Placing an order with a supplier
Your quote request has been accepted. You can now convert it to a purchase order.
The orders can be issued:
- either automatically from a quote: convert a quote request to an order;
- or manually and directly in the Orders module.

The quickest option is to create an order from your quote. It allows you to retrieve the quote's information without having to type it again.
Prerequisites: the quote must be validated.
1 | From your quote, go to Edit > Convert to order. |
2 | In the successive dialog boxes, enter the automatic actions to perform: |
- Accept the conversion, if the supplier indicated in the quote is the recipient of the order.
- If you wish to keep this quote, convert it to a signed quote.
The order is created and opens in a new tab.

You can create several types of orders:
- a standard order;
- an internal order: if you offer internal services, you may have to standardize the transaction via an internal order that must be issued for an internal customer. Each order line will be built from a product associated with a class 9 account;
- a Group sales order: you must use this option when placing an order for an external company that belongs to the same group (of companies) as your company. Each order line will be built from a purchased product linked to the group.
- From a sales order via Edit > New supplier orders.
The creation process stays the same.
Note
You can create a new order from an existing order by duplicating it via the Edit > Duplicate Order menu.
If a sold product is linked to a purchased product associated with a supplier, you can create a purchase order from the sales order by entering the last purchase price (if it is indicated on the purchased product).

1 | Go to Management > Purchases > Purchase orders > |
2 | Under the Header tab, enter the following information: |
- Order number: It is automatically generated when the user does not enter one.
- Journal: the purchase journal linked to the order. If the connected user is linked to a default purchase journal, then this field is automatically filled in and cannot be modified.
- Label: order name.
- Quote's creation date.
- Expected signature : the expected signature date.
- Purchaser and requester contact details.
- Entity: the associated entity.
- Currency and Currency rate.
- Supplier reference: the supplier order's code.
- Potential support issue.
- Billing schedule linked to the order.
- The purchase order linked to the current one.
3 | Enter the supplier's contact details. |
4 | Enter the project's information: |
- Multi-project: checked if the order is linked to several projects, phases or sub-phases.
- Single-project and multi-phase: allows you to charge the total order to a project's phase.
- Contract: the default contract date if it is indicated in the header. Matches the date when the company begins to provide the service described in the line.
- Expected: the expected reception date or end date of the service.
- Storage unit: the name of the storage unit where the order will be received.
- Project: the project, phase and sub-phase codes.
5 | Enter a comment about the order in the Text on order section. |

Adding an order line
1 | Click on the Lines tab, then on |
2 | Fill in the fields located in the lower side of the screen: |
Field | Description |
---|---|
Grouping | The service groupings to be included in the order. |
Reference | The product references. |
Quantity | The quantity of sold products and unit storage. |
Unit price | The purchased product's unit price. The purchase price associated with the selected product is automatically suggested. |
Discount | The discount amount in percentage. |
Subtotal | The subtotal in euros. |
Account | The account number |
Project | The project's code linked to the offer line. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES). |
Phase / Sub-phase | The Project (phase) and phase (sub-phase) subdivision to which the offer line is linked. This information can only be entered if the quotation is multi-project / phases / sub-phases (Multi = YES). |
Contract | The contract's start date |
Forecast | The expected reception date for services linked to the line. |
Period from ... to ... | The order's start and end dates. |
Resource | The employee linked to the order |
3 | If the price on the line has to be revised, then fill in the following fields in the Revision section: |
Field | Description |
---|---|
Index |
Select the revision index from the help list. If an index is set on the purchased product associated with the line, then that index is automatically filled in. To set up indexes, go to Help Desk Setup > Service contracts > Indexes. The following fields are not displayed when the Index field has no entered value. |
Periodicity |
Select the periodicity from the drop-down list. A default periodicity is displayed when a periodicity is set on a purchased product linked to the line. The periodicity enables the user to automatically indicate the date for the next revision when revising prices. Example The next revision date indicated in a line was 01/01 and the periodicity is defined on Half-yearly. When calculating revised prices, the next revision date will therefore be 07/01. |
Next rev. | Enter the date for the next revision. This date enables you to retrieve the relevant when using the price revision feature in the module. |
Date Y-1 |
Indicates the date when prices were last revised. This field is automatically filled when the price on the line is revised. When this field is empty, that means the price on the line was never revised. |
Value N-1 |
Indicates the index value entered during the last revision. This field is automatically filled when the price on line is revised. When this field is empty, that means the price on the line was never revised. |
U. Price Ex. tax Y-1 |
Indicates the unit price Ex. tax entered on the line during the last revision. This field is automatically filled when the price on the line is revised. When this field is empty, that means the price on the line was never revised. |
Date Y |
Enter the index's current reference date. Depending on values entered in the index setup, this reference date enables the user to determine that index's Value Y. Example The index setup (monthly periodicity) indicates 275.0 as June's value. If you enter 06/10 as the reference Date Y, then 275.0 will be the default Value Y. |
Value Y | Indicates the current index value based on the reference Date Y. This value is automatically filled and cannot be modified. |
4 | Add a line by clicking on |
5 | If you want to duplicate, split or break down a line, right-click on the line and select the relevant option. |
6 | In the opening window, enter the periods and the way you want to split the lines. |
7 | Save your order. |
Once you save the order, you can generate down payments by right-clicking on the line and selecting the relevant option.
You can now access the order's history and recipients at any time.
Duplicating an order line
1 | Modify an order's record sheet. |
Note
The order must not be validated.
2 | From the Lines tab, select one or several order lines, right-click on your selection, then click on Duplicate the selected lines. |
3 | Select the type of duplication in the window that displays: |
Type | Description |
---|---|
Simple duplication |
Select Simple duplication to duplicate the selected line(s) a given number of times. To do so, enter the number of duplications in the relevant field. Example If you duplicate two lines 3 times, 6 new lines are created:
|
Repetition by period |
Select Repeat by period, if you want the duplicated line(s) to be repeated in a specific period (year, quarter, month, week or day) and a given number of times. To do so, from the drop-down list, enter the number of repetitions in the relevant field and select the type of period. Example You duplicate a line which period is 08/31/2020. When duplicating, you indicate 2 times per Year. 2 new lines are added:
|
4 | Click on Validate. |
The selected line(s) are duplicated in the order.

If you want a management object to be approved before validation, you can use the approval requests feature.
For more information, refer to

A validated order cannot be modified nor deleted.
You can either validate the order or validate and print it at the same time.
To validate the order directly from the order screen, go to Edit > Validate without printing. The order switches from 'Draft' to 'Validated'.
To validate the order and print it:
1 | From the order, go to Edit > Validate and print. The order switches from 'Draft' to 'Validated' and the printing screen opens. |
2 | Select the order's printing template. Akuiteo offers several printing templates, such as: |
- order: enables you to print a standard order,
- order form: enables you to print an order as an order form.
- a proforma invoice-like order.
Reminder:
- The current date is automatically entered as the validation date.
- Validating the order enables you to start the reception and payment processes. Only validated orders are taken into account in the initial and expected flows.

DMF |
Depending on the duration of , you may have to review service prices based on the value of the relevant revision index.
Important
To be able to review the lines in a , you must have filled the fields in the Revision section for the relevant lines.
must be validated but not delivered.
Search for to be reviewed.
1 | Click on Management > Purchases > Review prices > . |
The search screen opens. This screen is similar to the one that displays when searching for that have an additional tab for Price Review.
2 | Enter the search criteria of your choice. In the Price review tab, enter the following criteria: |
Criterion | Description |
---|---|
Reference date |
Enter the reference date that will be used to update prices in the lines, based on the index value entered on that date. By default, the current date is filled in. Example The index setup (monthly periodicity) indicates 275.0 as June's value. If you indicate 06/10 as the reference date, then 275.0 will be the value used when reviewing prices. |
Index |
Select the relevant index in the help list. To set up indexes, go to Help Desk Setup > Service contracts > Indexes. |
To be reviewed between ... and ... | Enter the revision period that matches with the date for the next revision entered in the lines. |
3 | Start the search. |
The validated and reviewable matching with the search criteria are displayed in the results window.
Calculating reviewed prices
The feature for calculating prices enables the user to simulate new prices in the lines based on the index value entered on the selected reference date. Values displayed in the table are therefore updated but the data remain unchanged.
From the results in the reviewable , click on at the top right of the screen to display the calculation for reviewed prices in the table lines:
- Values in the Date Y, Value Y and U. Price Ex. tax Y columns are respectively moved to Date Y-1, Value Y-1 and U. Price Ex. tax Y-1 columns.
- The Date Y column now displays the first day of the month – for the reference date that was indicated (for example, for a reference date entered on 06/20/2020, the Date Y column displays 06/01/2020).
- The Value Y column now displays the index value entered on Date Y.
- The U. Price Ex. tax Y now displays the unit price for the line, calculated based on the index's Value Y.
- The Next rev. column displays a new due date, calculated based on the initial next revision date to which the associated Periodicity is added.
Example
The next revision date indicated in a line was 01/01 and the periodicity is defined on Half-yearly. When calculating reviewed prices, the next revision date will therefore be 07/01.
Updating prices
From the results list for reviewable , click on , then confirm the price review. All displayed lines are reviewed based on the index's value entered on the selected reference date. Data linked to price review are therefore updated.
Note
The results list is updated. Depending on the criteria indicated in the search screen, you may not be able to modify the lines, for example if the next revision date you have entered in To be reviewed between ... and ... is no more included in the indicated period.

Reviewing the order
A validated order cannot be modified. It must be reviewed.
1 | From the validated order, go to Edit > Review order. The reviewed order is classified. |
2 | Enter a new order's number in the review screen. A copy of this 'not-validated' order is created and hyperlinked to the original quote. |
Logging the order
Logging an order allows you to keep an image of the initial order. You must perform this type of archiving before delivering an order that was not issued from a logged quote.
Reminder: Logging an order is only possible if the order was not a former logged quote.
From the validated order, go to Edit > Log order. The order is automatically added to the orders' history list.

Reminder
Validated orders as well as canceled or received orders cannot be modified nor deleted. To be updated, a validated order must first be reviewed:
- To modify an order, go to Edit > Edit order.
- To delete an order, go to Edit > Delete.

In some cases (e.g. a project canceled due to a litigation with a supplier), the order remainders must be canceled as the services will not be done nor charged.
When you cancel an order, the order status switches from 'Validated' to 'Canceled'. A copy of the order with negative figures is generated in the 'Canceled' status.
1 | From the order, go to Edit > Cancel the order. |
2 | Enter the cancellation date. |

You can send dunning emails to suppliers or managers. For example, you can:
- send dunning emails to suppliers in case you did not receive orders,
- send confirmation emails about the expected dates for orders' delivery.
1 | Activate the following DMFs: |
- 040324 PURCHASES/PURCHASE ORDERS/SEND TO SUPPLIERS BY EMAIL
- 040325 PURCHASES/PURCHASE ORDERS/SEND REMINDERS TO SUPPLIERS
- 040326 PURCHASES/PURCHASE ORDERS/SEND PURCHASE ORDER INTERNALLY
2 | From a purchase order's record sheet, go to Edit > Send by email / Dun the supplier. |
3 | From multiple orders: |
- Search for purchase orders that are still being processed and have not yet been received.
- In the search result, right-click on the orders to be dunned and select the dunning process of your choice.
- In the printing screen that displays, indicate the recipient and the printing template to use.

If you want to quickly update the list of recipients in an order, you can do it via the Edit > Update the recipient list menu.

If you want to quickly change the supplier:
1 | Go to Edit > Change the billing supplier. |
2 | In the window that displays the list of linked suppliers, select the relevant third-party and confirm. |

This feature allows you, in a single operation, to:
- create a billing table similar to the order,
- associate the newly-created billing table with the order, mentioning the table's number in the order's header.
To do so, go to Edit > New billing schedule.

A validated order cannot be modified (it must be reviewed). However, some (non financial) sections can be modified by updating the order's header. This is the case for the contractual or delivery dates as well as the billing schedule's number.
Go to Edit > Update the order's header.

You can postpone dates of order lines, for multiple orders from search results, or for a single order from its record sheet. The following dates can be postponed:
- The service's start and end dates;
- Contractual date;
- Expected delivery date.
1 | From search results of orders or from the Lines tab of an order, select the lines to postpone and right-click. |
2 | Click on Postpone the dates for the selected lines. |
3 | In the postponement window, check the desired postponement type for each date: |
- By period to set the duration after which the date must be postponed. If the number is not entered, the date will not be postponed.
Example
To postponed the date in 3 weeks, enter 3 in Number and check Week.
- On a specific date to select the specific date until which the date must be postponed.
Tip
To empty the date, check On a specific date then leave the date field empty.
4 | Validate. |
The dates are postponed.