The Upper Portion contains the details referring to the order as
a whole. Which customer made the order, the Order No.,
The Lower Portion contains the individual lines which make up an
order. Each order is made up of one or more items, one or more
times. That is, there can be many items ordered of one or more type
It is important that an item is only listed here
once per order because the combination of Item Code and Order Number are
used as a Unique Key to track Items ordered from suppliers and
How To / What is...
Add New Customer Order and Order Lines
- First, click the New button on the top left of the screen.
This will create an empty customer order record with a new unique
Customer Order No. These numbers are sequential. Click on
the Customer Number field and a list of customers will appear.
Select the customer who is making this order. Only one
customer is permitted per order.
- Click on the Item code box and enter the Item Code. If the
item code exists, the description and price will appear in the next
- If this is a Priority Item, click the Priority Items checkbox and a
red exclamation mark will appear in it. This displays in the
Packing / Invoicing screen and assists with the swift dispatch of the
goods, should it be necessary.
- Enter the Order Quantity. (Sometimes it is necessary to 'Tab'
to this field as under certain circumstances Filemaker does not
recognise a mouse click at this point. This seems to be a
'feature' of FileMaker The total value of the order line is displayed
in the next field.
The Item Code and Quantity fields are the only two required fields
per order line.
The Next Two fields show how much of the order is complete, in
number of pieces and value.
- Then follows the total number of pieces of this item which remain to be
shipped. This is the quantity on 'Backorder' - that which has
been ordered but not delivered. When an order is first
entered this will be the Order Quantity.
- The next 3 fields all display a stock value. The Raw stock,
the number On Order from the supplier and the number of Ready Items -
those waiting to be shipped. Raw stock is that stock which has arrived
from the supplier but which has not been 'Finished' yet.
This gives an instant overview of the stock status of the particular
item - allowing production schedules to be set and requirements to be
The last four icons on each row are all buttons which perform functions pertinent
to each order line.
- The red tick mark opens the Stock record
for this Item Code.
- The Dollar symbol takes the user to the Supplier
Orders screen. It is here that the order is broken down into
manageable quantities for the assigned to one or more suppliers.
- The Suitcase icon takes the user to the
Load Items screen in which the items are assigned to a
container. Each container has a new Packing
/ Invoicing record and this must be created before the next
step. This can be done before, during or after the loading
(stuffing) of the actual container but must be complete before the
Loading List is generated.
- The dustbin icon deletes the current order line.