Supply Orders
Executive Summary
Supply Orders is where client supply orders are created and maintained before they are sent to a vendor. Staff add an order for a client against a supply vendor, link it to one of the client's upcoming scheduled visits in AlayaCare, list the products and quantities being ordered, and then close the order when it is complete. Closed orders are picked up later by the submission and send processes. Orders can be copied to another upcoming visit, reopened (as long as they have not been added to a submission), or cancelled. The main list can be filtered by client name, status, order date and product, and the visit look-ahead window and email text used for supply orders are kept in the page settings.
Key Features
- Add an order for a client and supply vendor
- Copy an existing order, including its line items, onto another upcoming visit
- Filter the list by client name, order status, order date range and product
- See the submission and visit linked to each order
- Link an order to an upcoming AlayaCare visit that uses a supply-order service code, or clear the link
- Add line items one at a time or seven at a time, and edit or delete them while the order is not closed
- Close an order once its ordered quantity matches the expected quantity for the visit's service code
- Reopen a closed order, or cancel an order
- Configure the visit look-ahead window and the email account and text used for supply orders
Typical Workflow
- Use the filters at the top and click Apply Filter to find existing orders.
- Click Add, choose the supply vendor, confirm the order date and time, choose the client, and click Save. The new order opens.
- On the General tab, click Select A Scheduled Visit, choose one of the client's upcoming visits, and click Save.
- On the Line Items tab, click Add or Bulk Add and enter the products and quantities.
- Click Close Order and confirm. The order is now ready to be picked up for submission.
- To repeat an order for a later visit, select it in the main list and click Copy.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Supply Orders Visit Days Limit | Text (a whole number of days) | How many days ahead, starting now, to look for the client's upcoming visits when selecting a visit for an order or copying an order. |
| General | Supply Orders Email Account | Text | The email account used to send supply order forms to the vendor or client. |
| General | Supply Orders Email Body | Multi-line text | The message text used in those emails. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and its order detail page |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
Main Grid
Lists supply orders (14 rows per page). The first six columns stay in place when you scroll sideways.
| Column | Description |
|---|---|
| ID | Order number. |
| Vendor Code | Code of the supply vendor. |
| Order Date/Time | When the order was placed, in your time zone. |
| Client UID | The client's AlayaCare ID. |
| Client Name | Client last name, first name. |
| Delivery Date/Time | Delivery date and time (the start of the linked visit), in your time zone. |
| Client Address | The client's address on the order. |
| Order Status | Open, Closed or Cancelled. |
| Submission ID | The submission the order has been added to, if any. |
| Submission Status | Status of that submission. |
| Delivery Date/Time | Same delivery date and time as the sixth column, repeated further along the row. |
| Service Code | Service code of the linked visit. |
| Visit ID | AlayaCare visit the order is linked to. |
| Closed Date/Time | When the order was closed, in your time zone. |
| Manage Records | Edit icon that opens the order. |
Main Grid Filters
| Filter | Purpose |
|---|---|
| Filter Client Name | Limits the list to orders whose client first or last name contains the text (not case-sensitive). |
| Order Status | Limits the list to All, Closed, Open or Cancelled orders. |
| Order Date From | Start of the order date range (from the start of that day, in your time zone). |
| Order Date To | End of the order date range (to the end of that day, in your time zone). |
| Select a Product | Limits the list to orders that contain the selected product. Type to search by product ID or description. |
Click Apply Filter to refresh the list. Use Clear Filter to reset filters.
Actions
| Button | Description |
|---|---|
| Add | Opens the Supply Order dialog to add a new order. |
| Copy | Copies the order that is selected in the grid. Nothing happens unless exactly one order is selected. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Apply Filter | Applies the filters and refreshes the list. |
| Clear Filter | Clears the filters and refreshes the list. |
| Edit icon (Manage Records) | Opens the order. |
| Edit (right-click a row) | Opens the order. |
| Copy (right-click a row) | Copies that order. |
Dialog Components
Supply Order (add an order)
Opens from Add.
| Field | Purpose |
|---|---|
| Select A Supply Vendor | The vendor the order is for. Required. |
| Order Placed by Client Date / Time | When the client placed the order. Defaults to today at 9:00 AM. Required. |
| Client | The client the order is for. Type to search AlayaCare. Required. |
Click Save. The order is created as Open with the client's name, address and phone numbers taken from AlayaCare and the vendor's email address, and the order then opens. A warning is shown if the client cannot be found in AlayaCare. Use Cancel to close the dialog without saving.
Copy Order
Opens from Copy, after the system finds the client's upcoming visits that can take a supply order. If there are none, the message "No Future Supply Order Visits Found" is shown instead.
| Field / Button | Purpose |
|---|---|
| Select a Visit | List of the client's upcoming visits showing the start day, date and time and the service code. Click Choose beside the visit to use. |
| Order Placed by Client Date / Time | Order date and time for the new order. Defaults to now. |
| Save | Creates the new order. A warning is shown if no visit is chosen or the order date is missing. |
| Cancel | Closes the dialog without copying. |
The new order is Open, has the same vendor, client, address, facility and service as the original, takes its delivery date, service code and expected quantity from the chosen visit, and has a copy of every line item.
Supply Order (order detail page)
Opens from the edit icon, right-click Edit, or automatically after an order is added. The top of the page shows the order's Vendor, ID, Order Date/Time, Added (date, time and user), Client (name and AlayaCare ID), Reopened and Closed (date, time and user, when applicable), Address, Address 2, Main Phone, Personal Phone and Expected Line Item Quantity.
Buttons
| Button | Description |
|---|---|
| Edit | Shown while the order is Open. Opens a dialog where the Order Date / Time can be changed. |
| Close Order | Shown while the order is Open. Asks for confirmation, then closes the order. |
| Reopen Order | Shown when the order is Closed and has not been added to a submission. Returns it to Open. |
| Cancel | Shown while the order is Open or Closed. Cancels the order after confirmation. The visit link must be cleared first. |
Tabs
| Tab | Purpose |
|---|---|
| General | The linked AlayaCare visit, service code and delivery date. |
| Line Items | The products on the order. |
General
| Item | Description |
|---|---|
| AC Visit ID | The AlayaCare visit the order is linked to. |
| Service Code | Service code of the linked visit. |
| Delivery Date/Time | Start of the linked visit, in your time zone. |
| Select A Scheduled Visit | Shown while the order has no visit and is not closed. Opens the Select Visit dialog. |
| Clear Scheduled Visit | Shown while the order has a visit and is not closed. Asks for confirmation, then removes the visit, service code, expected quantity and delivery date from the order. |
Line Items — Grid
| Column | Description |
|---|---|
| Product Id | Vendor product ID. |
| Product | Product description. |
| Order Qty | Quantity ordered. |
| Invoiced Qty | Quantity already invoiced. |
| Qty to Invoice | Quantity still to be invoiced. |
| Reconciled | When the line was reconciled, if it has been. |
| Manage Records | Delete and Edit icons. Hidden once the order is Closed. |
Line Items — Grid Filters
| Filter | Purpose |
|---|---|
| Filter Product Description | Limits the line items to products whose description contains the text. |
Click Apply Filter to refresh the list. Use Clear Filter to reset it.
Line Items — Grid Actions
| Button | Description |
|---|---|
| Add | Opens the Item dialog. Shown while the order is Open and has a linked visit. |
| Bulk Add | Opens the Bulk Add Items dialog. Shown under the same conditions as Add. |
| Edit (row icon or right-click) | Opens the Item dialog for the line. |
| Delete (row icon or right-click) | Deletes the line after confirmation. |
Select Visit
Opens from Select A Scheduled Visit. Lists the client's upcoming visits, showing the start day, date and time and the service code. Click Choose beside a visit, then Save. The visit's start becomes the delivery date, and its service code and expected line item quantity are copied to the order. Only visits that are not already linked to another supply order and whose service code is used for supply orders are listed. If there are none, "No Future Supply Order Visits Found" is shown.
Edit order dialog
Opens from Edit on the order. Shows the read-only ID and the Order Date / Time, which can be changed. Click Save to keep the change.
Item
Opens from Add or the Edit action on a line.
| Field | Purpose |
|---|---|
| Select a Product | Search the vendor's products by ID or description. Required when adding. When editing, the product is shown but cannot be changed. |
| Qty Ordered | Quantity ordered. Must be greater than zero. |
| Qty Invoiced | Quantity invoiced. |
| Qty To Invoice | Quantity still to invoice. |
On Save, the product's current cost and selling price are stored on the line along with the extended amounts. A product can only appear once on an order ("Product already on order").
Bulk Add Items
Opens from Bulk Add. Shows seven rows, each with Select a Product and Qty Ordered. Fill in as many rows as needed and click Save. Rows without a product are ignored. A warning is shown if a product is chosen more than once, a quantity is missing or zero, a product is already on the order, or no product has been chosen at all.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Service Codes | Service codes marked for use with supply orders; only visits with these codes can be linked to an order. The expected line item quantity of the service code is the quantity an order must reach before it can be closed. |
| Supply Vendors | Vendors offered in the Supply Order dialog. The vendor's billing method decides whether the order is checked against an expected quantity when it is closed. Also covers its supply vendor products: products offered when adding line items and in the product filter, including their current cost and selling price. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Copy
- Requires exactly one selected order.
- Loads the client's calendar visits from AlayaCare from now through the number of days set in Supply Orders Visit Days Limit.
- Keeps visits that are not already linked to a supply order and whose service code is used for supply orders.
- If none remain, shows "No Future Supply Order Visits Found" and stops.
- After you choose a visit and click Save, creates a new Open order for the same client and vendor linked to that visit, and copies each line item from the original order.
Select A Scheduled Visit
- Loads the client's calendar visits from AlayaCare from now through the number of days set in Supply Orders Visit Days Limit, earliest first.
- Keeps visits that are not already linked to a supply order and whose service code is used for supply orders.
- If none remain, shows "No Future Supply Order Visits Found" and stops.
- After you choose a visit and click Save, stores the visit on the order and sets the delivery date, service code and expected line item quantity from it.
Close Order
- Requires the order to be Open.
- When the vendor is billed by Scheduled Visit, adds up the quantity ordered on all line items. If the total does not equal the expected line item quantity, closing stops with a warning and the order stays Open.
- Marks the order Closed, records who closed it and when, and clears any reopen date and user.
Closing is only processed for vendors billed by Scheduled Visit. For any other billing method, nothing happens after confirming.
Reopen Order
- Stops with "Order already added to submission" if the order is on a submission.
- Otherwise sets the order back to Open, clears the closed date and user, and records who reopened it and when.
Cancel
- Requires the order to be Open or Closed, and requires the scheduled visit to be cleared first.
- After confirmation, marks the order Cancelled and records who cancelled it and when.