Supply Orders V2

Executive Summary

Supply Orders V2 is the workspace for recording and tracking supply orders placed by clients with supply vendors. Staff start an order for a client (choosing the vendor, the date the client placed the order and one of the client's active services in AlayaCare), then open the order to add the products ordered, review and add client notes, and close it when it is complete. From the order list, staff can copy an earlier order, reconcile a sent order against the vendor's invoice (invoice number, date, taxes and quantities invoiced, back-ordered or cancelled), and export the filtered list with its line items to Excel.

Key Features

Start a new order for a client, linked to one of the client's active AlayaCare services
Copy an existing order, including its line items, as a new open order
Filter the order list by client name, order status, order dates, vendor code, distribution status, reconciliation status and product
Open an order to maintain its shipping address, line items and client notes, and to close, reopen or cancel it
Add line items one at a time, several at once (Bulk Add), or from the items the client has ordered before
Add and view AlayaCare client notes of the supplies type from the order
Reconcile a sent order against the vendor invoice, with quantities invoiced, back-ordered and cancelled for each product
Export the filtered orders and their line items to Excel
Configure page settings (when permitted)
Only vendors whose billing method is Visit Premiums are offered when starting an order

Typical Workflow

Click Start New Order, choose the vendor, confirm the order date and time, search for the client, choose one of the client's services, and click Save. The new order opens.
On the order page, add line items with Add, Bulk Add or Previously Ordered Items. Use Edit to enter a shipping address if it differs from the client's address.
Click Close Order when the order is complete.
Back on the list, filter to find orders and click Apply Filter.
When the vendor's invoice arrives for a sent order, right-click the order, choose Reconcile, enter the invoice details and quantities, and click Save or Save As Reconciled.
Click Export to save the filtered orders to Excel.

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	Number of days used by the supply orders visit-days limit for this screen.
General	Supply Orders Email Account	Text	Email account used for supply orders.
General	Supply Orders Email Body	Multi-line text	Text used as the body of supply order 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 pages
Settings View	Open View Settings to see the page configuration
Settings Edit	Open Edit Settings and change the page configuration

Main Grid

The grid lists supply orders (14 rows per page). The first six columns stay in view when you scroll sideways. It loads when the page opens and again each time you click Apply Filter or Clear Filter.

Column	Description
ID	Order number.
Vendor Code	Supply vendor the order is placed with.
Order Date/Time	Date and time the client placed the order, in your local time zone.
Client UID	AlayaCare client ID.
Client Name	Client last name, first name.
Order Status	Open, Closed or Cancelled.
Distribution Status	Sent once the order has been sent to the vendor; blank before that.
Visit ID	AlayaCare visit linked to the order.
Closed Date/Time	Date and time the order was closed.
Manage Records	Edit button that opens the order.

Main Grid Filters

Filter	Purpose
Filter Client Name	Limits the list to clients whose first or last name contains the text (not case-sensitive).
Order Status	All, Closed, Open or Cancelled.
Order Date From	Earliest order date to include (from the start of that day).
Order Date To	Latest order date to include (to the end of that day).
Filter Vendor Code	Limits the list to vendor codes that contain the text.
Distribution Status	All, blank (not yet sent) or Sent.
Reconciliation Status	All, blank (not started), In Progress or Reconciled.
Select a Product	Limits the list to orders that contain the chosen 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
Start New Order	Opens the Supply Order dialog to start a new order.
Copy	After confirmation, copies the order selected in the grid (click a row to select it). Nothing happens unless exactly one order is selected.
Export	Exports the filtered orders and their line items to Excel.
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	Resets all filters and refreshes the list.
Edit (row button, or right-click a row)	Opens the order page.
Copy (right-click a row)	Copies the order that was right-clicked, without asking for confirmation.
Reconcile (right-click a row)	Opens the Reconcile Vendor Invoice dialog. Only orders with a Sent distribution status and a linked visit can be reconciled; otherwise a warning is shown.

Dialog Components

Supply Order (new order)

Opens from Start New Order. Click Save to create the order, or Cancel to close the dialog. After saving, the new order opens on its own page.

Field	Purpose
Select A Supply Vendor	Vendor the order is placed with. Required.
Order Placed by Client Date / Time	When the client placed the order. Defaults to now. Required.
Client	Search for and select the client. Required. The client must exist in AlayaCare.
Client service list	After a client is selected, lists the client's active AlayaCare services. Click Choose on the service for this order. Required.

The order is created as Open, and the client's name, address and phone numbers are copied from AlayaCare onto the order.

Reconcile Vendor Invoice

Opens from Reconcile (right-click a row). Enter the vendor invoice details and the quantities received for each product. Save stores the entries without changing the reconciliation status you selected; Save As Reconciled stores them and marks the order Reconciled. Cancel closes the dialog without saving.

Field	Purpose
Order ID	Order being reconciled (read-only).
Vendor	Vendor code (read-only).
Visit Status	Current status of the linked AlayaCare visit.
Invoice Number	Vendor invoice number.
Invoice Subtotal	Invoice amount before tax.
Invoice Date	Date of the invoice.
Tax - PST	PST amount on the invoice.
Reconciliation Status	Blank, In Progress or Reconciled.
Tax - GST	GST amount on the invoice.

Click Set Qty Invoiced to Qty Ordered to copy each ordered quantity into the invoiced quantity.

Reconcile Vendor Invoice — Grid

Column	Description
Product Id	The vendor's product identifier.
AC Premium ID	AlayaCare premium linked to the product.
Qty Ordered	Quantity ordered.
Qty Invoiced	Quantity on the invoice.
Qty B/O	Quantity back-ordered.
Qty Cancelled	Quantity cancelled.
Manage Records	Edit button (or right-click Edit) that opens the Reconcile Vendor Invoice Detail dialog.

Reconcile Vendor Invoice Detail

Opens from Edit on a product in the reconcile grid. Enter Qty Invoiced, Qty B/O and Qty Cancelled and click Save. The values are held in the reconcile dialog until you click Save or Save As Reconciled there.

Supply Order Page

Opens from Edit on an order row, or automatically after a new order is saved. The header shows the vendor, order ID, status, client (name and AlayaCare ID), order date and time, client and shipping addresses, phone numbers, who added the order and when, and, when applicable, the reopened and closed dates with the user. A Back link returns to the order list.

Buttons shown depend on the order status:

Button	Description
Edit	Open orders only. Opens the Vendor dialog to change the order date and time and the shipping address.
Close Order	Open orders only. After confirmation, marks the order Closed and records who closed it and when.
Reopen Order	Closed orders only, and only when the order has no linked visit and has not been added to a submission. After confirmation, returns the order to Open.
Cancel	Open or closed orders. After confirmation, marks the order Cancelled. An order that has a linked visit cannot be cancelled until the visit link is cleared.

Beside the header is a grid of the client's active AlayaCare notes of the supplies type, with Note Date and Note columns (6 rows per page), and an Add button to add a note.

Tabs

Tab	Purpose
Line Items	Products on the order.
General	Read-only AC Visit ID, Service Code and Delivery Date/Time of the linked visit.

Line Items — Grid

The grid lists the products on the order (14 rows per page).

Column	Description
Product Id	The vendor's product identifier.
Product	Product description.
Order Qty	Quantity ordered.
Cost	Cost per unit.
Total Cost	Quantity multiplied by cost.
Selling Price	Selling price per unit.
Total Price	Quantity multiplied by selling price.
Reconciled Date	Date and time the line was reconciled.
Manage Records	Delete and Edit buttons. Hidden when the order is closed.

Line Items — Grid Filters

Filter	Purpose
Filter Product Description	Limits the lines to products whose description contains the text.

Line Items — Grid Actions

Button	Description
Add	Open orders only. Opens the Item dialog.
Bulk Add	Open orders only. Opens the Bulk Add Items dialog.
Previously Ordered Items	Open orders only. Opens the Previously Ordered Items dialog.
Apply Filter	Applies the product description filter.
Clear Filter	Clears the product description filter.
Edit (right-click a row)	Opens the Item dialog for the line.
Delete (right-click a row, or the delete button)	After confirmation, deletes the line.

Vendor (edit order)

Opens from Edit on the order page. Shows the order ID (read-only), and lets you change the Order Date / Time and a shipping address that differs from the client's address (Address, Address Line 2, City, Province/State, Postal/Zip Code). Click Save to store the changes.

Item

Opens from Add (or Edit on a line). Choose a product (search by ID or description; only products of the order's vendor are offered) and enter Qty Ordered. When editing, the product is shown but cannot be changed. Click Save. The cost and selling price are taken from the product's current prices. Warnings are shown if no product is chosen, the quantity is not greater than zero, or the product is already on the 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. Warnings are shown if a product appears twice, a product is already on the order, a quantity is missing, or no product was chosen.

Previously Ordered Items

Opens from Previously Ordered Items. Lists items this client has ordered before from the same vendor on other orders (newest first, 14 per page).

Column	Description
(check box)	Select the item to add.
Order Date	Date of the earlier order.
Product Id	The vendor's product identifier.
Product	Product description.
Order Qty	Quantity on the earlier order.
Qty	Editable quantity to order now. When it is 0, the earlier quantity is used.

Select the items and click Add Selected Items To Order.

Note

Opens from Add beside the client notes. Enter the Note and click Save. The note is added to the client in AlayaCare as a home care supplies note. Click Cancel to close without saving.

Dependencies

The following tables must be configured for lookups on this view to work:

Table	Description
Premium Codes	Premium names shown in the Premium column of the Excel export.
Supply Vendors	Vendors offered when starting an order (only those billed by Visit Premiums). Also covers its supply vendor products: products, costs and selling prices offered when adding line items and used when copying an order.

Processing Overviews

This section describes what happens after you confirm a processing action.

Copy

Requires exactly one order to be selected (the Copy button) or right-clicked.
Creates a new Open order with the current date and time as the order date, and the same client, address, phone numbers, vendor, facility and service as the source order. No visit is linked to the copy.
Copies each line item (product and quantity). The cost and selling price come from the product's current prices when the product still exists; otherwise the earlier prices are kept.
Refreshes the order list.

Export

Builds an Excel workbook from the orders currently in the grid (after the filters).
The Summary sheet lists the filters in effect. The Orders sheet lists each order with its vendor, order date and time, client ID and name, address, entry code, phone numbers, status, distribution status, visit ID and closed date and time. The Order Line Items sheet lists every line of those orders with the client name and address, product, premium, quantities, costs, prices and reconciled date.
Downloads the file, named SupplyOrders_{date and time}.xlsx, and shows "Exported Successfully".

Close Order, Reopen Order and Cancel

Close Order marks an open order Closed and records the user and time.
Reopen Order is refused if the order has already been submitted or added to a submission; otherwise it marks the order Open and clears the closed date and user.
Cancel marks the order Cancelled and records the user and time.