Orders | K2 Online Help

Orders are used to instruct an agency (contractor) to carry out work on behalf of the organisation. They are also used for the purchasing of parts to complete a job. Processes specific to each organisation will determine when and how orders are created.

You can create orders against Jobs, Service Request Maintenance Requests, Condition Records, Maintenance Contracts, Project Contracts or PPM (Planned Preventative Maintenance) Active Tasks.

If an order is created directly from any non-job record, a Job is automatically created with the status set to Auto-created to link the Order and its source.

Use K2 to:

Adding or Editing an Order

To add or edit an order, do one of the following:

Search for and open the relevant order.
Search for and open the relevant job, condition or PPM Active Task, then either:
- Click the New Order option in the Tasks panel.

Click the Current Order(s) option in the Associated Items panel to display the Orders List, and then double-click an existing record to open it.

The Order Editor is displayed.

Enter or edit the relevant details.

The fields on the Order Editor are described in the following table:

This field…	Holds this information...
Order Number	A unique order number. This can either be entered or populated automatically, depending on the Order Unique Number setting in System Options (accessed by navigating to Tools > System Options and then clicking the System Options button).
External Reference	A reference from another system, if required.
Project Number	A reference to a project, if required.
Contractor	The order's contractor. If the order is for a PPM Task that is linked to a contract, this populates automatically. The contractor must have the Approved and Is Contractor check boxes selected on the Agency Editor. Refer to Add or Edit an Agency for further information.
Contractor Site Code	The contractor's site code, if the contractor has multiple site codes set up against the Purchase Ledger entry.
Surveyor	The surveyor, if required. Select from the drop-down list, which is populated with contacts that have the Surveyor check box selected.
Procurement Type	The procurement method used to select the contractor. These can be defined in Procurement Type Reference Data (accessed by navigating to Finance > Accounts Payable > Order).
Instructing Officer	The instructing officer, if required. Select from the drop-down list, which is populated with contacts that have the Instructing Officer check box selected.
Created Date	The date the order record was created. This is populated automatically on saving.
Authorised	Whether the order has been authorised. You need a role with the OrderAuthorise or OrderAuthoriseOwnOrders permission to enable this check box.
Issued Date	The date the order was issued. This is populated automatically based on when the email was sent to the contractor.
Due Date	The date the order is due to be completed. This field is mandatory.
Actual Start Time	The actual start time of the order, if required.
Actual Finish Time	The actual end time of the order, if required.
Priority	The priority of the order. These can be defined in Priorities Reference Data (accessed by navigating to Services > Service Request).
Order Status	The status of the order. These can be defined in Order Status Reference Data (accessed by navigating to Finance > Accounts Payable > Order).
Contract	The relevant contract. This is populated automatically if the order was added to a maintenance contract.
Material	Estimated material costs.
Labour	Estimated labour costs.
Plant	Estimated plant costs.
Total	Estimated total costs. This is populated automatically based on the Material, Labour and Plant fields.
Order Value	The value of the order. This is populated automatically.
Authorised Order Variations Value	The value of any authorised order variations. This is populated automatically.
Total Value	The total value of the order. This is populated automatically.

Add or edit any Order Items or Cost Codes as required.
Click Save.

Adding an Order Item to an Order

When creating an Order from a Job-related to a PPM Active Task. Order items are populated automatically from PPM Instructions per PPM Item (that is: if the instruction set against the PPM Task has two instructions and there are three locations linked to the PPM Task, there will be six order items - two for each location).

For non-PPM Orders, this will move the Job Items over as Order Items.

To add order items to an order:

Search for and open the order record, if required.
Click the Add Item button in the Order Items section.

Alternatively, double-click an existing record to edit it.

The Edit Order Item window is displayed.

Enter or edit the relevant details.

The fields on the Edit Order Item window are described in the following table:

This field	Holds this information...
Rate Item	The rate type item. These can be defined in Rate Types Reference Data (accessed by navigating to Functions > Schedule of Rates > SOR).
Schedule Of Rate	The schedule of rate. This is populated automatically based on the selected Rate Item. These can be defined in Schedule of Rates Reference Data (accessed by navigating to Functions > Schedule of Rates > SOR).
Description	A description of the item. This field is mandatory.
Ordered Quantity	The quantity of the item ordered.
<Cost fields 1-3>	Costs associated with the rate types. These can be overridden by selecting the Override Costs check box. These can be defined using the Cost Name 1 to Cost Name 3 fields in Rate Types Reference Data (accessed by navigating to Functions > Schedule of Rates > SOR).
Unit Price	The unit price. This can be overridden by selecting the Override Unit Price check box.
Item Total	The total cost of the item.

Click OK.

Adding Cost Codes to an Order

Cost codes are automatically populated from the PPM Active Task or job, but can be edited if necessary.

To add or edit a cost code:

Search for and open the order record, if required.
Click the Add Cost Code button in the Cost Code section.

Alternatively, double-click an existing record to edit it.

The Cost Code Editor is displayed.

Enter or edit the relevant details.

The fields on the Cost Code Editor are described in the following table:

This field…	Holds this information...
Is Revenue	Whether the cost code is revenue.
Is Capital	Whether the cost code is capital.
Account Code	The account code. Select from the drop-down list. These can be defined in Chart of Accounts Reference Data (accessed by navigating to Finance > Finance).
Cost Code	The cost code. Click the Edit button to display the Part 1 and Part 2 fields, where you can enter the parts of the cost code.
Cost Centre	The cost centre. Select from the drop-down list. These can be defined in Cost Centre Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Total Cost	The total cost.

Click OK.

Other Tasks/Associated Items:

Managing Order Permits to Work

Refer to Adding or Editing Work Permits for further information.

Managing Order Reference Data

Refer to Order Reference Data for further information.

Managing Order Notes

Refer to Managing Notes for further information.

Managing Order Attributes

Refer to Using Attribute Manager for further information.

Click the links below to navigate to the following related topics:

Other Tasks/Associated Items:

Related Topics