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Orders

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This menu section contains everything related to Orders.  Click on the "+" on the left to view the order functionality available to you.

The following provides an overview of the processing of an order in CampControl.  Note that this procedure is recommended but not mandatory - steps may be skipped to fit in with your company’s procedures.

1. Place Order

A user on site places an order on CampControl.  The user enters the details of the order and (optionally) uploads an attachment describing the article(s) being purchased.  He/she also decides who should authorise it or if it needs to be authorised at all.  Additionally, the user decides who the order must be submitted to, either (1) the internal expediters or (2) a user with purchasing privileges.  If the user knows the supplier at this point, it can be selected.  An order should be specific to a supplier.  An order can be split out by supplier later if necessary.

Note: CampControl has the option of making authorisation mandatory for all orders originating from a location (camp).

2. Authorise for Purchase

If the order should be authorised, an email is sent to the authorising user.  The authoriser either authorises the order or declines authorisation (this can be done by clicking on a link in the email).  Both options allow for a comment to be added.  On declining authorisation, the order is returned to the submitting user’s drafts folder for modification and subsequent submission.  The declined order remains on CampControl with the status ‘Authorisation For Purchase Denied’.

3. Assign Purchaser

Once authorised, a purchaser may be assigned.  If the order was sent to a specific purchaser, the order is automatically assigned by CampControl to the purchaser.  The purchaser at this point should select a supplier, if not already selected.  If the order contains items for more than one supplier, the order can be split, using the 'Split Order' button.

If the order was sent to the internal expediters, an Expediting Manager must assign the order to an Expediter for purchasing.  The Expediter can elect to receive an email notification that an order has been assigned to him/her.

4. Purchase

Once purchased, the purchaser marks each item as purchased and adds any relevant comments.  The purchaser also uploads the invoice as an attachment to the order.  Once purchased, the items may be shipped to the location which will result in CampControl adding the items to the location’s inventory.

5. Authorise for Payment

Once the goods have been received, a manager with signing authority must check the invoice and mark the order as ‘Authorised for Payment’.  This control ensures the accounting department doesn’t pay invoices that are incorrect.

6. Pay

The accounting department, once payment has been sent, mark the order as ‘Paid’.   We recommend including the payment details, e.g. cheque #, which credit card was used. This is the final step in the order process.

Note: Order numbers are strictly consecutive to aid in auditability.  It is for this reason some companies have elected to use CampControl’s order number for their Purchase Order (PO) number.  This also means orders, once submitted, cannot be deleted thus ensuring no gaps in order numbers.

Note 2: Orders can be stopped at any stage, should the need arise (e.g. it is discovered that the order is a duplicate of another order).  A comment should always be included when stopping the order.

A summary of the workflow:

See also