitative), attach photos and electronic signatures.

Approval of the check automatically changes the delivery status to "Delivered".

The stock status in the mobile interface is available in a dedicated section of the application. It shows the current state of the warehouse. Using the selector, you can quickly select the items on which the release operation will be performed. Release operations (Sign -) and receipts (Sign +) are available in the upper part of the view.

Calling the view from the warehouse displays the release window. You can specify issued items, determine their quantity, add them from the warehouse manually or by scanning the code assigned to a given type of item. We can also specify the recipient of the material, the target work order and the place of consumption.

Approval of the document closes it, changes the stock level. It is no longer possible to edit this document.

The list of all warehouse documents is available in a separate section of the application. With the button "Book" we can view all booking documents.

Going to the details of a warehouse document allows you to view this document and, in the case of a reservation, to edit the document (issue).