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Orders | General

In Robaws an order is a sales order: the confirmation of what you are going to deliver or carry out for your customer, as an intermediate step between the quotation and the invoice. From one or more orders you then create an invoice or a delivery note, without having to enter the lines again. An order can belong to a project, but you can also use it separately from a project, for example for a small job, a delivery or service and maintenance. In doubt whether you need a project or an order? Then read Order vs. project. The orders module is included in the Go and Pro licences.

Navigate quickly to:

the overview of the orders
creating a new order
the order file and its fields
the various tabs
the action buttons

You can find answers to frequently asked questions in the orders FAQ.

Overview screen

You can adjust the overview of the 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 orders at once.

Views

Besides the table view, the order overview has three more views:

Kanban: your orders as cards, in a column per status.
Map: your orders on a map, based on the address of the order.
Analysis: charts of the orders that are in your overview at that moment: per assignee, per customer, per project and per item.

The Analysis view takes into account the filters that are active at that moment. You choose which columns it shows in the settings.

Don't see the Analysis view? Then Hide financial info and analyses is switched on in your user role.

Creating a new order

There are several ways to start a new order:

from a quotation, via the Make order action button at the top of the quotation file. Don't see that action button? Then switch on Make order in the quotation settings.
from a project, via the Make order action button at the top of the project file.
from the overview of your orders, via the Add (+) action button.
from another file, such as a customer, via the plus sign next to 'Orders' in the Overview block.

In each case you choose an order template. A template is always of the type Order or Service. You use service orders and maintenance orders if you work with service and maintenance.

If you make the order from a quotation, Robaws takes over the customer, the end customer, the contacts, the customer reference, the project, the company and the currency of the quotation. In addition:

all lines of the quotation come onto the order, except the variants and the options. If the quotation has discounts or surcharges, their total comes onto the order as one line.
Robaws takes over the extra fields that you created in the same way for quotations and orders.
the quotation gets the Status after making order from the quotation settings.

If you make the order from a project, Robaws takes over the details of the project, with the site address as the address of the order.

Do you have a list of orders? Then you can import them.

The order file

The order file consists of the Order info, Customer information, Address and Overview blocks. For a service order or a maintenance order the first block is called Service order info or Maintenance order info. Below them you find the tabs.

Order info

All fields of the order file can be used as a replacement code in your texts and PDFs.

Field	Explanation
Title	The title of the order. If you schedule the order, this becomes the title of the planning item.
Date	The date of the order.
Project	The project to which the order belongs. If you choose a project, Robaws takes over the customer, the end customer, the customer reference and the company of the project.
Quotation	The quotation from which the order was made.
Customer	The customer for whom you carry out the order.
Contact	Choose one of the contacts of this customer.
Endcustomer	(visible if Endcustomer is switched on in the general settings) The end customer: involved in the order, but does not sign and does not pay. Below it you also choose a contact of the end customer.
Customer reference	The customer's reference for this order.
Company	(visible if you have several companies) Choose which of your companies carries out this order.
Subscription	(only for service orders and maintenance orders) The subscription under which the order falls.
Installations	(only for service orders and maintenance orders) The installations to which the order relates. If the order has no address yet, Robaws takes over the address of the installation.
Status	The status of the order. In the settings you also determine which status an order automatically gets after invoicing, after loading into a progress claim and after scheduling.
Currency and Exchange rate	(visible if you work with a foreign currency) The currency of the order and the exchange rate.
Assignee	The user who is responsible for this order.
Remarks	An internal remark on the order.
Wappy work order template	(visible if you have work order templates for Wappy) Every work order that results from this order follows the structure of this template. See work order templates for Wappy.

Customer information

For your information, this block shows the Billing email, the Payment terms and the invoicing remarks of the chosen customer, together with the barometer of the credit limit of that customer. You change those details on the customer file.

Address

The address where you carry out or deliver the order. Based on this address Robaws shows the order on the map. If you choose a customer or a project while the address is still empty, Robaws takes over the address of the customer or the site address of the project. If an address is already there, you choose yourself whether you want to take it over.

Overview

Here you see all documents linked to the order, per module: invoices, delivery notes, supply orders, stock changes, incoming invoices, work orders and the dayplanning. For a maintenance order you also see the maintenance visits. Click on a module to view the linked documents, or on the plus sign to create a new document for this order straight away. Via the paperclip next to the work orders you view all photos and files of the work orders of this order, including those that came in via Wappy.

Cash bookings

(visible if you work with the cash register module) The payments you receive for this order via the cash register.

Extra fields

As in all modules in Robaws, you can also create extra fields of your choice on the order via the settings.

Tip: if you create the same extra fields for quotations, projects and orders, Robaws takes over their content when you make the order from a quotation or a project.

Tabs

Items

Here are the lines of the order. You work here just as on a quotation, with line types and chapters. Besides the fixed columns (Item, Description, Quantity, Unit, Price, VAT and Total) you can show extra columns:

Column	Explanation
Post	(visible if Show post nr. is switched on in the order settings) Link the line to a post.
Nr.	(visible if Show line nrs. is switched on in the order settings) The line number.
Equipment	(visible if Show equipment is switched on in the order settings) Attach a piece of equipment to the line.
Activity	(visible if Activity is switched on in the invoice settings) The activity of the line.
Executed and Status	(visible if Use amount executed is switched on in the order settings) How much of the line has already been executed, and the status of the line.
Discount	(visible if Discount is switched on in the general settings) The discount on the line.

If you select lines, you can immediately order the items of those lines via the right mouse button with Quick order.

Execution

(visible if Use execution-based billing is switched on in the order settings) Here you collect the work orders and incoming invoices that are linked to this order, in order to invoice them together. You can read all about this tab in Execution based invoicing.

Remarks

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

Documents

Here you add files that belong to this order. Per file you determine whether it is visible in Wappy.

Tasks

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

Planning

The planning tab consists of two sub-tabs:

Dayplanning: all assignments from the dayplanning that are linked to this order. From here you also schedule the order straight away. If Copy line items to planning item is switched on in the order settings, the lines of the order move along to the planning item.
Dayplanning information: information that goes along to Wappy with every assignment of this order.

Signature

(visible if Signature is switched on in the order settings) Here you have your customer sign the order, for example on a tablet or a PC with a touchscreen. The signature appears on the PDF of the order.

Action buttons

In the overview screen

For most action buttons in the overview, you first tick the order(s) on the left on which you want to perform the action.

Action button	Explanation
Add	Create a new order, see Creating a new order.
Duplicate	Create a new order based on the selected order, with a new number.
Pdf	Choose one of your PDF templates. Robaws makes the PDF of the selected orders, or of all orders in your overview if you select nothing.
E-mail	Send an e-mail with an email template.
Make invoice	Invoice the selected orders. Robaws makes one invoice per customer, with all selected orders of that customer. If you invoice the order lines, the selected orders must belong to the same company. If you work with execution based invoicing, the Order billing strategy in the order settings determines whether you invoice the order lines or the work carried out.
Excel	Export the orders from the overview to Excel.
Make supply order	(visible if Make supply order is switched on in the order settings) Order the items of the selected orders via Quick order.
Delete, Archive, Lock	See the explanation in the table below.

On the order file

At the top of the 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.

Action button	Explanation
Pdf	View the PDF of the order. Via the drop-down list you choose one of the PDF templates that you created in the order settings, for example an order confirmation or an order without prices.
E-mail	Send an e-mail from the order with an email template.
Default documents	Draw up a default document from the order.
Make delivery note	(visible if you have access to the delivery notes) Create a delivery note with the lines of this order.
Make supply order	(visible if you have access to the supply orders) Order the items of this order via Quick order. See Supply orders.
Make invoice	(visible if you have access to the invoices) Choose Total to invoice the full order, or Percent to invoice part of it. You set the text of that invoice line via Invoice percentage from order in the order settings.
Change number	(visible as long as the order is not locked) Change the number of the order manually.
Delete	The order disappears from the overviews. Use this for an order that was created by mistake. More explanation in Archiving and deleting.
Archive	The order disappears from the overviews, but stays linked to the invoices, delivery notes, ... More explanation in Archiving and deleting.
Lock	The order can no longer be changed. More explanation in Locking documents.
Audit log	(visible for administrators) The history of retrieving and saving the order.

Don't see Delete, Archive or Lock? Then your user role does not have the right to edit or delete orders. Archived and deleted orders can be found again via the advanced filters in the overview.

Updated on: 19/10/2026

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