My First Order
If you’re a Quotec Kit Reseller, Quotec will take care of all the ordering so all you need to do is purchase the job and send through your delivery form! The team will keep you updated regarding the delivery of your order.
BOM Resellers will need to process and manage your own purchase orders (POs) so let’s go over the basics!
Your purchase orders are generated after purchasing the job and can be found under the Orders tab on your job management page.
Click on an order in the flowchart in this Orders tab to open the associated Purchase Order page. From this page you’ll be able to process and manage your order.
Pre-Order Check
There’s a few things to make sure of before processing any of your orders:
- All your colours, lengths and quantities are correct and match your Bill Of Materials
- The delivery details are correct
- Name
- Address
- Contact information
- Fill in your requested delivery dates and any delivery notes. Make sure your dates allow for:
- Lead time of individuals suppliers
- Consolidation time required for any orders being delivered to this supplier (how soon before delivery do all orders need to arrive)
- Is this order being consolidated to a different supplier? If a supplier is receiving an order for consolidation there should be a “Consolidate” item listed on the order. Make sure to either add or remove this item.
- Was your freight POA? Make sure you’ve contacted your supplier and updated the freight value.
- Was this a custom design? Custom designs might require modifications to your PO documents before processing. If you require changes or aren’t sure, send an email to support@quotec.com.au.
Processing Your Orders
Now that you’re happy all your orders are correct you can start processing them. Since your Q-Plates order is managed by Quotec it will have slightly different processing steps so let’s start there.
Q-Plates
Please allow a 2-3 week lead time for plates orders and 3 days from the delivery of any fasteners for consolidation.
Once all the information is correct you can process the PO using the “ORDER” button at the top.
The system will go through a number of checks here to confirm your pricing is accurate before requesting payment for the order. Once you’ve completed the payment process your order will automatically be placed with our production team.
If your order has been placed with our team your screen show now be showing an Order Confirmed date on the lefthand side.
For more detailed information on this ordering process check out the Q-Plates Orders help file.
Other Orders
All other orders can either be sent direct from Quotec or Manually. If you’d like to send your orders direct from Quotec make sure you’ve already set this up by following the steps HERE.
Manually
If you are sending your orders manually then clicking the “ORDER” button at the top will go through the same check as with Q-Plates before generating your PO documents. You will then need to download these documents and email them to your supplier.
You can download the documents by clicking the “DOCUMENTS” icon at the top. This will show you a list of all the generated documents for this order. You can then click on each document you wish to download. Once you’ve downloaded all the order documents you need you can then attach these to an email address to your supplier.
Email From Quotec
If your system is set up to allow you to email your orders direct from Quotec then you’ll still start by clicking the “ORDER” button. The system will go through it’s usual checks and then you’ll see this:
You will be able to see where the email will be sent and add any notes you need to to the body of the email. The purchase order documents will automatically be attached to this email so you can send the order straight from this screen using “SEND EMAIL NOW”.
If you have other documents you need to include in your email or just want to send the order later click “I WILL MANUALLY SEND LATER”. This will simply generate the documents and you’ll be able to download these to email through to your supplier.
Managing Your Orders
Q-Plates
Your Q-Plates purchase order page will always be updated with the delivery and dispatch dates of your order.
Each time an update is made to any status dates of your order you will receive an email from Quotec with the updated information and a link to your purchase order page. These emails are set up to be sent to the user assigned to the job so to make sure the correct person is receiving these emails. You can update the assigned user or specify the recipients in the email type.
Delivery Date
Within a few days of receiving your order our team will update the Delivery Confirmed date and you’ll receive an email with these details. This is the estimated dispatch date for your order so depending on where the order is being delivered you will also need to allow time for the delivery to arrive.
If there are any delays with your order, this delivery date will be updated to reflect the new estimated dispatch. A comment will be included to show that this has been rescheduled/ delayed. You will again receive an email at this time with the updated information.
Dispatch Date
The day after your order has been dispatched the system will be updated to reflect this. Our production team will update the Dispatched Date on your order and in the notes include the tracking information for this delivery.
At this time you will also receive an email which will include the dispatch date and tracking information.
You can also use your Order Review page to keep track of orders due for dispatch within the next few days. If you have an important order on this list send an email to orders@quotec.com.au to check it’s on schedule. For more information on your Order Review page see Order Review.
Other Orders
You will receive updates about your other orders direct from your suppliers but it’s important to make sure that you’re receiving confirmations within a few days of placing your order. If you haven’t received a confirmation, get in contact with your supplier to confirm they have received your order!
To help make managing your orders easier, you can use the same method the Q-Plates production staff do to keep you up-to-date regarding your Q-Plates order. For more detailed instructions on how to utilise the Quotec platform to manage your orders check out Order Management - BOM Users.