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Supply orders | Settings

Via Settings > Supply orders you determine how the supply orders module works: with which templates you create supply orders, how Robaws fills in the lines, to which addresses you have goods delivered and which statuses you use. This page is only visible to administrators. Your changes are saved as soon as you leave the page. To apply them straight away, click Activate settings at the bottom right: Robaws saves them and reloads the page. Also take a look at the general settings: they have an impact on several modules, and therefore on your supply orders as well. How to work with supply orders is explained in Supply orders | General.

Are you starting with supply orders? Then first create a template for every type of supply order you use. Without a template you cannot create a supply order.

Master data

Setting	Explanation
Acceptance flows	Switch on Enable acceptance flow to have your supply orders approved first, and create your acceptance flows. Then, on the supplier file, you choose which flow a supplier follows. With the four statuses you determine which status a supply order gets after approval, after rejection, when the approval has been requested and when it is on hold. See How does the acceptance flow for supply orders and incoming invoices work?

Setting

Explanation

Acceptance flows

Switch on Enable acceptance flow to have your supply orders approved first, and create your acceptance flows. Then, on the supplier file, you choose which flow a supplier follows. With the four statuses you determine which status a supply order gets after approval, after rejection, when the approval has been requested and when it is on hold. See How does the acceptance flow for supply orders and incoming invoices work?

Overview

Here you determine what the views of the overview screen of your supply orders look like. What you change here applies to every user. In addition, every user can still create and set up their own overviews.

Setting	Explanation
Quick filters	Choose which filters are ready by default in your overview.
System view	Choose which columns you want in the table view, and in which order.
Card info	Set the title, the subtitle and the fields of the card in the kanban view. A maximum of 8 fields in total.
Tags	Set up labels that appear on a card as soon as a supply order meets your condition. At most 10 per module.

Card info and tags apply to the whole environment. You set the columns separately per overview.

Settings

At the top of this card you change the number of the next supply order via Change next number.

Setting	Explanation
Show post nr., Show line nrs.	Show the column with the post number and the line number with the lines of your supply orders.
Item Supplier	Show the Item Supplier column on a supply order and a call-off: the supplier and their price from the item file.
Include item name on supply order	When Robaws creates a supply order with Quick order, the reference of the supplier goes into the description. Switch this on to add the name of the item as well.
Show supplier discount	If the supplier has a gross price and a discount on the item file, Robaws puts the gross price and the discount separately on the line, instead of only the net price. Switched on by default.
Show amount per unit column	Show the Quantity in package and Item quantity columns on a supply order and a call-off.
Use introduction & footer text	Put an introduction and a closing above and below the lines. You create fixed texts under Standard texts.
Round quantities up	Rounds the quantities up when Robaws creates a supply order. Switched on by default.
Prefer calculation cost price	Use the cost price from the substructure of your calculated quotation as the price, instead of the price of the supplier from the item file.
Allow manual modification of delivered (supply order)	You may fill in the Received column on a supply order yourself, without a stock change. Switched on by default.
Allow manual modification of invoiced (supply order)	You may change the Invoiced column on a supply order yourself. Switched off by default.
Allow manual modification of received (internal order)	You may fill in the Delivered column on an internal supply order yourself. Switched on by default.
Transport types	The list of choices for the Transport type field on a transport supply order.
Strategy calculation of internal orders	Does the recalculation calculate with the Quantity on your internal supply orders (default) or with what has been Received?

Extra fields

As in all modules in Robaws, you can also create extra fields of your choice for a supply order.

Addresses

Create the addresses here to which you often have goods delivered, for example your warehouse. On a supply order you choose them with the button next to Delivery address, on an internal supply order next to from and to.

Standard texts

Create fixed texts here that you choose as the introduction or closing on a supply order. You only see them if Use introduction & footer text is switched on.

Pdf

Setting	Explanation
Templates	Set up one or more PDF templates for your supply orders: which columns appear on the PDF, in which layout, and which header appears at the top, also in other languages. Every PDF template belongs to one type of supply order. Your templates appear on the supply order file under the Pdf action button.

Statuses

Create the statuses of your supply orders here and give every status a colour for the overview. A new supply order gets the status of the template from which you create it.

Setting	Explanation
Consider completed	Tick this for a status, for example 'Closed'. When a supply order gets that status, Robaws also ticks Consider completed on the supply order: what is still outstanding no longer counts as a backorder.
Invoice status	The status a supply order gets as soon as you create an incoming invoice from it or load it into an incoming invoice.
DICO order sent status, DICO order confirmed status	(if you work with DICO) The status after sending via DICO and after confirmation by your supplier.

Templates

You always create a new supply order from a template. A template is an example supply order in which you already record what is the same for every new supply order of that kind, such as the status, the delivery address or fixed lines. Every template has a type: Supply order, Intern, Rental, Subcontractor or Transport. A new environment does not have any templates yet. As long as there is no template, you cannot create a supply order.

Click Add and give the template a name.
Choose Create blank template and then the Order type to start from an empty supply order, or Choose existing to take an existing supply order as an example.
Via Edit template you fill in the fields of the template.

With a template of the Intern type, you open up the template for the Wappy app with Enable this template on Wappy, so that your employees can request material with it. At Default Internal supply order you choose the template Robaws uses when you create an internal supply order from your stock reservations.

If you change a template later, nothing changes in the supply orders you already made with it.

Default documents

Set up the default documents that you want to use from a supply order here. They appear on the supply order file under the Default documents action button.

Email templates

Create the email templates with which you send a supply order here, with a fixed text and fixed attachments. You create them per type: Intern, Purchase supplyorder, Rental, No rental period, Transport, Subcontraction confirmation (for Subcontractor) and Call-off. Per template you also determine which status the supply order gets automatically after sending and after the e-mail has been read.

Updated on: 05/11/2026

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