Create Menu - Sales Orders - Activity, Workflow Activity
This page describes the 'Activity' function on the
Create menu in the Sales Order browse window and the 'Workflow Activity' function on the Create menu in the Sales Order record window. If you are using iOS or Android, these functions are on the + menu.
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Creating an Activity from a Sales Order can be useful when you need to schedule a follow-up task related to the Order, such as calling the Customer to check finance has been put in place or to arrange delivery.
You can create an Activity from a Sales Order using the following methods:
- Highlight the Order in the 'Orders: Browse' window and select 'Activity' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android).
If you are using Windows or Mac OS X, you can create Activities from several Orders at once by highlighting a number of Orders in the browse window before selecting the function. To highlight a range of Orders, click the top one in the range and then hold down the Shift key and click the last one. To highlight Orders that aren't in a range, click them while holding the Ctrl (Windows) or ⌘ (Mac OS X) keys.
If you are using iOS or Android, you can only highlight a single Order at a time, by searching for it, so you can only create an Activity from a single Order at a time.
Separate Activities will be created for each Order highlighted. These Activities will not be opened for checking or amendment.
- Open the Order in a record window and select 'Workflow Activity' from the Create or + menu. Save any changes you have made to the Sales Order before selecting the function. The new Activity will be opened automatically for checking and approval.
- Open the Order in a record window and then open the 'Workflow Manager' window. Click or tap the [+] button in this window to create a new Activity. Again, the new Activity will be opened automatically for checking and approval.
- You can have an Activity created automatically from an Order when you save it for the first time. This is controlled by the Order Class of the Order: please refer to the description of the Order Classes setting here for details. If an Order doesn't have an Order Class, it will be controlled by the Activity Types, Subsystems setting in the CRM module, where you can specify that Activities will be created from Orders automatically. These Activities will not be opened for checking or amendment.
If you create an Activity using methods 2 and 3 above, the new Activity will be opened in a new window, entitled 'Activity: Inspect'. This means that it has been created and saved and is being opened for checking. If you use methods 1 or 4, the new Activity will not be opened. If you need to check it, you can open it from the Order through the
Workflow Manager (or from your
Task Manager if you are the Salesman in the Order).
The new Activity will contain the following information:
- The Activity Type will be taken from the Order Class or from the Activity Types, Subsystems setting in the CRM module.
- The setting of the Done check box will also be taken from the Activity Types, Subsystems setting.
- The Task Type will be To Do.
- The Symbol will be Other.
- The Start Date will be the Order Date from the Order (or the current date, if you created the Activity using the 'Workflow Activity' function or from the 'Workflow Manager' window).
- Customer details will be taken from the Order.
- The Person will usually be the Salesman from the Order, and the Signature of the current user (if the current user is not the Salesman) will appear in the Cc field. As the Task Type will be To Do, the Activity will be placed in the Salesman's and the current user's Task Managers.
If the Activity was created automatically when you saved an Order for the first time, the current user's Signature will not be placed in the Cc field. You can specify that these automatic Activities will be created for a particular Person, using Order Classes. In the Order Class to which the Order belongs, select the Use Salesman option and specify the Person.
- The first line of the Comment on the 'Del. Terms' card of the Order will be copied to the Text field in the Activity.
After amendment if necessary, save the record in the Activity register by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android). You can then close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu (which has a 'cog' icon if you are using iOS or Android). In either case, you will be returned to the Sales Order window.
The Order and the Activity will be connected to each other through the Link Manager and Workflow Manager. When reviewing the Activity, you can return to the Order quickly and easily using the Link Manager in the Activity, while you can open the Activity from the Order using the Workflow Manager.
You must save an Order before you can create an Activity. This is to ensure the links mentioned in the previous paragraph can be established.
You can also have Activities created automatically from Orders when you save them for the first time. Please refer to the description of the Order Classes setting for details.
The 'Activity: Inspect' window is fully described here.
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The Sales Order register in Standard ERP:
Go back to:
Introduction to the Sales Order Register
