What is an order and how do you send it?
An order is the digital document that centralises the raw material purchasing process. It is designed to guarantee traceability, improve communication with the supplier and ensure control over purchasing.
From tspoonlab you can generate purchase orders and send them straight to your supplier through the channel you prefer (email or WhatsApp).
How to generate and send orders
This video shows you how to create an order from scratch, add items and send it to your supplier easily and efficiently. You can also follow the step-by-step guide in the article.
Step-by-step guide to create an order
Generate a new order
Go to "Management" and click "Purchases".
Go to the three dots next to the search bar and select "New order".
Fill in the basic details
Complete the required fields:
Order number: the system assigns one automatically, which you can edit.
Supplier: select the supplier the order will be sent to.
Order date: select the date the order is placed.
Click "OK" to save.
Add items and quantities
Inside the order card, you can add items in two ways:
Individual search: select Item, type or search the item name and add it.
Item list: turn on "Show as checklist", at the bottom-left of the window. This displays the full list of the supplier's items.
Enter the desired quantity for each item, and use the comment fields to add specifications.
If you need to change the reception date, select "+data" and choose the reception date in the header.
Once finished, click "OK" to save the order.
Send the order to the supplier
Hover over the supplier's grey line and click the three dots, then select from the dropdown:
Send by email: sends the order to the email set on the supplier record. A preview opens where you can personalise the message text.
Send by WhatsApp: automatically opens the app (WhatsApp Web or mobile app) with the supplier's number and the order text ready to send.
Send (manual record): marks the order as Sent without actually sending it, if you placed the order by phone or another channel.
Copy purchase text: if you need to share it through other channels.
Sending generates a downloadable document by selecting "Order" just below the supplier name in the grey strip.
📢 Attention: The order is sent to the supplier automatically without prices on every channel.
Tracking and editing options
Email tracking: once sent by email, you'll see a brown down-arrow icon next to the Sent status. Click it to see the sending progress (such as email delivery and opening). You can refresh the information by clicking the gear icon at the top.
Approval: if your workflow requires it, you can request Order approval before sending, ensuring cost validation.
📌 Note: For Order approval, contact your account advisor.
Customising the default message
You can change the default text that appears when sending by email or WhatsApp. Go to the "Cost centers" menu, at the top-right of the screen, and select "Edit" on the relevant cost center.
In the Purchases section you can change the predefined message.
📌 Note: By default, sending by WhatsApp does not attach the .PDF or .XLSX. If you want them attached, contact your account advisor to set this up.
You can also do it from the tspoonlab mobile app:
App Store (iOS): 📱 Download on the App Store
Google Play (Android): 🤖 Get it on Google Play
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