Order Fulfillment#

Tabs#

Summary Counters#

Four counter cards sit at the top of the Orders tab. Three of them are clickable shortcuts:

Status Filter Tabs#

Below the counters, a row of filter tabs narrows the list by order status:

• All — every order
• Active — orders still in progress
• Completed — orders that have finished
• Cancelled — orders that were cancelled

Filter Bar#

You can further narrow the list with the filter bar:

• Search — type an order code or client name to find a matching order.
• All Months — filter by the month the order started.
• All Clients — filter by client.
• All Templates — filter by the template the order is using.
• All Assignees — filter by the person assigned to a step.

When any filter is active, a Clear Filters button appears to reset them all at once.

Orders Table#

Click any row to open the order's tracking view, where you can follow the timeline of steps and act on the current step.

Create Sales Order, Create Purchase Order, Create Invoice, and Record Payment Steps#

Several steps generate real records elsewhere in ANTE:

• Create Sales Order — locking in this step creates a confirmed Sales Order, using the items carried over from the quotation plus the Expected Delivery date and Notes you enter here. You can find it afterward in Assets → Sales Order. The total shown on this step is net only — there's no Tax Type field here anymore; a note reads "VAT is applied on the invoice", since tax is decided at the next step, not this one.
• Create Purchase Order — locking in this step raises a Purchase Order to a supplier, using the items and quantities carried over from the Sales Order. The customer-facing Sales Order price is never copied as the supplier cost — instead, each line's Cost is pre-filled from that item's buying price on file in the item catalog, so procurement starts from a real number instead of zero; it stays fully editable before submitting.
• Create Invoice — locking in this step raises a real invoice in Treasury → Receivables → Collection by Invoice, using the Description, Tax Mode (VAT Inclusive/Exclusive), Currency, and per-line Discount and Tax Type (VATable, Zero-Rated, VAT-Exempt, or Non-VAT) you set on this step. Once the invoice is created, ANTE automatically marks the linked Sales Order Completed and shows that invoice's VAT and tax-inclusive total back on the Sales Order. When the template has no Sales Order step before this one (for example, Quick Direct Sale), the invoice instead pre-fills its line items straight from the quotation, and defaults Tax Mode to VAT Exclusive so VAT is still added on top — matching the price the client already approved.
• Record Payment — some templates (for example, Quick Direct Sale, which has no purchasing or delivery legs) end with this step instead. Locking it in records a collection receipt in Treasury against the invoice raised by the Create Invoice step. The step pre-fills the invoice number and its Outstanding balance (read-only) — a View Invoice button opens a read-only quick view of the full invoice (client, dates, tax mode, VAT rate, project, and description; line items with discount and tax type; the payment summary; and any collection receipts already recorded against it) if you want to double-check it before collecting. You then enter the Amount to collect (defaults to the full outstanding balance), an EWT rate, the Fund account the cash is deposited into, the Payment date, and an optional Memo. Submitting settles that fund account and updates the invoice — Paid once the full balance is collected, or Partially Paid if you record less than the full balance. If the invoice is still Draft, submitting this step automatically issues it (moves it to Sent) before recording the payment — you don't need to send it manually first, unlike collecting from the invoice directly in Treasury.

Receive Goods and QC Approval Steps#

Templates with a purchasing leg (for example Standard Order Fulfillment and High-Value Order (with QC)) include a receiving step where the warehouse logs what arrived against the Purchase Order — the quantity received and a QC status per line (Pass, Fail, or the initial Pending). If the Purchase Order was split across suppliers, each line also names its delivering supplier, carried over from the PO.

• In Standard Order Fulfillment (no separate QC-approval step), completing Receive Goods stocks the received lines directly.
• In High-Value Order (with QC), Receive & QC Inspection logs the receipt and QC Approval reviews it — completing (approving) the QC Approval step is what stocks the reviewed lines.

Every line on the receiving step itself must be marked Pass or Fail before that step can be completed — you can't submit while any line is still Pending. A Mark all pending as PASS button above the items table sets every remaining Pending line to Pass in one click, for the common case where everything simply arrived fine; mark exceptions Fail individually first.

Either way, only lines marked Pass enter inventory, at the quantity actually received — Fail lines are never stocked. The stock lands in the order's Purchase Order's warehouse, or the company's main warehouse if the order has none set.

Steel Import DDP Templates (Non-VAT / VAT)#

Two pre-built templates cover a full steel-trading DDP (Delivered Duty Paid) flow: Steel Import DDP (Non-VAT) and Steel Import DDP (VAT). Both run the same 10 steps — Create Quotation → Client Approval → Issue PO to NSTP → Issue Sales Contract → Issue Proforma Invoice → Review Shipping Documents → Customs Duties Payment → Deliver to Client → Create Invoice → Record Payment.

• There's no separate Create Sales Order step — once the client approves, the flow goes straight from Client Approval to Issue PO to NSTP (the client's purchase order to NSTP). The Purchase Order — and every document after it — pre-fills its items straight from the approved Quotation instead of a Sales Order.
• Issue PO to NSTP starts each line's Cost at the quoted price — unlike a supplier Purchase Order built from a Sales Order (where the customer's price is never copied, and Cost instead starts from the item catalog's buying price), this PO is the client's own order to NSTP at the price you already quoted them, so each line's Cost pre-fills from the approved Quotation's unit price instead of resetting to zero. It stays fully editable before submitting.
• Picking the template makes the VAT decision — the two templates are otherwise identical. Choosing the Non-VAT template prints documents with a single VAT-inclusive grand total; choosing the VAT template prints the VATABLE COST / 12% VAT / GRAND TOTAL breakdown instead. There's no separate tax-type choice to make afterward.
• Starting an order from either template automatically seeds your company's Steel document pack — ready-made branded designs for Quotation (the Steel Quotation NSTP sample look, activated automatically), Purchase Order, Proforma Invoice, Delivery Receipt, Sales Contract, Invoice, and Payment — all in the matching Non-VAT/VAT look, so the flow's own Create Invoice and Record Payment steps export this branded look too. If a design already exists for one of these documents, it's left untouched. A simpler compact Quotation (Default) look is also available, but it is not seeded automatically — pull it in on demand from the Use a prebuilt picker in the Exportable Documents editor. These seeded designs start with every object locked — unlock only the ones you want to change. See Project Processes → The Exportable Documents Tab to customize the layouts afterward.
• The Client Approval and Review Shipping Documents steps require proof of approval — the client's signed quote (or confirmation email) and the final shipping-documents set, respectively — attached before either can be approved. See Approval & Review Tasks → Attaching Proof of Approval.
• Buyer TIN (Sales Contract) and Customer TIN (Proforma Invoice) — wherever these steps appear — only accept digits (letters are dropped as you type) and format automatically into 000-000-000-00000 as you go.

TDK Procurement Workflow#

A pre-built 11-step procure-to-pay flow for buying materials from suppliers — this is a purchasing flow, so there's no client and no quotation step; the order starts straight at the canvass: Request & Tabulate Quotation (Canvass) → Select Supplier → Prepare Purchase Requisition → SCM Approval → Accounting Approval → Purchase Order → Receive Goods → Match Documents & Process in SAP → Tax Vouching (Withholding Tax) → Payment Request Processing → Approve Payment & Send Proof.

• Request & Tabulate Quotation doubles as both the RFQ you send suppliers and the tabulation of what comes back: list the items and candidate suppliers, export the blank sheet to email out as the RFQ, then return once quotes arrive, fill in each supplier's price, and export again for the comparison. This step also requires attaching the requestor's drawings/specs (at least one file) before it can be submitted.
• Select Supplier picks the winning supplier per item line from the tabulated quotes.
• Prepare Purchase Requisition — because this step follows Select Supplier in the template, the Purchase Request form pre-fills its items, quantities, and awarded prices automatically, and its items table gains an extra read-only Supplier column naming each item's winning supplier.
• SCM Approval and Accounting Approval are two sequential sign-offs on the requisition. Both are checked/approved/released in SAP (TDK's own system), so each requires uploading the SAP approval/release proof before it can be approved; rejecting either sends the requisition back to Prepare Purchase Requisition for revision.
• Purchase Order issues the PO to the approved supplier. Because this workflow has its own Payment Request Processing step further down, generating the PO does not create a Request for Payment in Treasury the way a plain Purchase Order normally would — Treasury stays empty for this purchase until the Payment Request Processing step is submitted. If Select Supplier awarded items to more than one supplier, this step shows one tab per winning supplier and submitting generates one PO per supplier — see Purchase Order → When Supplier Selection Splits the Award Across Suppliers.
• Receive Goods requires attaching the supplier's delivery documents that arrived with the shipment — their invoice, delivery receipt, and any import/customs paperwork (at least one file) — before it can complete, and records the received quantities against the PO. Every line also needs a Pass/Fail QC verdict before the step can complete — see Receive Goods and QC Approval Steps above. When the PO was split across suppliers, each line also names its delivering supplier so you can tell who shipped what.
• Match Documents & Process in SAP 3-way-matches the supplier invoice, PO, and Goods Receipt, and requires uploading the SAP processing proof before approving. Approving this step is what stocks the received Pass lines into inventory; rejecting sends the order back to Receive Goods.
• Tax Vouching requires attaching the withholding-tax (EWT) computation sheet — invoice number, ATC code, tax base, EWT rate and amount — before it can complete.
• Payment Request Processing pre-fills the payee and amount from the Purchase Order; adjust the amount to the invoice total less the EWT computed on the previous step, then click Submit — nothing appears in Treasury for this purchase before that. Submitting creates (or links) the PO-linked Request for Payment at your adjusted amount, and this step completes right away — it no longer waits on approval or release; that now happens in the next step. If the Purchase Order step split across suppliers, this step instead shows one tab per purchase order (payee locked, amount per PO) and files one Request for Payment per PO. This step also ships with Require proof of approval on the generated RFP switched on in the Process Builder, so whoever approves the resulting request in the next step must attach a proof of approval before they can approve it — see Project Processes → Step 3: Configure a step.
• Approve Payment & Send Proof is a read-only monitoring step — there's nothing for you to fill in or approve here. As soon as it activates, it spawns a Payment Approval & Release sub-workflow for the request(s) filed in Payment Request Processing (one per purchase order, if the order split across suppliers); opening its task shows each request's live status plus the proof of approval its approver attached inside that sub-workflow. The step auto-completes — finishing the order — once every request has actually been released by Treasury. If an approval or release inside the sub-workflow is rejected instead, the request is automatically routed back to Payment Request Processing for the maker to revise and resubmit; there's no reject action to take on this step itself.

The Canvass, Receive Goods, Tax Vouching, and every approval step's required uploads all use the same attachments panel — see Approval & Review Tasks → Attaching Required Documents and Attaching Proof of Approval for what the assignee sees.

Manufacturing — Receiving to Outgoing Template#

A pre-built 7-step manufacturing flow that tracks a job from goods receiving through to outgoing delivery: Receiving → Incoming Inspection → Work Order → Production → QA Release → Dispatch Approval → Outgoing. It has no client and no quotation step — it's a production flow, not a sale — so on the Orders tab, the Client and Total columns simply stay blank for orders started from it.

• Receiving (Warehouse) — count the delivery against its paperwork on the Receiving Report: Supplier, PO / Order Ref, DR No., Date Received, Warehouse / Bay, and Received By, plus a line table of Qty on DR vs Qty Counted with an auto-computed Variance — a Remarks note is required on any line with a variance. Attaching the supplier's DR / packing list (and mill certs / test reports, if you have them) is optional — it doesn't block completing the step.
• Incoming Inspection (QC) — inspect the received lines: Received, Sampled, Pass, and Fail quantities per item, with a Defect note required whenever a line has a failed quantity. Partial acceptance is normal — for example 146 pass and 2 fail out of 148 received. Rejecting this step sends the delivery back to Receiving for return to the supplier (RTV).
• Work Order (Planning) — release the job: WO No., Customer / SO Ref, Product, Qty to Produce, Start Date, Due Date, and Line / Work Centre, plus the BOM exploded into component Required quantities (Per Unit × Qty to Produce) alongside optional On Hand / Reserved figures that compute a Short quantity. If any component is short, a written Release Reason is required before the step can complete — it's capture-only for now, computing Required but reserving nothing. As the job moves downstream, three read-only panels appear so Planning can watch it without leaving the Work Order: Incoming Inspection Results (received / pass / fail from Step 2), Production Status (the running Done / NG / On-Hold / Pending count QC is recording per item), and Delivery Status (the Outgoing step's shipment status, DR no., customer, and quantity). A Work Order Progress table also tracks each product's accepted quantity against its target as inspections complete.
• Production (Floor) — a standing step that stays open for the life of the job rather than closing after one submission. Report on two tables as before — Output (Good, Rework, and Scrap quantities per item, a reason required whenever there's scrap) and Consumption ( Reserved vs Consumed, with the Variance computed automatically) — and additionally submit each finished batch as it's made: enter a Lot No. and the produced item lines, then Submit Batch → QC. Each submission opens its own QC Inspection task for that batch (listed below with its lot, lines, and the linked task's live status), and the composer clears for the next batch. The step only advances to QA Release once every output product's QC-accepted quantity has reached its Work Order target; NG or still-pending quantities show as For Production and need a fresh batch. In the rare case production genuinely can't reach the target, Complete production below target (ship partial) advances the step anyway once every open QC inspection is finished and a reason is entered. A Show Work Order button in the header opens the live Work Order Progress / Production Status / Delivery Status readout without leaving the step.
• QC Inspection (per batch) — there's no separate top-level QC step anymore: every batch submitted in Production opens its own QC Inspection task, seeded with that batch's lot number and item lines. Two things to fill in: the measured Characteristics table (Characteristic · Spec — for example "120.0 ± 0.3 mm" · Measured · a judged Result (Pass/Fail), as before), and an Item Status table where each item is worked down from Produced into Done, NG, and On-Hold counts — click a bucket's count to record an entry (a quantity plus a note; an NG entry requires a reason), which keeps a timestamped history of who changed what. Completing the batch's inspection closes just that batch: its Done quantity rolls up toward the Work Order's target, and its NG (plus anything still Pending) rolls back to Production under For Production for rework. Attaching the inspection record / measurement sheet is optional. This step also has the Show Work Order button.
• QA Release — the quality release gate. Opening the task shows the run's completed Production record read-only — the Output and Consumption tables plus every submitted batch — with the Show Work Order button for the live accepted-vs-target rollup across every QC inspection. QA can approve the whole run (advancing to Dispatch Approval) or send it back; a Send Items Back to Production panel also lets QA reject specific quantities per output product (with an optional reason) instead of holding the entire run — only those units return to Production for rework, the rest stay credited toward the target. Like the rest of this template, QA Release is left unclaimed on the Quest Board for anyone in QA's pool to pick up, rather than routed to one fixed approver.
• Dispatch Approval — the PPC clearance gate before shipment. Opening the task shows the released Work Order read-only, together with its Production Status and Delivery Status monitors, so Planning can confirm the job is really ready before it ships. Approving advances to Outgoing; holding sends the job back to Production. Also left on the Quest Board for PPC to claim.
• Outgoing (Logistics, the last step) — ship the dispatch-approved lots: a header of Customer, SO Ref, DR No., Delivery Date, Vehicle / Plate, and Driver, plus a line table of Lot No., Item, UoM, Qty, and Remarks, pre-filled from the Production step. Set the Delivery Status as the shipment progresses — For Dispatch → In Transit → Delivered → Received (or Cancelled) — and once the customer signs, record Received By and Received Date; the Work Order's Delivery Status panel and every Show Work Order popup mirror this status read-only. Attaching the signed DR / gate pass is optional.

The reject loops keep the flow honest: a failed Incoming Inspection returns to Receiving, a QA Release hold sends the run back to Production, and a Dispatch Approval hold also sends it back to Production — there's no separate top-level QC step to loop through since QC now runs per batch inside Production itself.

Receiving, QC Inspection, and Outgoing's optional uploads use the same attachments panel described in Approval & Review Tasks → Attaching Required Documents — each shows a Supporting documents / Optional badge instead of a blocking Required documents one.

Starting a New Order#

1. On the Order Fulfillment screen, click + New Order (top right).
2. In the New Order dialog, select a Fulfillment Template (required) from the dropdown. Templates are grouped into Pre-built and Custom Templates. The dialog remembers the last template you started an order with and pre-selects it automatically, so starting another order of the same kind is a single click — you can still pick a different template before starting.
3. When you select a template, a Workflow Preview appears showing how many steps it has. Click View flow to see the full numbered list of steps.
4. Click Start Order.
5. The order is created and the first step (the quotation) opens automatically, assigned to you. Fill in the client, items, and terms there to move the order forward.

Tracking and Working an Order#

1. On the Orders tab, click the order's row.
2. The order's tracking view opens, showing the timeline of steps and the current step.
3. Work the current step to advance the order. When you finish a step, the order's progress bar and status update.

If a step spawns its own sub-workflow — for example TDK's Approve Payment & Send Proof step spawning Payment Approval & Release — once it actually spawns, a separate, distinctly colored SUB-WORKFLOW box appears right after that step's card in the timeline, numbered with the step's own number and how many sub-workflows it spawned (for example 11.1 for one, or 11.3 if the step split across three suppliers and spawned three). Click the box to open a dialog listing every spawned sub-workflow — its code, template, status, and its own step-by-step timeline — so you can see how far each one has gotten without leaving the order.

Once an order is Completed or Cancelled, every step keeps its Task button so you can still open and review what was submitted — but the step is locked: there is nothing left to fill in or re-submit, so opening it is view-only.

Exporting a Quotation to PDF#

1. Open the order's quotation step (either while filling it in, or while reviewing it later).
2. Click Export PDF at the top of the quotation dialog, next to the close button.
3. ANTE renders the quotation exactly as it currently stands — company header and logo, bill-to client, line items, subtotal, VAT (if the quotation is taxed), grand total, payment terms, notes, and signature lines — and downloads it as a PDF.
4. If no items have been entered yet, ANTE asks you to add at least one item before it will export.

Because the PDF always reflects the current form contents, you can use it to share a preview with the client before the quotation is finalized — it works whether you're still editing the quotation or just reviewing it.

Exporting Any Completed Step's Document#

Beyond the quotation's own Export PDF button, the order's tracking view has an Exportable tab that gathers every completed step's document in one place:

1. Open the order's tracking view (click its row on the Orders tab).
2. Click Exportable next to Timeline at the top right of the Process Timeline section — this toggle only appears once at least one step's form has been submitted.
3. The Exportable view lists each completed document (Quotation, Sales Order, Purchase Order, Invoice, Payment, and so on) with the step it came from.
4. Click Preview next to a document to open it as a full-screen PDF preview inline, rendered from the order's real data, without downloading anything — useful for a quick check before exporting.
5. Click Export <Name> on the document you want. ANTE downloads a branded PDF copy.
6. An Excel button next to Export downloads the same document as a real .xlsx workbook instead of a PDF, built from the order's real data. It uses your company's active spreadsheet template for that document type if you've set one up, or a default layout otherwise, so it always works — see Project Processes → The Spreadsheet Designer to design one.

For a single document, you don't have to switch tabs at all — once a step's document is locked in, that same step's card in the Timeline view carries its own Download button (next to its form-type chip, for example Purchase Order) that downloads that one branded PDF directly.

Cancelling an Order#

Cancelling needs its own Cancel Order permission — it is not automatically included with the module access that lets you open and work an order. A role without it (for example the seeded Asset Manager, who can still open orders and advance every step) simply does not see the Cancel action on the tracking view.

While viewing an order that is still running (not already Completed or Cancelled), you can cancel it from the tracking view and record a reason. If a step already generated a document — a Sales Order, Purchase Order, or invoice — the confirm dialog lists what cancelling will do to each one before you type the reason: documents still safe to nullify will be voided (their status becomes Voided), and documents that can't be safely voided (a payment already recorded, goods already received, an invoice already posted to the books) are listed as left untouched, with the reason why.

Invoices are never voided by cancelling the order — an invoice posts to the books the moment it's created, so it always shows up as left untouched. See Sales Invoice.

Once cancelled, every step in the order's timeline turns Void — completed steps included — and the order itself moves to the Cancelled status.

If a step had spawned its own sub-workflow that's still running — for example TDK's Payment Approval & Release, spawned by Approve Payment & Send Proof — cancelling the order also cancels that sub-workflow, so no orphaned approval or release task is left behind.

Reopening a Completed Step#

If a step was completed by mistake, open its task and click Reopen. The step returns to In Progress, and if the order had already finished (Completed) or been cancelled, the order itself comes back to In Progress too. Reopening is blocked if a later step in the order has already been completed — you can only reopen the most recently completed step.

Filters#

• Period — choose All time, Year to date, Quarter to date, or Month to date. The period narrows results by when each order was completed.
• Currency — choose All or a specific currency that appears in your orders.

What the Report Shows#

Working with Templates#

• The Templates tab lists each template with its Name, Status, Steps count, Runs (number of orders started from it), and Last Updated date. You can switch between Grid view and List view and search templates by name.
• Pre-built templates are marked with a badge. They can't be edited directly — when you Start an order from a pre-built template, ANTE automatically makes your own copy and runs that. To change a pre-built template, duplicate it and edit the copy.
• Start — begins a new order from that template.
• Edit — opens the template in the process builder so you can change its steps.

Editing a Template#

1. On the Templates tab, click Edit on the template you want to change (pre-built templates must be duplicated first).
2. The Process Builder opens, where you can adjust the template's steps.
3. You can also click Open Process Builder at the top of the Templates tab to manage process templates directly.