Order windows allow different customer users to place an order for a rate card which will then be condensed into one project when other users order the same specific rate card.

Admins can set an order window time frame on each rate card. At the end of the order window an admin can collate the orders and create a new project with a single quote request to the supplier for the total quantity’. This will allow the supplier to quote on the total quantity, rather than have suppliers quote on several different projects the supplier only needs to provide prices for one project.

Rate cards with order windows attached can only be ordered within the time frame set on the active order window.

Setting Order Windows on a rate card

To begin using Order Windows an administrator will need to set the time frame for an order window on a rate card.

Use the menu on the left hand side of the control panel and navigate to ‘Catalogue > Items’

Find the rate card you want to add an order window to. Click the pencil icon on the rate card to edit it

Click the order windows tab.

Click ‘New order window’

Set a title for the new order window and set a start date and time and an end date and time. If you try and set a date and time that overlaps with another order window set on that rate card then the system will warn you of this and prevent you from saving the order window.

Click save to finish setting the order window. When the order window is active, a countdown will be shown to the customer user on the customer portal showing how much time is left in the order window.

Note: Only one active order window can be applied to a rate card. If a new active order window is attached to a rate card then that will automatically become the active order window.

Customer places order for Rate Card with an order window

Rate cards that have order window dates set will display the dates on the Customer Portal catalogue as well as the time remaining to the end of the order window. This will also show the accumulated quantity ordered so far in the order window and the current unit price based on that quantity.

The customer user finds the rate card they wish to order which will display the date and time of the order window.

When the customer user clicks ‘add’ they will be taken to a screen where they will be able to choose any options and a quantity. The screen will show the unit and total price based on the accumulated quantity for the order window. Rate card attachments will be viewable as links (as with standard rate cards).

Once the customer user has chosen the quantity and options they click the ‘Add to Order Window’
button.
The item will be created as a Quote Request on the main system under the ‘Order Windows’ menu option
The customer user can see the item on the ‘My Quotes’ view in a separate section to the normal quote requests raised labelled ‘Order Window Items’

Other customer users can also choose these items and order them. The prices shown to other customer users will is based on the total quantity of that rate card ordered so far within the order window.

After the order window has closed an administrator will edit the quote request project part to change the supplier, adjust the quote request cost and sell prices and send the quote to the customer user.

Once an administrator has sent the quote to the customer they will be able to add it to their basket

Managing quotes with order windows

Managing order windows works identically to managing normal quote requests. Administrators can search, view, edit and make bulk changes to Order Windows in the main system.

Filters and searches can be combined in different ways to find specific projects. For example, you could filter all projects to list only those created within the last two months, and that are Awaiting Quotes. Within that subset you could then search for a specific order by Order Reference or all orders for a particular Customer.

Search Options

The search facility enables you to search for projects in multiple ways.

Search by keyword in a range of project categories:

Search by Customer name:

Search by Administrator name:

The search facility enables you to filter projects in multiple ways.

By project Status:

By Bulk Action:
- This allows you to bulk process multiple projects in one go.
- Simply, select action from the Bulk Action drop down menu. Claritum will automatically filter all projects matching the criteria.
- Tick a box next to each Project you want to bulk action.
- A relevant action button will appear at the top of the screen, such as ‘Close’
- Press the action button to execute the bulk action

By Timeframe:

Display Options

Different types of project details can be displayed to suit your needs by selecting different column headings.

For example, this selection:

will display projects with the corresponding column headings:

Saving a Search

To prevent wasting time recreating complex searches, you can save them for future use.

Create your search and select Go!
Your searched projects will display.
Select Save. The Save search box will display.
Give your search a descriptive title that will help you to remember what it searches for.
Choose to save your search to your home page or to the Projects section of the main menu. The search result project(s) will display, and be accessible, in the same table format as in 'Projects > All Projects'. See below for an example.