Orders

Navigation to this function

Menu path

Manage all services that you have requested from service providers via the orders. You can enter the client and contractor data here and manage the costs incurred. The purchase orders are also firmly linked to the invoice approval workflow so that the invoices received for the purchase order are displayed here.

Workflow order

This info area contains all workflow data relating to the current data record.

Identification

Information on the identification of the data record is stored in this info area.

Property	Description
Desired start of execution (default)	Selection of the date on which the ordered goods are to be delivered.
purchasing group	This function has not yet been completed. In future: Display / selection of the purchasing group that placed the order. Instead of being sent to an individual customer, the e-mails from the "FM orders" workflow are sent to this group at a group e-mail address. This means that more than one client can use the workflow. The purchasing group is obtained from SAP when the FM order is imported and automatically stored here.
Order number FiBu	Display of the order number in the external financial accounting system. This number is automatically entered here when the purchase order is created in the financial accounting system.
offer date	Selection of the date on which the offer was received.
Agreed start of execution	Selection of the date on which the order was actually delivered.
remark	Enter comments or notes on the FM order.
addendum to	Selection of the higher-level purchase order. The "Purchase order" report is supplemented by the "Purchase order history" area, in which the higher-level purchase order and its supplements are listed.
Order number manual	Enter a manual order number here. This will replace the automatically generated order number.
order number	Display of the FM order number. The number is automatically calculated dynamically.
Society	Selection of the company issuing the order.
Specification of annual budget for order items	Display of the annual budget within which the FM order is made.
cost center	Selection of the cost center to be debited for the FM order.
Order text / Commission	Enter an order text or the commission.
Status	Selection of the status of the FM order.
Priority	Selection of the priority of the FM order.
Order triggering	Selection of the date on which the order was sent to the contractor.

Information on the client

Information about the client can be entered here. Among other things, it serves to support the contractor, who can use the delivery address entered here to see where he can fulfill the services he offers.

Property	Description
Buyer	Name of the (internal) contact person. This does not appear on the written order.
generated from relocation	Display of the move for which the order was created.
Customer number	Enter the customer number of the client.
generated from service ticket	If the FM order was generated from a service ticket, this is linked here.
Delivery address	Select or enter the delivery address.
Contact person	Selection of the customer. This is shown on the written order as the contact person with telephone number.

Contract and workflow for contract (and category)

This group includes attributes that describe the contract and the associated workflow of an order. This includes contractual details as well as information on the processing status and category of the order.

Property	Description
Workflow for contract (and category)	Assign the appropriate workflow to the selected contract
Contract	Selection of the contract under which the contractor delivers the agreed services.

Contractor

Information about the contractor and the offer can be entered in this info area.

Property	Description
Terms of payment	Here you have the option of reflecting the agreed payment terms with the vendor/supplier. The payment due date can be stored with the vendor, in which case this field is filled directly when the invoice is created.
Ticket number of the contractor	Enter the purpose number of the contractor.
Billing by credit note	Specifies whether the FM order is to be billed as a credit note.
Offer	Selection of the contractor's offer for the FM order.
offer number	Enter the contractor's tender number.
Contractor	Selection of the company that will carry out the order.

Description of the damaged object

This info area is used to record information about the damaged object. It helps the contractor to prepare for work on the property.

Property	Description
Description	Enter the description of the damaged object.

Amounts

This group summarizes all monetary values associated with an order. This typically includes order totals, discounts, taxes and other fees.

Property	Description
Net cost estimate [€]	Enter the cost estimate in euros.
Total invoices net [€]	Display of the net total of all invoices issued to date for this order.
Budget burden [€]	Display of the total of all net invoice amounts in euros.
Order value net [€]	Display of the net order value (order volume of this order).

Signature regulation

Definition of the signature fields to be displayed in the order letter for this order.

Property	Description
first signature	Selection of the group of people who are authorized to provide the first signature. The name of the selected personnel function is displayed in the "Order" report below the signature line.
Second signature necessary?	Indicates whether the second signature is required. If the checkbox is activated, an area for the second signature is added to the "Order" report.
second signature	Selection of the group of people who are allowed to add the second signature. The name of the selected personnel function is displayed in the "Order" report below the signature line.

Building, trade and classification

Further data on the FM order is stored here.

Property	Description
trade	Selection of the trade to which the FM order relates.
Classification	Selection of the classification of the FM order.
Building	Selection of the building to which the FM order relates.

Performance feedback

Here, for example, service providers can create service confirmations for the existing FM order as part of the workflow. Only confirmations in the amount of the service items specified in the order can be created. See IC1996.

Add contractual services

The contractual services from the contractor's catalog can be adopted as order items.

order items

The individual order items of the FM order are stored in this list. Further order items can be added.

Delivery items Total

Deliveries

Incoming invoices for this order

All invoices received that have been assigned to the current FM order are displayed in this info area.

Ordered maintenance orders

This list shows all maintenance orders that have been assigned to this FM purchase order. This makes it possible to see which maintenance services have been requested via the purchase order.

Supplements

This list contains the existing supplements to this FM order.

Documents (external)

Any documents relating to the FM order (e.g. scanned version of the contractor's offer) can be uploaded here.

In this section you can upload, download and manage files.

Documents (internal)

Any documents relating to the FM order (e.g. scanned version of the contractor's offer) can be uploaded here for internal use only.

In this section you can upload, download and manage files.

Contains the form fields for the workflow in this form again to enable intuitive use after all data has been entered.

Comments (external)

This comment area is used in the workflow for communication between the service provider and the client.

In this section you can add and edit comments and annotations.

Comments (internal)

This comment area is used in the workflow for communication between the client and internal audit.

In this section you can add and edit comments and annotations.

Order (request)

Order (letter)

This report generates the FM purchase order as a letter. It lists the order data such as commission and order items. The contact details of the contractor and client are entered directly so that the report can be printed out and sent directly as a letter. The report can only be called up if at least one order item is available. For more information, see IC1958.

Order (Preview)

The same report as the order in letter form only with the contractor's fax number added.

Billing sheet (PDF)

This report lists all reported services that will be invoiced in the next partial invoice or in the final invoice. It contains information on the order, vendor and customer and lists the item, quantity and unit, short text, unit price, surcharge, unit price with surcharge and the total net price for each service confirmation.

Accounting sheet (Excel)

This report can be accessed via the workbar under the "Reports" button. The billing sheet lists all services that have been billed via this order.

Unchecked settlement sheet

Billing sheet (special)

Proof of work

This report can be accessed via the work bar under the "Reports" button. This report can be used to create work records or report slips.

Create SAP purchase order

This function can be called up via the "Extras" button in the work bar. This can be used to create the FM order as a purchase order in the SAP system.

GAEB Import (X86)

This function can be called up via the "Extras" button in the work bar. GAEB tender data (X86) can be imported into the FM order data record using this function if no order items have yet been created for the FM order.

GAEB export (X83)

This function can be called up via the work bar under the "Extras" button. The order is downloaded as a GAEB file.

Internal Audit

This info area is used to store whether the FM order has been through internal auditing.

Property	Description
Internal Audit Auditor	Display of the employee who carried out the internal audit. This field is mainly required for the workflow and is filled automatically.
Internal Audit Audit	Indicates whether an internal audit has taken place for this order. This field is mainly required for the workflow and is filled automatically.

Email placeholder texts

This group contains placeholder texts for email templates related to orders. The texts can be used in automated email notifications to customers to communicate personalized order status information.

Property	Description
Placeholder text 01	⚠️ This property will be removed in one of the next releases. Please do not use it anymore. field is obsolete and not in use.
Placeholder text 02	⚠️ This property will be removed in one of the next releases. Please do not use it anymore. field is obsolete and not in use.
Placeholder text 03	⚠️ This property will be removed in one of the next releases. Please do not use it anymore. field is obsolete and not in use.

Add new delivery

Is used as an action in the order to create a template for a delivery from order items

Create invoice using the credit memo procedure

This function can be used to generate an invoice using the credit memo procedure for the assigned order items. To do this, the vendor must participate in the credit memo procedure, the purchase order must be flagged for settlement using the credit memo procedure, the purchase order item must be released for settlement and not yet settled.

List IH_AUFTRAGSPLAN_T

Create standard position

This function can be called up in the work bar under Extras. An order item is created for the FM order based on the details from the FM order. All fields can also be adjusted afterwards.

Change history

This report shows the change history of the data record. It can be called up via the workbar under the "Reports" button.

Exit directly

Used in the craftsman portal to end an order immediately bypassing the workflow. Finish directly

Reactivate order

This action can be used to reactivate an already completed order for the tradesman portal if, for example, a final invoice was created by mistake or follow-up work only becomes known after completion.