Supply orders | General

With a supply order you order material from a supplier, take material from your own stock, rent equipment, give a job to a subcontractor or arrange a transport. You follow up every supply order until everything has been delivered and invoiced. The supply orders module is included in the Pro licence. You give a user access via the permissions on supply orders in their user role.

Navigate quickly to:

• the overview of the supply orders
• the different types of supply orders
• creating a new supply order
• the supply order file and its tabs
• receiving and invoicing
• supply orders in the recalculation of your project
• the action buttons

Overview screen

You can adjust the overview of the supply orders via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them. Via the overview screen you can make bulk changes to several supply orders at once.

The Stock changes column shows what percentage of a supply order has already been received. Robaws takes the price of the lines into account: if you order 10 pieces at 20 euros and 5 pieces at 40 euros, and you received 5 pieces of the first line, that is 100 of the 400 euros, or 25%.

Views

Besides the table view, the supply order overview has two more views:

• Kanban: your supply orders as cards, in a column per status. At the top of every column you see the total excluding VAT.
• Analysis: your supply orders over time, per week, month or year, and divided per item, supplier and project. You only see this view if your user role is allowed to see financial info and analyses.

Types of supply orders

Every supply order has a type. The type determines which fields and columns you see on the file and whether the supply order counts in the recalculation.

Subcontracting and transport

You send a supply order of the Subcontractor type to your subcontractor. You fill in the supplier, the contact, the reference and the Deliver before date. On the lines, you choose the kind of price agreement in the Type column, with a fixed code: FH, VH, SOG, PM, GP or TP. When the incoming invoice of your subcontractor comes in, you link it to this supply order.

A supply order of the Transport type has its own fields: Customer and Customer contact, the Supplier that carries out the transport with its Transpont contact, the Loading address with Load at and Loading contact, the Unloading address with Unload at and Unloading contact, and the Transport type. You create the list of transport types in the settings.

Creating a new supply order

You always create a supply order from a template. Every template has a type: that way the template determines whether you create a supply order, an internal supply order, a rental order, ... A new environment does not have any templates yet: first create one in the settings for every type you use. As long as there is no template, you do not see the Add button and Quick order cannot create supply orders.

You start a new supply order in several ways:

1. with Quick order (the shopping trolley) from a project, a quotation, a change order, an order, the items or an internal supply order. Robaws then suggests what you need to order and creates a supply order per supplier. See How does the Quick order window work?
2. from a project or a supplier, via the plus sign next to 'Supply orders' in the Overview block. Choose a template. From a project, the project is filled in on all lines.
3. from a price request, via the Make supply order action button. You get a supply order for the approved supplier, with their prices.
4. from the overview of your supply orders, via the Add (+) action button. Choose a template, or choose Call-off and then the supply order on which the call-off is based.

A new supply order gets a new number and the status and the lines of the template. You become the assignee. Does a new supply order closely resemble a previous one? Then select that one in the overview and use the Duplicate action button.

The supply order file

Which fields you see at the top of the file depends on the type. What you find with every type:

The fields that are specific to a type are explained in the article about that type. If you work with extra fields, they appear below this block.

Overview

In the Overview block you see what is linked to the supply order. With the plus sign you immediately create something new from the supply order:

• Incoming invoices: create the incoming invoice of this supply order.
• Stockchanges: book what you have received into your stock. Robaws fills in the quantities that have not been received yet.
• Work orders: create a work order from the supply order.
• Delivery note intern (only with a supply order): create an internal supply order with what you have received, for example to take it to the site.
• Call-off orders (with a supply order and a call-off): have part of the supply order delivered.

Tabs

Items

Here you find the lines of the supply order. If you work with an introduction and a closing, they appear above and below the lines. Which columns you see depends on the type and on your settings.

Remarks

You use remarks to communicate internally about this supply order and as a reminder.

Files

Here you add files that belong to this supply order, for example the order confirmation of your supplier.

Tasks

As in all modules, you can also create a task from the supply order.

History

(only with a supply order, if you work with the acceptance flow) Who approved, rejected or put the supply order on hold, and when.

Receiving and invoicing

As soon as your supplier delivers, you register what you have received. If you work with stock, you do that with a stock change via the plus sign next to 'Stockchanges' in the Overview block. If you work without stock, you fill in on the lines yourself how much you have received. When the incoming invoice comes in, you link it to the supply order. How that works exactly is explained in How do I order material from a supplier, from supply order to incoming invoice?

Is part of a supply order never delivered? Then tick Consider completed. What is still outstanding then no longer counts as a backorder. What you have already received and the Stock changes column do not change.

Supply orders in the recalculation

Not every type counts in the same way in the recalculation of your project:

Action buttons

In the overview screen

For most action buttons in the overview, you first tick the supply orders on the left on which you want to perform the action.

On the supply order file

At the top of the supply order file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse. Not every button is available with every type.

Updated on: 05/11/2026