Supply orders | purchase supply order

In Robaws there are several types of supply orders. The most common type is the purchase supply order to the supplier. You use it to order items from a supplier. These can be both stock items (shelf stock) and project items.

Navigate quickly to:

• use
• drawing up a supply order from: supply orders, projects, price request, items, quotation or change order, other modules
• options: delivery address, delivery date, consider completed, stock location
• approval flow
• sending to the webshop
• having a supply order delivered on call-off
• receiving a supply order with or without a stock change
• linking an incoming invoice
• recalculation

Use

1. draw up a supply order via one of the modules
2. fill in the supply order, use the options of the supply order file
3. send the PDF to the supplier, if you wish via the webshop
4. on receipt of the goods: receive the supply order
5. on receipt of the incoming invoice: link it to the supply order

Drawing up a supply order

Depending on your way of working and on the reason for ordering, you can draw up the supply order in several ways.

From the supply orders

It seems logical to draw up a supply order from the supply orders module. Yet this is not that common, because you then generate an empty supply order. If you want a supply order that already contains an order suggestion, it is better to start from another module (e.g. project or items).

From the project

Via the Make supply order action button (the shopping trolley at the top of the project), a number of supply orders are created automatically, containing only the items:

• that are in a quotation that is set to active on the project
• of the cost type 'material'
• with the project supply route 'to order'
• that have not been ordered before for this project. A history of ordered items per project is therefore kept

One supply order is created per supplier; all items without a known supplier are grouped on one supply order.
The stock items (project supply route 'stock' or 'to reserve') do not end up on a purchase supply order, but on a reservation list or an internal supply order.

From a quotation or change order

You can also order straight away from a quotation and from a change order, with the same Make supply order action button. Robaws then draws up an order suggestion with the item lines of the cost type 'material' — for this purpose a change order works exactly like a quotation.

There are two differences with the shopping trolley on the project:

• The project supply route is not filled in beforehand here. The split between 'to order', 'stock' and 'to reserve' is therefore not made automatically — you can still choose the route yourself per line in the window.
• Identical items are not added together. If an item appears on several lines, you also see those lines separately in your order suggestion.

In addition, Robaws already suggests your first supply order template here, from settings > supply orders > templates.

From the items

You usually order the stock items from the items module. Here you can keep an overview of the stock of the items and re-order where necessary.
Tick the items you want, click the shopping trolley at the top, and you get an overview of the items with their corresponding suppliers (if these were filled in on the item file).

You can also do this for a single item from the item file itself, by clicking + supply order under 'overview'.

From a price request

You can convert a price request into a supply order with one click. If the project is known in the price request, the supply order is linked to the project.

From other modules

In other modules too you can sometimes generate a supply order directly. In that case choose the type 'supply order' so that the items are grouped on one supply order.

Options on the supply order

Delivery address

On the supply order you can fill in the delivery address you want. You can fill this in manually in the space provided, or use the coloured rectangle next to it: here you can select a preset address or the project address (if a project is linked on one of the supply order lines).

To set up the delivery addresses in advance, go to settings > supply orders > addresses > add
You can also set in the template what has to appear by default in the 'delivery address' field. Do this via settings > supply orders > templates > supply order > edit template

Delivery date

On the right of the supply order you can fill in the date you want, both at 'deliver before' and at 'last delivery'.

Stock location

If you wish, you can indicate on the supply order in which stock location (warehouse A, warehouse B, etc.) the goods have to be taken into stock on delivery. This is then already filled in by default on the stock change.

Completed

In some cases not everything that was ordered will be delivered. In such a case you can tick the 'consider completed' field. The rest of the outstanding supply order is then no longer counted as a backorder.
This has no effect on the delivered quantity or on the stock change percentage in the overview.

Approval

As with an incoming invoice, an approval flow can be set up for a supply order. This means that one or more people have to give their approval for this supply order.

Once the approval procedure has started, it is no longer possible to:

• e-mail the supply order to the supplier from Robaws
• make a change to the supply order
• make a call-off for this supply order

As soon as the supply order is approved, this is possible again.

You find the history of the approval flow under the 'history' tab.

Tasks, files, remarks, history, extra fields

At the bottom of the supply order there are a number of tabs that also appear in other modules: tasks, files, remarks.
The last tab is 'history'. Here you find the history of the approval flow.
On the supply order it is also possible to add extra fields and, if you wish, have them shown on the PDF via a replacement code.

Sending to the webshop

If the integration with this supplier / webshop allows it, you can send the supply order straight to the webshop.

On call-off

In Robaws you can draw up a main supply order and then have it delivered on call-off (in parts).

Receipt of the goods

As soon as the ordered goods are delivered by the supplier, it is best to indicate this on the supply order. This changes the 'received' quantity on the supply order. In the overview of the supply orders you see in the 'stock change' column what percentage of this supply order has already been received.

You can register the receipt of the goods with or without a stock change; this depends on your way of working.

Without a stock change

If you do NOT manage stock, you can still indicate on the supply order that the goods were received, so that it is clear in the project that the project can be carried out. This is only possible in Robaws, not in the app.

• click the supply order open
• fill in the quantity manually, line by line, in the 'received' column

For this, the setting 'allow manual modification of delivered' has to be ticked under settings > supply orders > settings.

With a stock change

If you keep track of your stock in Robaws, every incoming and outgoing goods movement has to be registered via a stock change. On receipt of the goods of a supply order this can be done in 2 ways:

• in Robaws: go to the supply order, click + stock change under overview and adjust the received quantities - book the stock in.
• in the Robaws app: go to 'stock', click 'receive supply order', look up the supply order and receive the goods. This automatically generates a stock change.

Receipt of the incoming invoice

From the incoming invoice you can link the supply order, so that the supply order lines are set to 'invoiced'. This is the principle of 3-way matching.
In principle you cannot change the invoiced quantity manually.

If you do want to change this manually, the setting 'allow manual modification of invoiced' has to be ticked under settings > supply orders > settings.

The status of the supply order can change automatically to 'invoiced' if this is set under settings > supply orders > statuses > invoice status

Recalculation

A supply order can be shown in the project recalculation for information, so that it is clear that an incoming invoice is still to be expected.
The supply order is NOT considered a realised cost. The incoming invoice is.
The display of the 'supply orders' column in the recalculation is therefore purely for information (but is not actually part of the recalculation as such).

Updated on: 04/09/2026