Order responsible

If there are multiple people handling the creation and processing of orders, it is advantageous to select a responsible person for each order. This makes it easier to keep track of the orders each person is working on.

Regardless of whether you are working with offers, sales, purchases, or deliveries, all of it happens through orders.

Xena allows you to manage the order flow with status colors, ensuring that all orders follow the same process in your fiscal

Even though you use order status to manage the order flow in the company, it can still be useful to filter orders by the responsible person so that each person can focus on their offers and orders.

 

How to Assign an Order Responsible

When a user creates an order, they are automatically set as the order responsible. However, the order responsible field can be overridden.

1. Select the Sales > Order > Order Overview menu
2. Create a new order or open an existing one
3. Select the 'Order Head' tab
4. Switch to edit mode by clicking on the pencil icon in the top right corner
5. Delete the proposed order responsible in the 'Responsible' field
6. Select a different order responsible from the list

Note that you can only choose users who have access to work with orders (see setup of users at the bottom)

 

 

Where the Order Responsible is Used

The 'Order Responsible' field is used as a filter in many views and reports. Here are some examples of where this filter is particularly useful:

• In the order overview (Sales > Order > Order Overview) on the different tabs
• In the status overview (Sales > Status Overview)
• In project reports (Project > Reports), where you can filter on the field in most reports
• In voucher registration, where you can choose for the order responsible to approve the costs before they are posted on the order
• In the project ledger, where you can limit the order responsible to only approve registrations for their own orders

 

User Setup

For a user to be selected as an order responsible, the setup must be correct.

• Select the menu Setup > Company > User memberships
• Click on the user who should be able to be an order responsible
• Go to the 'Setup' box and select the 'Employee' tab
• Switch to edit mode by clicking on the pencil in the top right corner
• Check the box next to 'Show on Order'

Now, this user will be visible in the list when you need to choose the order responsible for an order.

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