Order Management

Users can send an enquiry to the suppliers to receive quotations. Depending on whether they like the quotation, they can then choose to create an order. To create an enquiry, go to the Enquiry section under the Orders tab in the main menu. Here, you can either add a new enquiry or load a previously saved enquiry by selecting Add Enquiry or Load Enquiry

Loading an Enquiry: If you have saved an enquiry earlier, select Load Enquiry to continue working on it.

Creating a New Enquiry: To start a new enquiry, select Add Enquiry, then choose Create New.

Basket: This includes products you have added to the basket either from the Denven desktop system or via scanning in the Denven Stock Management app.

Stock: Select products directly from your stock.

Low Level: Products that have reached their minimum stock threshold will be available here.

Add New Product: If the product has not been added to your stock before, you can add a new product by selecting a supplier, entering the product name or code, searching for the product, and then adding it to the enquiry.

Once you’ve chosen the products for your enquiry or order, confirm the selection by reviewing the product details.

You can select the ‘Back to List’ option in the bottom left corner to save the enquiry as a draft and load it later.

After selecting the products, specify the quantity you wish to order. You can also include any notes for the supplier at this stage. Once everything is confirmed, click Confirm and then Send Enquiry.

You can track the status of your enquiry on the Enquiries page using the progress bar. For a detailed timeline and history of actions on the enquiry, select Options and choose View Timeline.

Once an enquiry is sent, the progress bar will reflect 30%, indicated by a purple color. This confirms that the enquiry has been successfully submitted to the supplier. When the supplier responds with a quotation, the progress bar will advance to 60%, changing to an orange color. At this stage, you have the option to proceed by placing an order based on the quotation provided.

If you choose to place the order, the progress bar will reach 100% and turn green, signifying that the process is complete. The order will then be moved from the Enquiries section to the Orders section, where you can further track or manage it.

Create Order: If you’ve received a quotation from the supplier and wish to move forward, select Create Order to proceed with placing the order

View: To see the details of the enquiry, select View. This will give you an overview of all the products and information in the enquiry

Timeline: By selecting Timeline, you can view a complete history of the enquiry. This includes the enquiries you’ve sent, the quotations received, and any actions taken by both you and the supplier

Delete: If you no longer wish to continue with the enquiry, you can select Delete to remove it from the system.

Once the supplier sends a quotation, the progress bar will reach 60% and change to orange. To review the quotation, click the three dots next to the enquiry and select ‘View’ or ‘Timeline’ to access the quotation provided by the supplier.

If you decide to proceed with the order, click ‘Create Order’ on the right side of the window.

Enter the quantity you wish to order and Confirm the quantity of each product by selecting the green tick icon. You can also add any comments for the supplier if needed. Once everything is confirmed, click Confirm and Send to submit the order to the supplier.

After placing the order, users can track its progress through the progress bar in the Orders section, accessible from the main menu. Once the order is placed, the progress bar will indicate 50% completion. When the supplier confirms the order and provides a delivery date, the progress bar will update to 60%.

Receive: The Receive option in Denven allows you to confirm the quantity of products received in an order and compare it to the originally ordered quantity.

In the receiving process, users can confirm the quantity of each product received. If the received quantity is less than the ordered quantity, the remaining items will automatically be registered as a backorder, ensuring that the remaining quantity is tracked for future delivery. You can also return the product if you wish. The confirmed received quantities will then move to Draft Stock for further processing.

Merge: The Merge option in Denven allows users to consolidate multiple orders into a single order, streamlining the processing of related orders. This feature is particularly useful when two or more orders share the same shipment or invoice, as merging reduces administrative tasks by handling all items together. Additionally, merging simplifies order management by consolidating inquiries, managing shipping, and processing billing as a unified process.

To merge two separate orders, follow these steps, navigate to one of the orders you wish to merge. Click on the three dots located next to the order and select the Merge option from the drop-down menu. Choose the second order you wish to merge with the first. Select Merge on the top right corner, Denven will merge them into a single order, with the combined order using the order number of the first selected order.

Abort and Upload Invoice: The Abort option allows users to cancel or stop an order processing action that is currently in progress. If an error is detected or the order no longer needs to be processed due to changes in requirements, selecting the Abort option terminates the current operation and halts further processing. This ensures that no unwanted actions are taken after an order is aborted. The Upload Invoice option allows users to attach an invoice to the enquiry or order. Uploading invoices ensures that all necessary documents and details are stored within the order management system, making it easy to access and manage the relevant information related to the order.

When you upload an invoice in Denven and have not yet received the order but have already made the payment, Denven will automatically track this as a backorder and maintain a record. Similarly, if you are ordering systematically through Denven and there is a backorder, Denven will register all the products that have been paid for but not received as a backorder.

You can access this list of backorders on the Backorders page under the Orders section. If you have uploaded an invoice or processed your draft stock and need to refresh the backorder status, simply select Backorder Check in the top-right corner. This will refresh the page, showing which backorders have been received and which are still pending.

When you upload a supplier’s invoice to Denven, all invoices are systematically recorded and maintained in a database accessible through the Invoice History section under the Orders tab in the main menu. This section allows you to access all invoice details you have uploaded over time. To locate a specific invoice, use the search bar to quickly find it.

By selecting Options and then View on any invoice, you can access all the product details included in that particular invoice. This feature enables you to track and manage all the products and invoices uploaded into the Denven system efficiently.