A call-off order is a blanket order delivered in several calls over a period. Omono supports call-off on sales orders and purchase orders. On both, you can send the document before every item is on a dispatch or delivery, and the order stays open until the last quantity has been called off and delivered.
Sales call-off orders
Marking an order as call-off
Tick Call Off on the sales order form when you create the order, or later through Edit Sales Order. You cannot change the tick once the order is Complete or Cancelled. Winning a quote, raising a linked PO or generating reorder purchase orders never sets the tick, so tick it yourself; copying an order or PO keeps it.
When you tick Call Off | What happens |
On a Draft order | The order stays Draft. When you email, download or print it, the status becomes On Order - Call Off instead of On Order. |
On an order that is On Order | The status changes to On Order - Call Off straight away. Untick it and the order returns to On Order. |
Sending the order early
A normal order can be emailed, downloaded or printed only once every line is fully on dispatches. On a draft call-off order, Email, Download, Print and Preview appear as soon as it has one line. Preview shows the PDF without changing the status; the other three make the order active. See Sending documents by email.
Calling off each dispatch
Create a dispatch for each call as the customer requests it.
Open the order, click Add Dispatch and set the Dispatch Date for this call. It is required and cannot be before today.
Enter the Qty of each item for this call. Beside each box Omono shows the quantity not yet on a dispatch; click Add All to fill every box with it.
Click the tick to save.
Add Dispatch stays in the action bar until the full quantity of every line is on a dispatch. Once the order is active, each dispatch appears on the Workflow board under its own dispatch date and is allocated, picked, shipped and invoiced on its own. A dispatch added to a draft call-off order stays off the board until you email, download or print the order. Once a dispatch is allocated you cannot change its quantities; move it back to Order Review first. See Dispatches and The Workflow board.
Each line card shows Quantity, Outstanding (ordered less shipped) and Delivered (shipped). Items on an unshipped dispatch still count as outstanding, but the Add Dispatch form only offers what is not yet on a dispatch, so you cannot call off the same quantity twice.
When the order completes
The order becomes Complete only when every line is fully on dispatches and every dispatch has shipped. Until then it stays at On Order - Call Off, or shows On Hold if any dispatch is on hold.
Finding call-off orders
On the Sales Orders screen, an icon marks every order with Call Off ticked, including drafts; it reads On Hold instead when the order is on hold. To list call-off orders only, click Advanced and tick Call Off. The Status filter still applies: by default it shows Draft and Active orders, and Active includes On Order - Call Off. Tick Complete to include finished ones. See Sales orders.
Purchase call-off orders
Marking a purchase order as call-off
Tick Call Off on the purchase order form when you create the PO, or later through Edit Purchase Order. The status follows the same rules as a sales order. A draft PO becomes On Order - Call Off instead of On Order when you email, download or print it. A PO that is already On Order changes straight away; untick it to return to On Order. When the PO moves from Draft to On Order - Call Off, the full quantity of every line is added to On Order on each stock item, as for a normal PO.
Sending the purchase order early
A normal PO can be sent only once every line is fully booked onto deliveries. A call-off PO can be sent as soon as it has one line, but only while it is Draft or On Order - Call Off. If a delivery puts the PO On Hold, Email, Download and Print disappear until every line is on a delivery.
Calling off each delivery
Create a delivery for each part shipment the supplier makes, then set it to Received when the goods arrive. See Receiving deliveries. Add Delivery stays in the action bar until the full quantity of every line is on a delivery. Each received delivery can carry its own supplier invoice: click the tick icon on it and fill in the Add Invoice Number form. See Supplier invoices.
Each line card shows Quantity, Outstanding and Delivered. Here Delivered counts received deliveries only, so goods on a delivery not yet received still count as outstanding.
When the purchase order completes
The PO becomes Complete only when every line is fully on deliveries and every delivery has been received. Until then it stays at On Order - Call Off, or shows On Hold if any delivery is on hold.
Finding call-off purchase orders
On the Purchase Orders screen, the icon marks a PO whose status is On Order - Call Off; a draft call-off PO shows no icon until it goes active. The icon reads On Hold instead when the PO is on hold. To list call-off POs only, click Advanced and tick Call Off; the Status filter still applies and shows Draft and Active POs by default. See Purchase orders.