Send Supply Orders
Executive Summary
Send Supply Orders is the screen where closed supply orders are turned into AlayaCare visits and order forms, and then sent to the client. Each time you start a report you pick a supply vendor and a cut-off date and time. The system collects every Closed order for that vendor, up to and including the cut-off, that has not already been picked up by another run, and creates a visit for each order in AlayaCare with one visit premium per ordered product. It also produces a PDF order form for each order. The run is saved as a job in the list. Opening a job shows its orders, where you can download each PDF, print all the order forms together, or email each order form to the address on its order.
Key Features
- Start a new run for a single supply vendor and a cut-off date and time
- Pick up only Closed orders that have not yet been included in a previous run
- Create a visit in AlayaCare for each order and add a visit premium for each ordered product
- Add an audit note to each created visit in AlayaCare
- Create a PDF order form for every order, protected with the vendor's PDF password when one is set
- Review every run with its date range, who started it, how many orders it included, and when it started and finished
- Open a run to download individual order forms, print all of them as one PDF, or email them to the clients (with an optional extra attachment)
Typical Workflow
- Click Start A New Report.
- Select a supply vendor, confirm the Orders Up To And Including date and time, and click Ok.
- Wait for the processing panel to finish. The new run appears at the top of the list.
- Open the run with the edit icon in Manage Records (or right-click the row and choose Edit).
- Review the orders. Use Download PDF on a row to check an individual order form.
- Click Print to download all the order forms as PDF files, or click Email to send each order form to the email address on the order.
Report Output
Each order that is picked up by a run gets its own PDF order form. The form is saved with the order and is not downloaded automatically. Download it with Download PDF from the run's order list, print them in bulk with Print, or send them with Email.
The file name is {vendor code}SupplyOrder{order ID}OrderDate{yyyy-MM-dd}.pdf. If the vendor has a PDF password set, the PDF is protected with it.
Report Contents
| Content | How it is determined |
|---|---|
| Title | Always "Supply Orders". |
| Tenant name | The agency name from the system configuration. |
| Agency logo | The agency logo from the system configuration, left blank when none is set. |
| Close date | The date and time the order was closed, in your time zone. |
| Vendor | The code and name of the supply vendor. |
| Order header | The order's details. When the order has no shipping address, the client's address is used as the shipping address. |
| Order items | The product lines on the order. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and open a run's order list |
Main Grid
Lists every Send Supply Orders run, newest first (14 rows per page).
| Column | Description |
|---|---|
| ID | Run number. |
| Up To Including | The cut-off date and time that was chosen, in your time zone. |
| Added | When the run was started, in your time zone. |
| Added By | The user who started the run. |
| Included Count | Number of orders that were picked up by the run. |
| Vendor | The supply vendor selected for the run. |
| Processing Start | When processing began. |
| Processing End | When processing finished. |
| Manage Records | Edit icon that opens the run's order list. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| Edit icon (Manage Records) | Opens the run's order list. |
| Edit (right-click a row) | Opens the run's order list. |
Dialog Components
Start A New Report
Opens from Start A New Report. Only supply vendors whose billing method is Visit Premiums are offered.
| Field | Purpose |
|---|---|
| Select A Supply Vendor | The vendor whose orders will be processed. Required. |
| Orders Up To And Including | Cut-off date and time, defaulting to now. Orders dated after it are not included. Required. |
Click Ok to start. A warning is shown if the date/time or the vendor is missing. See Processing Overviews.
Send Supply Orders (run detail page)
Opens from the edit icon or the right-click Edit on a run. The page shows the run ID and lists the orders that were included in that run. If the run is not a Send Supply Orders run, you are returned to the main list.
Grid
| Column | Description |
|---|---|
| Order Date/Time | When the order was placed, in your time zone. |
| ID | Order number. |
| Client Name | Client last name. |
| Client Name | Client first name. |
| The email address the order form will be sent to. | |
| File Name | Name of the PDF order form. |
| Distribution Status | Not Sent, Sent, or blank when the order has not been distributed. |
| Distribution Date/Time | When the order was sent, in your time zone. |
| Actions | Download PDF icon. |
The grid is sorted by client last name then first name, 12 rows per page. Right-click the grid for AutoFit, AutoFitAll and page navigation options.
Grid Filters
| Filter | Purpose |
|---|---|
| Filter Name | Limits the list to orders whose client first or last name contains the text (not case-sensitive). |
Click Apply Filter to refresh the list. Use Clear Filter to reset it.
Grid Actions
| Button | Description |
|---|---|
| Merges the order forms of every order in the run into PDF files and downloads them. Runs of more than 600 orders are split into several files, each named SupplyOrders_From_{n}To{m}.pdf. Orders that have no order form, or whose form cannot be opened, are left out. Printing does not change the distribution status. | |
| Opens the Email Orders dialog. A warning "Mail From Account Setup incomplete" is shown if the mail account for supply orders has not been configured. | |
| Download PDF (row icon) | Downloads that order's PDF order form. |
Email Orders
| Field / Button | Purpose |
|---|---|
| File Attachment (optional) | One extra file (.pdf, .png or .jpg) that is attached to every email in addition to the order form. Only a single file is allowed. |
| Ok | Starts sending the emails. |
| Cancel | Discards the extra attachment and closes the dialog. |
Emails are sent only for orders whose Distribution Status is blank or Not Sent. Orders with no email address are skipped. Each email is sent from the configured supply-orders mail account with the configured message text and has the order form attached. The subject is "Supply Order# {order ID}" when sent through Office 365, or "Order #{internal order number}" when sent through SMTP. Successful sends are marked Sent with the date and time. A message at the end reports how many emails were sent and skipped.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Email Accounts | The mail account used to send order forms, either Office 365 or SMTP. |
| Supply Vendors | Vendors offered in the dialog (billing method Visit Premiums). Provides the vendor's AlayaCare employee and PDF password. Also covers its supply vendor products: provides the premium code and description used for each ordered product when premiums are added to the visit. |
The mail account and the email message text used for supply orders are set in the system configuration, outside this screen.
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report
- Requires a cut-off date and time and a supply vendor, otherwise a warning is shown and nothing is run.
- Saves a new run with the start time and the chosen cut-off and vendor, and shows a processing panel.
- Finds the vendor's Closed supply orders dated up to the cut-off that have not been added to AlayaCare and are not already part of another run.
- For each order, marks it as part of this run, then creates a visit in AlayaCare:
- The visit is for the order's client, service and service code, starting at the order date and time and lasting 5 minutes.
- It is assigned to the vendor's AlayaCare employee.
- It is created with overlapping-visit and override checks bypassed.
- After the visit is created, an audit note is added to it stating it was added by Send Order Processing, with the date and time, the user and the order ID.
- The AlayaCare visit ID is saved on the order.
- For each product line, a visit premium is added using the product's premium code, the ordered quantity and the product description, and the extended selling and cost amounts are saved on the line.
- For each order, creates the PDF order form (see Report Output) and saves it on the order.
- Saves the number of orders included, the end time and the duration on the run, then refreshes the list.
If AlayaCare refuses to create a visit, or a premium cannot be added, the order is still counted and no error is shown, so check the visits in AlayaCare after a run. Errors while building a PDF are shown as a message.
- Takes every order in the run, sorted by client name.
- Opens each stored order form (using the vendor's PDF password if it has one) and merges them into one PDF per 600 orders.
- Downloads the PDF file or files.
Email (Ok on Email Orders)
- Confirms the mail account is set up (and, for Office 365, that its sign-in is still valid).
- Takes the orders that have not yet been sent.
- Skips orders with no email address; sends the others with the order form and the optional extra attachment.
- Marks each successful email as Sent and reports the totals.