What we want to order

The What we want to order report helps the buyer: it shows what needs to be ordered and issues purchase orders in bulk from the selected items.

You will find the report in the menu Documents → Tools → What we want to order. It comes in two forms, by persons and by months. If you have access to both, you switch between them on the left with the “By persons / By months” link.

A list of requested amounts from purchase requests, project briefs, requests for quotation and quotations that are not yet ordered or closed.

Persons are on the left, individual amounts on the right. From the selected amounts, you create issued purchase orders with the “Bulk document creation” function. You mark amounts you are no longer going to order as closed, and they disappear from the list.

In the report settings (on the left, “Change report setting”), you change which amounts the report shows:

• “Contains text”
• “Amount folders” - by default only requested amounts
• “Approval” - by default only approved, further only unapproved or all
• “Amount type” - by default income and expenditure, including “Also include zero amount lines”
• “Document type” - include only amounts from purchase requests, project briefs, issued requests for quotation, received quotations or evaluations of quotations, or leave them out
• “Labels” - all amounts, leave out amounts marked with the selected labels or include only those, optionally also with sub-labels

The other fields of the form (amount, currency, due date, fulfillment date, date of the last reminder notice and of the payment order) are shared with the payment reports and do not need to be changed when ordering. If you have changed the settings, the “Restore default filters” link appears on the left.

This form is based on the budget and is suited to regular purchases in quantities - for example monthly supplies of material or services. For each budget item, you see the budgeted quantity, what has already been ordered (agreed amounts), the consumption in percent, the quantities by month for the recent period and the remaining quantity.

You enter the quantity for the current month (until the 5th day also for the previous one) directly in the table and with the “Save amounts” function you create an issued purchase order from it.

In the report settings (on the left, “Change report setting”), you select:

• “Labels” - items that have at least one of the selected labels (“Has at least one”) or all of them (“Has all”). Until you select at least one label in “Has at least one” (here or for each source in the detailed settings), the report opens the settings instead of the items.
• in “Detailed settings”:
  • “Month/year displayed” - you can also view older months
  • “Source 1” and “Source 2” - where the report takes the budget from: amount folder (budgeted by default), labels, amount type and whether to show the column
  • “Source 3” - what is being ordered: by default agreed amounts, expenditure. ReFIS saves the entered quantities into this folder and creates an issued purchase order from them.
  • “Add to document” - by default “New document”, further “Do not insert on the document”, “New/existing document for a specific month” or “Existing document from selection”

The by-months form is available to you with the “Overview of amounts by month” right, and only if you can see both the budgeted and the agreed amounts folder (the “Show the Budget module” and “Show the Requested, agreed and delivered amounts module” rights). Otherwise the menu opens the by-persons form, with the “Summary of amounts by person: What do we want to order?” right.

• What they should have delivered to us and what we were supposed to deliver
• Purchase requests
• Related purchase requests, orders and invoices