Order Fulfillment#

Where the Rest Lives#

What Orders — View Only Can See#

• The Orders list and Reports, every order's popup (Timeline, Documents and History) and the Open POs.
• Every document an order holds — quotations, Sales Orders, Delivery Receipts, invoices, Receiving Reports and the rest — read-only.

What a view-only user does not get: the + New Order button, the order popup's Duplicate order…, Mark Lost… and Cancel Order…, the Open PO create / edit / release / change-order buttons, the Attach to order and stage-move buttons on documents, and New on a document list.

When a Change Is Refused#

Ante enforces this on the server, not only by hiding buttons. Anyone without Orders work access who tries to change an order — start one, complete or skip a step, fill in or submit a step's form, close a step early, cancel it, mark it lost, or add or remove its attachments — is refused with You have view-only access to Orders — ask an administrator for Orders Staff access to make changes. This applies equally to the workflows started under an order (its delivery, receiving, purchase order, Open PO release and re-quote workflows).

The one exception is the person a step is assigned to (or who belongs to the role or department the step is routed to): they can work that step's form and complete it without an Orders level. Cancelling, marking lost and deleting an order always need Orders work access.

Recording or extending the customer's PO date, reserving or releasing stock, moving a Delivery Receipt's stage and accepting extra goods on a receipt each have the same rule — they are described where that job is explained below.

Orders You Can't Open#

Someone with no Orders access can still see an order's code in Workspace → Processes → Instances, shown with a small lock beside it (hover it for You don't have access to Orders. Ask an admin.). Clicking such an order opens a panel that says the same thing instead of loading forever — and, if the order has been removed, This order no longer exists.

Summary Counters#

Four counter cards sit at the top of the Orders page. 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.
• All outcomes — filter by how the order ended: Open (still running, or waiting for an approval), Won, Lost or Cancelled. Lost orders are never hidden — use this filter to find them. When any order has a step whose automatic action failed or was refused — or a live step no one can take because its department, role or person was deleted (re-point it in the Builder) — a Needs attention (N) choice also appears; it lists those orders, and each shows Needs attention · <step> in the Order cell (hover for the reason).

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.

Order Outcome — Won, Lost, Cancelled#

Besides its status, every order records how it ended, so a finished order and a lost one never look the same:

• Won — set automatically when the workflow's "won" step is completed. By default that is the first Sales Order or Open PO step; a workflow can choose another step (see Processes → Outcome panel). Shown as Completed · Won (or Running · Won while the rest of the steps carry on).
• Lost — the customer didn't go ahead. Someone used Mark Lost… (see Common Tasks). Shown as Closed · Lost — reason.
• Cancelled — the order was cancelled, with a reason from the company's list (or the words typed when cancelling). Shown as Cancelled — reason in the list and on the order screen.

The order popup shows the same status and, for a Lost or Cancelled order, a short block with who did it, when, the reason and any note. A request waiting for an administrator shows Lost requested instead.

Only where the workflow tracks it. Won and Lost mean something only in a workflow with a sales stage before the order is won — for example a quotation before the Sales Order. A workflow that starts at the customer's PO (the Sales Order is its first step, or its "Won when" step is the first step) has nothing to win or lose, so its orders show no Won or Lost chip: an order closed as Lost there reads Cancelled — reason in the Status column, under the Cancelled tab and on the order screen. When no active order workflow tracks an outcome, the filter bar drops All outcomes (the status tabs already show Running, Completed and Cancelled). Nothing is changed on the order — only how it reads.

Currency and Exchange Rate on Order Documents#

The Quotation (estimate), Sales Order, Purchase Order and Invoice steps each carry a Currency in their header. Pick the document's currency from the currencies your finance team enabled in Settings → Currency (the main currency is listed first). In the main currency nothing else is needed. In a foreign currency the form shows the rate controls:

A typed rate is compared with the official rate. If it is further away than the company's tolerance, a warning appears — "… % from the official rate — this document will be flagged for finance review". It never blocks you: the document still saves, and finance sees it under Rates to review in Settings → Currency. A rate copied from the source document gets the same check.

Converting line prices. If you change a document's currency after entering line prices, ANTE asks Convert line prices? and shows an example (for instance a price before and after). Convert prices converts the lines from the old to the new currency at the document rates; Keep as entered leaves the numbers untouched. If no rate is available for the currency, prices are not converted and you are told to check the line prices.

Proforma Invoice. The Proforma Invoice step has the same Currency and rate controls as the Invoice, in place of the old free-text currency box. The currency is taken from the Sales Order (or from the order, when the previous document carries none), and the rate basis and tolerance follow the Sales Invoice policy in Settings → Currency. A foreign currency needs a rate before the step can be locked in. A typed rate beyond the tolerance still saves and appears under Rates to review, labelled Pro-forma Invoice. The printout shows the currency and, for a foreign currency, the exchange rate.

Register Open PO and Release from Open PO Steps#

Two further steps work with standing customer orders (Open POs). Register Open PO records the customer's Open PO — fixed prices and a total quantity per item, with a validity period — and stays a draft until the order completes. Release from Open PO draws a quantity from an active Open PO at its fixed prices and links the release to a Sales Order. An order tied to an active Open PO also shows an Open PO link and a Change Order button in its tracking view. Every field is explained on Open POs (Blanket Orders).

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 Requested delivery date and Notes you enter here. You can find it afterward in Orders → Sales Orders. 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. If the order reached this step with no customer (a branch that skipped the Quotation, or an order started without one), the form also asks for a Customer first — see Sales Order → Filling In the Create Sales Order Step.
• 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 Unit price 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. Like the Sales Order step, raising the invoice needs a customer on the order; see When a Document Isn't Created below for what happens if it can't be created.
• 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 Gross amount to collect (defaults to the full outstanding balance), an EWT rate, the Fund account the cash is deposited into, the Collection date, and optional Notes. 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.

When a Document Isn't Created#

Creating the Sales Order or the Invoice behind a step happens automatically when you lock the step in — normally it's invisible. If it can't happen, the step still completes (there's nothing stopping you from moving on), but its card in the Timeline now shows a red warning chip explaining why instead of silently leaving the document missing. Hover the chip to read the exact reason, for example:

Invoice not created — this order has no customer. Set the customer on the Sales Order step (re-open it and re-submit), then re-submit this invoice.

The most common cause is a missing customer — see Create Sales Order, Create Purchase Order, Create Invoice, and Record Payment Steps above for how that happens and how the Sales Order step's Customer field fixes it. The same chip also covers a few rarer causes stamped the same way: the form had no line items, the submitted form couldn't be read, or the create call itself failed.

Fix the cause, then re-open and re-submit the affected step — that creates the missing document and clears the warning on its own; nothing else needs resetting. This is the same Automation failed chip used elsewhere on a workflow's timeline for a failed on-complete action — see Project Processes → Automation Failed Badge.

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.

Receiving more than was ordered. A receipt can't go beyond what the Purchase Order still has outstanding (plus the Receiving Report's over-receipt tolerance, if one is set). If the same item appears on several lines, the lines are added together first. When the supplier really did send more, tick Accept extra — receive more than the PO still has outstanding under the remarks and fill in Reason for receiving extra (at least a few characters). Without a reason, submitting is refused with the item, the quantity and what is outstanding, and a reminder to tick Accept extra. Once accepted, the form states Extra accepted (item received / outstanding): reason, and the order's History tab records who accepted it, when and why.

Accepting extra counts as a change to the order, so it needs Orders work access or the access that lets you write Receiving Reports (Purchasing, or Treasury purchase-order access). Orders — view only, or merely being assigned the step, is not enough: you are told Accepting extra goods needs Orders or receiving access, and someone who has it must accept the extra.

Revising a Purchase Order#

When a supplier can only ship part of a PO, changes a price or moves a date, revise the PO instead of voiding it. Open the PO in Documents and click Revise PO lines.

1. Change the lines
   For each line you can change the Quantity, Unit price and Delivery date. The Received column shows what already arrived — a line can't go below it. The dialog shows the PO total before and after.
2. Give the reason and issue the revision
   Type the Reason (for example Supplier can only ship 6 bolts) and click Issue PO-…-R1.

The PO now carries the revision number (PO-001500-R1), and its print says Revision R1, replaces PO-001500 with the changed lines, ready to send to the supplier. The earlier copy stays in Documents marked Superseded; its print is watermarked SUPERSEDED. The PO's History tab lists every revision, with who made it, when and why, and Compare shows what changed between two of them.

The revision updates everything that reads the PO: Goods Received expects the new quantities, the PO total and its open payment request follow in Treasury, and a line that was cancelled with the supplier stops showing that note once the PO is revised down.

A PO can't be revised once the supplier bill is recorded: Revise PO lines is unavailable and the message names the bill (Supplier bill … is recorded — this PO is final). A PO from a split award (several suppliers on one form) can't be revised yet.

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

The Steel Import DDP (Non-VAT) and (VAT) workflows, with their Steel document designs, are no longer built in. They ship as a Pre-sale package that installs into demo companies from Processes → Install package (see Processes). Companies that already have them keep their copies.

TDK Procurement Workflow#

The TDK Procurement Workflow is no longer built in either: it ships as a Pre-sale package for demo companies, installed the same way. Companies that already have it keep their copy.

Delivery Receipt (Dispatch to Client and Outgoing)#

One form now covers everything that leaves your warehouse. The old Dispatch and Outgoing Delivery forms were merged into the Delivery Receipt: the Order Fulfillment templates' Dispatch to Client step and the manufacturing flow's Outgoing step both use it, and both take the signed delivery receipt as an attachment. Older orders that used the old forms open on the Delivery Receipt too.

The form has a Delivery section where you set the Delivery stage:

• Prepared — the goods are ready but have not left yet.
• Dispatched — fill in the dispatch fields: Dispatch date, Courier and Tracking # (or, for Own delivery, Vehicle plate) — see Couriers, Tracking and Ships Frombelow.
• In transit — the delivery is on its way.
• Delivered and signed — requires Received by and Received date. If the step takes files, attach the signed delivery receipt to the step before submitting.

In manufacturing orders the lines also show a Lot no. column, pre-filled from the Production Report / QC Inspection.

When the workflow step has Stock on delivery switched on, the stage also moves your stock: Dispatched moves the goods to an in-transit warehouse, Delivered and signed takes them out of stock, and cancelling the delivery brings them back. A shortfall at dispatch stops the change. The step also sets where the goods ship from.

Because these stages move stock, changing the stage needs Orders work access (Orders Admin or Orders Staff) or Deliveries update access — seeing the document is not enough, and neither plain Assets access nor Orders — view only counts. Without it you are told that moving the delivery to that stage moves stock and which access you need. A stage change is also refused, with a clear message, when the in-transit warehouse no longer holds the goods (for example another user already received, dispatched or cancelled the same delivery): refresh and check the delivery. Stock is never adjusted to zero to make a change go through.

On a Delivered and signed receipt the lines also show Delivered qty (blank = the full quantity) and Reason ("Why less was accepted") for a customer who accepted less; with Stock on delivery on, the quantity not accepted goes back to the ship-from warehouse.

Moving the delivery on from the document itself:

1. Open the Delivery Receipt

   Go to Orders → Documents → Delivery Receipts and open the receipt.

2. Use the Delivery card

   Click Move to next stage. Only forward stages are offered, and the dialog asks for the fields that stage needs (for example Received by and Received date for Delivered and signed). Click Move to confirm.

3. Or cancel the delivery

   Click Cancel delivery and confirm. The delivery is marked Cancelled and the document becomes Voided. This can't be undone.

Lines from the Client's PO#

A customer often sends their own purchase order — a PDF or a photo. Instead of typing its lines, open the Sales Order (or a Work Order on the Sales Order form) and choose Pick from… → From the client's PO. Ante reads the file with your company's AI (Settings → Cloud Credentials); you check every line before anything is added. The option is greyed out until the company's AI is set up.

Each added line keeps where it came from — From Client PO CAP-PO-77812 · line 10 — and its PO line number goes into Customer line #, which the Delivery Receipt and invoice carry. An empty Customer PO # is filled with the PO's number. The read itself is not stored.

Computed output: PO CAP-PO-77812 lists line 10 SVC-ZN-C255 Zinc plating 1 × ₱5,600, line 20 Blue passivation 2 × ₱1,800 (blurred) and line 30 Chrome plating. Line 10 matches your SKU but your price is ₱5,400, so it starts unticked with "Client PO says ₱5,600.00, our price is ₱5,400.00"; line 20 matches by name but reads "Check this — hard to read"; line 30 has no matching item. Ticking lines 10 and 20 and clicking Add 2 Lines gives the order two lines (₱5,600.00 and ₱3,600.00), Customer line # 10 and 20, and Customer PO # CAP-PO-77812.

Materials for This Order#

When an order is for a service (plating, coating, assembly), the Sales Order — or a Work Order built on the Sales Order form — shows a second table under its lines: Materials for this order. It holds what each service uses up: the client's own goods (their lots, at no value) and your own stock (which counts in the order's cost). It appears only when a service on the order has Materials used set up on its item page, or when the order already has materials.

Every change is saved and reserved a moment later, so nobody else can take the same goods. The Reserved column says how it went:

The materials are used up by a later step whose On Complete Action is Use up the order's materials (set in the Process Builder, nothing to configure). When that step is done, your stock leaves its warehouse and the client's lots are issued to the job. A step with a line still short is refused, and names the line.

Computed output: a Work Order for Zinc plating × 1 and Blue passivation × 1. Zinc plating's Materials used is 1,000 of the client's brackets and 15 kg of zinc anode; Blue passivation's is 6 L of passivate. Fill from Materials Used gives three lines. With lot CAP-L2610-07 (1,000 pcs), 20 kg of zinc and 2 L of passivate in the warehouse, they read ✓ 1,000 pcs reserved from lot CAP-L2610-07, ✓ 15 kg reserved and Short 4 L. Lowering the passivate to 2 L turns it into ✓ 2 L reserved. When Processing is done, all three read Used …: the warehouse keeps 5 kg of zinc and 0 L of passivate, and the client's lot is empty.

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 page, the Customer and Total columns simply stay blank for orders started from it.

• Receiving (Warehouse) — count the delivery against its paperwork on the Delivery Count form: 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 delivery stage, 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 on the Delivery Receipt (the old Outgoing Delivery form was merged into it; see Delivery Receipt). Its lines carry a Lot no. column, pre-filled from the Production Report / QC Inspection. Set the delivery Stage — Prepared → Dispatched → In transit → Delivered and signed — and, once the customer signs, record Received by and Received date. The signed delivery receipt is attached to the step as an optional upload.

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 (the signed delivery receipt) 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 page, 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. If your company has saved Quotation print layouts, a Design dropdown beside it lets you pick Automatic (the step's or the active design), Standard layout, or a named design — also before the quotation is submitted.
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. The payment terms are worded as in your company's own list. When any line has a discount, the table adds Disc. % and Net Price columns and the totals add Gross total and Total discount above the subtotal. The signature lines read Prepared by (name, position and — once the quotation is issued — the signature image), Approved by (only when someone approved it) and a blank Received by for the customer.
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 a Documents view that gathers the order's documents in one place (it was called Exportable before):

1. Open the order's tracking view (click its row on the Orders page).
2. Click Documents (N) 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 or a document exists.
3. The view lists each document of the order and of any workflow started under it (Quotation, Sales Order, Purchase Order, Invoice, Payment, and so on), grouped by type, with its number, status, date and total. Forms that print but are not documents in their own right are listed under Working forms.
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.
5. Click PDF to download a branded PDF copy of the document.
6. Excel 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.
7. Click a document itself to open its document view — lines, details and the trail of related documents.

For a single document, you don't have to switch views 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.

The Order's History#

The order popup's History tab (next to Timeline and Documents) lists everything that happened on the order and on the workflows started under it, newest first: who did it, when, and the reason when one was given. It covers:

• Changes — the order started, steps completed, skipped or closed early, re-quotes, documents added, the customer's PO recorded, the Sales Order checked against the quotation, the customer's PO date moved, a document printed or exported to Excel (with the print layout used and why it was chosen), the workflow changed while the order ran ("this order kept its version"), Won, Lost and Cancelled.
• Approvals — approvals and rejections (with their comments), steps sent back, re-quote approvals (including "Self-approved — highest in the organisation"), price-check overrides and cancellation requests.
• Deliveries — Delivery Receipt stage changes, receipts, "Accept extra" with its reason, and stock set aside or released for the order.
• Money — invoices and collections added, invoice-rule overrides, payment-term changes and invoice cancellations ("Cancelled invoice … and reversed its journal", with who cancelled it and the reason). A strip at the top shows what has been Invoiced, Collected and is Outstanding so far.

Click a filter to see one kind only; All shows everything. Entries from a delivery or other sub-workflow carry its number (for example DLV-2026-004). The history is read-only, and anyone who can open the order can see it, including Orders — view only.

It shows only what you may see. Entries about a document type you have no access to — its documents on the order, its delivery stages, overrides and quotation revisions — are left out, and the Invoiced / Collected / Outstanding strip appears only if you can see invoices or collections. Two people looking at the same order can therefore see different histories.

Orders Waiting for the Customer's PO#

When an order goes ahead on an Advance Order (the customer said yes, but their PO comes later), Ante keeps track of the missing PO until it is recorded:

• The Orders list shows Customer PO awaited · due … on the order, and the status filter has a Customer PO awaited choice.
• Orders → Reports → Orders awaiting customer PO lists every such order, soonest due first — see The Orders Awaiting Customer PO Report.
• If the customer needs more time, open the Sales Order and click Extend expected date next to Record customer PO. Pick the new date (after today) and give a reason. The reminders move to the new date, the Sales Order shows Changed from … with the reason, and the move appears on the order's History tab. Extending the date, like recording the PO, needs Orders work access; it is only possible while the PO is still awaited, and a date that is today or earlier, or the same as now, is refused.

The printed Advance Order states plainly that it is issued ahead of the customer's purchase order and when their PO is expected, with the quotation it is for, who confirmed it on the customer's side and why the order goes ahead.

Checking the Sales Order Against the Quotation#

When a Sales Order is submitted on a standard order (one that rests on the customer's PO), Ante compares it line by line with the quotation the customer accepted and shows the result on the Sales Order:

• Matches QT-… — same items, quantities, unit prices and UOM.
• Differs from QT-… — each difference is listed: an item that is not on the quotation, a quoted item left out, a different quantity, a different unit price (after the line discount), or a different UOM.

How strict it is depends on the rule Compare with the accepted quotation in Settings → Documents → Sales Order → Rules: Flag the differences (the default — the Sales Order is still submitted), Block until it matches (submitting is refused and the message lists each difference), or Off. Use the list to check the customer's PO before buying or delivering, and re-quote if the customer ordered something other than what was quoted. The result also appears on the order's History tab. An order that goes ahead on an Advance Order is checked on the Advance Order instead.

The Customer's PO Number on Invoices and Receipts#

The customer usually won't pay without their PO number on the bill. An invoice under a Sales Order therefore carries the Sales Order's Customer PO #: the field is locked on the invoice and shows From SO-…. Only an invoice without a Sales Order lets you type it. If the customer wants something else on the bill as well (their cost centre, a project code), use Billing reference.

The standard printouts show it: the invoice prints Customer PO # (and Billing reference), the Delivery Receipt prints it as Customer PO #, and the payment receipt prints the PO number of the invoice it pays. To leave it off a standard printout, turn off Print the customer's PO number in Settings → Documents → Invoice (or Delivery Receipt, Collection) → Rules. A saved print layout shows it only if the design includes the field.

Seeing How Far Each Order Line Has Got#

Once an order has a submitted Sales Order, the order popup shows an Order lines table (headed From the Sales Order number) with one row per Sales Order line:

• Ordered — the quantity on the Sales Order.
• In transit — dispatched but not yet delivered.
• Delivered — delivered so far, shown as delivered / ordered.
• Invoiced — invoiced so far, shown as invoiced / ordered.
• To deliver — what is still left to deliver.
• Reserved and To buy — in the order popup, the stock already set aside for the line and the quantity still to buy (the line's quantity still to deliver minus what is reserved).

Delivered or invoiced quantities that match no Sales Order line are listed under Not on the Sales Order. The table is hidden when the order has no Sales Order lines. The same table (without Reserved / To buy) appears on the Sales Order form after it is submitted.

Reserving Stock for an Order#

Use stock you already have before buying more. You can set stock aside for an order in three places:

1. From the order popup

   In the Order lines table, click Reserve Stock. Choose the warehouse; the dialog shows each line's Still to deliver and what is Available. Under If stock is short choose Reserve what's available or Reserve only if all of it is available, then click Reserve Stock. The result says Fully reserved, Partly reserved or Nothing reserved, with Requested, Reserved and Short per line. Reserve again from another warehouse to cover a shortfall. Lines that aren't catalog items can't be reserved.

2. From the quotation

   On a quotation that is part of an order, click Reserve Stock, tick the lines to hold (or Reserve all), set the Quantity, and click Reserve n Lines. When the Sales Order is created, the reservation moves to its lines.

3. Automatically from the workflow

   If the workflow has a Reserve Stock step action, the stock is reserved when that step is done, and the result (Fully, Partly or Not in stock) can send the order down different paths.

Setting stock aside, releasing it and taking it over need Orders work access or the warehouse update access. Plain Assets access and Orders — view only can see the reservations but not change them.

Every reservation can be reviewed and released under Assets → Inventory → Reservations. On the Purchase Order each line starts from what the order holds (Use from stock) and buys only the rest (see Purchase Orders).

Invoice Quantity Rules and Warnings#

The company decides how much may be invoiced against what has been delivered. Set it in Settings → Documents → Invoice → Rules:

• How much may be invoiced — Up to delivered quantity, Up to available stock, or No check. It is checked when an invoice is submitted; service items are never checked.
• When an invoice is over — Warn (the invoice is submitted and the warning is kept on it) or Block — a supervisor can override (it is refused unless a supervisor overrides it with a reason). Not used when the check is No check.

A workflow's Invoice step can override this company rule for itself (see Process Builder → Configure a step). When you submit an invoice that is over the rule:

• With Warn, a warning titled Over what was delivered shows on the invoice.
• With Block, the invoice shows This invoice is over the invoice policy and is not submitted. A supervisor clicks Override with a reason, enters the Reason, and clicks Override and submit. The reason is recorded on the invoice and in the audit trail, and the invoice shows who overrode it and why.

Price-Change Check on Order Documents#

Quotations, Sales Orders, Proforma Invoices, Invoices and Purchase Orders can also be checked against the last price for the same item from the same customer or supplier (Settings → Document Types → (type) → Rules → Price changes): flag the change, flag it for review, or block it unless a manager overrides with a reason. Each line also shows a "Last bought / last sold" hint under its price. See Item Prices and Price Alerts.

Ordering Fewer Than Quoted#

A customer can order less than the quotation, and one quotation can feed several orders (500 units three times). While you enter a Sales Order or an Advance Order, a note under the lines compares each line with its quotation line — whether the line was picked from the quotation or the order runs on its own quotation:

• Fewer than quoted — confirm with the customer: "Bolt: ordered 60 of 100 quoted (QT-…)".
• When earlier orders already used the quotation: "Bolt: 100 quoted · 40 ordered before · 60 now · 0 left (QT-…) · used in SO-…".

It never stops the order. In Pick from Quotations, each line shows its balance on one line — 80 quoted · 30 ordered · 50 left — and pointing at 30 ordered lists the orders (SO-…, AO-…). Ticking a line starts it at what is left. A line with nothing left reads Fully ordered (or 1 over when more was ordered than quoted, with 1 line over-ordered on the quotation) and can't be ticked. Quotations with lines left come first; a used-up one sits at the bottom, folded — click Show to see it. Typing more than is left says 10 more than left on QT-… but doesn't stop you. An Advance Order counts until its order has a Sales Order; voided documents, cancelled orders and cancelled remaining lines don't count. Ticking an item that is already on the order — picked earlier from another quotation, or added by hand — asks Same item twice … Keep both lines? (Untick this one / Keep both); it never stops you. The footer adds the quantities up only when every ticked line is in the same unit (pcs and PCS count as one).

Replacing a Line (Substitute Item or Corrected Re-order)#

When a line stands in for a line of an earlier document — a substitute item, or the customer re-ordering a corrected item — say so on the line, and both documents show it. It works on Quotation, Sales Order and Invoice lines.

1. Open the line's detail

   Click the arrow at the start of the line, then Replaces a line… (next to it: "Link the line this item stands in for").

2. Pick the line it replaces

   The list holds this customer's issued quotations and Sales Orders, newest first, each line numbered. Search by number or item, choose the line, add a reason if you like (e.g. substitute item) and click Link this line.

• Under the item, the new line reads ⇄ QT-… · L3 (point at it for the full sentence: which line and item it replaces, and why).
• The old line reads ⇄ Replaced by SO-… · line 2 · Bolt M8 zinc (a Sales Order draft until that order is issued; (and 1 earlier) when it was replaced more than once). Each number opens its document; point at the line for the full sentence and the reason.
• If that document is voided or the quotation is revised later, the link stays as history: (voided) or (revised since).
• A line replaces at most one line, and only of the same customer. Removing the line (or the link) removes it from both.
• The link travels with the line to the Delivery Receipt and Invoice. A print layout can show it with the line-table column Replaces (Line 3 of QT-…); like Customer Line #, it prints only when a line has one.

Long Line Tables: Keyboard and Bulk Editing#

A Sales Order with dozens of lines is entered from the keyboard and changed many lines at a time. A bar above the lines says how many there are (24 lines · 20 suggested dates not yet accepted).

Selecting lines. Tick the box at the start of a line, or the box in the header for every line; Shift-click ticks a range. The bar then reads 6 lines selected of 24 and offers Set Requested Date… (one date for all of them), Accept Suggested (only the selected lines that have a suggestion), Mark Urgent, Not Urgent and Remove 6. Each change shows a message with Undo for 8 seconds instead of asking first.

Accept 20 Suggested Dates uses each line's suggested date (order date + the item's lead time); lines you already dated are not changed. Find a line shows only the lines whose item, SKU or description match.

From 21 lines on, the lines are shown compact (more on screen; the description moves into the line's detail arrow) and the table scrolls in its own box with its header kept in view. The row-height button next to Find a line switches between compact and roomy rows, and is remembered. The Due column reads On track, Late 3 days or No date yet; the dates behind it are in its tooltip.

Going Ahead Before the Customer's PO (Advance Orders)#

Sometimes the customer has confirmed — by email, say — but the PO has not arrived. An Advance Order lets the order go ahead on that confirmation, with the customer's PO to follow. It is a form step you add to the workflow in the Process Builder (Form: Advance Order), after the Final Quotation, usually followed by an approval step. The document is numbered AO-… and listed in Orders → Documents → Advance Orders.

1. Open the Advance Order form

   The customer and the lines come from the Final Quotation that ran before it. The form autosaves, showing Saving… then Saved.

   When the step says Lines come from: the customer's valid quotations (Process Builder, on the Advance Order step) — and always for an Advance Order made on its own (Orders → Documents → Advance Orders → New) — choose the customer if the order has none, click Pick from Quotations and tick the lines (or a whole quotation). Each picked line shows From QT-… and may then only be reduced or removed.

2. Fill it in
   Customertext

   The quotation's customer (read-only), or chosen here when the lines are picked.

   Customer PO expected by*date

   When the customer's PO should arrive. Reminders run around this date until the PO is recorded. Asked only while the rule Ask when the customer's PO is expected is on (the default).

   Confirmed by (customer side)text

   Who on the customer's side confirmed, for example J. Dela Cruz, Purchasing — email of 8 Oct.

   Why go ahead without the PO*text

   The reason, kept with the order. Asked only while the rule Ask why we go ahead without the PO is on (the default).

   Qtynumber

   Per line, from 0 up to the Quoted quantity. A line can be removed with its ×, but never added, increased or re-priced — a price change is a re-quote. A reduced line keeps the quotation's net unit price.

   Notestext

   Optional.

   A banner shows Matches the quotation, or Changed from the quotation: … listing reduced and removed lines.

3. Click Submit Advance Order

   Submitting is refused until the expected date and the reason (when asked) are filled in and at least one line is kept, and the server also refuses lines that were added, increased or re-priced, or picked from a quotation of another customer or one no longer valid.

What the order may then do depends on the Advance Order's approval:

• The Sales Order rests on it only once it is approved — it then counts as the customer's PO # for the Require the customer's PO # rule. If it is not yet approved (or was rejected), submitting the Sales Order is refused with AO-… is not approved yet — the Sales Order can rest on it only once it is approved (or enter the customer's PO #).
• The Purchase Order to the supplier waits for the approval too: …the Purchase Order to the supplier waits for its approval.
• An Invoice raised before the PO is recorded follows the Invoicing before the customer's PO rule (Allow, Warn — the default — or Block): Warn files the invoice with a Customer PO not received yet note, Block refuses it until the PO is recorded.

When the PO arrives, record it on the Sales Order — see Sales Order → Recording the Customer's PO. The Advance Order then shows Customer PO … recorded on … — this Advance Order is closed and its reminders stop.

Steps Done in Parts and Closing a Step Early#

Some jobs are done in several goes — three deliveries of one order, an invoice per delivery, goods arriving in batches. A step set to Can be done in parts (Process Builder; Delivery Receipt, Invoice, Receive & QC, Goods Receiving, Purchase Order and Collection steps) stays open while its parts add up, instead of being simply open or done.

• The step card shows a Done in parts marker and the progress — for example 5,000 of 11,244 delivered — and the step reads Partly done (in the Orders list, the order's Status chip and Current Step follow it).
• Each part is listed as Part 1, Part 2… with its own document number (or No document yet), its status (Open, Done or Cancelled) and an Open task button. Part 1 is the step's own task.
• Click Add another delivery, Add another invoice or Add another receipt, Add another purchase order or Add another collection to start the next part (Part N started); its task opens with its own form and numbered document. A step can have at most 50 parts, and nothing more can be added once everything is already done on the step. Two clicks at once never take the same number — the second is told to try again.
• When a part is done the step re-checks its Finished when… measure from the order's documents (every line delivered and signed, every line invoiced, or every PO line received). For a Purchase Order step done in parts (one order bought from several suppliers on several POs) the measure is All of the shortfall is ordered (on one or more POs): what the order still has to buy, after stock reserved, is covered by what is open on its POs. For a Collection step it is Every invoice is fully paid (and invoicing is finished): every invoice issued on the order is fully paid and the order's Invoice step is done or closed early; the step shows progress such as … of … collected (or n of n invoices fully paid when the invoices are in different currencies). When it is met the step completes by itself, any part still open is closed, and the order moves on. If the step lets the next step start after the first part, that step opens as soon as the first part is done.

Order Profit#

People allowed to See margins see what the order makes, on the order screen (never printed or exported): Selling · Cost · Profit · Margin %, in the company's currency. The margin turns red below the Sales Order rule Highlight margins below % (Settings → Documents → Sales Order → Rules), or on a loss.

• Selling: the Sales Order, net, less any cancelled remaining lines.
• Cost: the order's purchase orders, each at its own rate (a USD PO at the rate it was raised with), plus what the order takes from stock at the item's buying price.
• Estimated from POs until every PO's supplier bill is recorded — then Actual.

Breakdown per line shows each line's selling, cost and margin (a row Bought beyond the orderwhen a PO bought more than the order sells), and the order's POs with their own amount, rate and whether the supplier bill is recorded. In Orders, Show margin adds a Margin column to the list.

On a Purchase Order split by supplier, each line also shows Sells at (SO) (the Sales Order's price in the company's currency, with its value in the supplier's currency under it) and Margin (amount · %, red with below cost when the buying price is higher), and each supplier shows Margin ≈ … (3 of 4 lines) — lines without a buying price are left out. Turn the columns on in Documents → Purchase Order → Rules → Margins. A supplier with no rate today shows the missing-rate chip instead; with only an older rate the margin is labelled "estimate at the … rate".

Cancelling the Remaining Lines#

Use Cancel remaining lines when the customer still takes what was delivered but no longer wants the rest — for example their PO was reduced. What was delivered, is on its way or was invoiced stays; the rest of each line is cancelled from the order. Nothing already done is undone: no document is voided and no stock moves.

1. Open the order and choose More → Cancel remaining lines…

   The action is in the ⋯ (More) menu at the top right of the order popup (you need the permission to cancel orders).

2. Read what stays and what is cancelled

   Each line shows Ordered, Stays (delivered + on its way, or invoiced if more), Cancelled and What happens: Cancelled; or, when part of it is already on a supplier PO, Cancelled · 4 already on PO-0012 — Purchasing decides. Stock held for the order is released.

3. Give the reason and confirm

   The reason is required (e.g. "Customer reduced their PO"). Click Cancel remaining lines.

After the cancel:

• The order no longer asks for the cancelled quantities: the delivery and purchase steps measured against the lines can finish, and the order completes once everything left is delivered (and paid, when its workflow waits for payment).
• The order's Total (on the order, in the Orders list and in the pipeline value) drops by the cancelled lines' amount, VAT with it. The order lines show the quantity in a Cancelled column; Ordered is what is still asked for.
• A step done in parts whose target is now met finishes by itself — also when its last part is delivered but not yet marked done.
• A notice on the order says how many lines were cancelled and how many wait for Purchasing. Review lists them.
• For a line already on a supplier PO, Purchasing picks Cancel with the supplier (then revises the PO with the supplier) or Keep as company stock (the goods arrive as free stock, not reserved for anyone). Each line is decided once; a note is optional.
• The order's History records who cancelled which lines, when and why — and each Purchasing decision.

Marking an Order Lost#

Use Mark Lost when the customer won't go ahead — the price was too high, they went with a competitor, they stopped answering. Unlike cancelling, nothing is voided: the quotations you sent stay on record and can still be printed and counted.

1. Open the order

   Click the order in Orders → Orders (or open it from Workspace → Processes).

2. Choose More → Mark Lost…

   The action sits in the ⋯ (More) menu at the top right of the order popup, apart from the everyday actions.

3. Pick a reason

   Choose a reason from your company's Lost reasons (searchable). Reasons such as Other need a note; for the rest the note is optional. (On a CRM deal, the list of Lost reasons is available to people with CRM deals access.)

4. Read what happens, then click Mark Lost

   The dialog lists the consequences, for example "QT-000123 is closed as Lost — not voided", "2 stock reservations are released" and "3 open steps are closed". If a CRM deal is linked to the order's quotation, tick Also mark the deal Lost to close the deal with the same reason.

What Mark Lost does:

• Issued quotations of the order become Closed · Lost — not voided.
• Stock reserved for the order is released.
• The order's open steps are closed and the order ends as Closed · Lost.

Duplicating an Order#

To start a new order that begins like an existing one, open the existing order's popup, click the ⋯ (More) menu at the top right and choose Duplicate order…, then confirm Duplicate. The same menu holds Mark Lost… and, last and in red, Cancel Order….

• The new order uses the same workflow template and gets its own order code (you'll see Created <code>).
• Only the order's first form (for example the quotation) is copied, as an editable draft: customer, lines, prices and custom fields. Nothing else is copied — the new order runs its workflow afresh.
• You are taken straight to that first form, exactly as after + New Order, and the Orders list and counters refresh.

Quotation Revisions and the Final Quotation#

ANTE keeps every version of an order's quotation instead of overwriting it, so you can see what the client was sent, what changed and what they finally agreed to.

Line Discount Presets#

If your company has set Line discount presets (see Settings → Company Information), the quotation and Sales Order lines show a Disc. % pick next to the Discount amount. Choose — for no discount, a preset such as 2%, or Custom to type the amount yourself. Once a preset is chosen, the discount follows quantity and price edits; typing an amount by hand makes it a custom discount. The Sales Order keeps the preset a quotation line was given.

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 (More → Cancel Order…). Pick a reason from your company's cancel reasons (required) and add a note — the note is required for reasons such as Other. The reason shows on the order ("Cancelled — Customer cancelled the order") and in the Lost & Cancelled report. 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.

Deleting an Order Started by Accident#

If you started an order by mistake and haven't done anything in it yet, you can delete it outright instead of cancelling it. In the order popup (opened from Orders, or right after Start Order), an order that is still empty shows Delete in place of Cancel.

An order counts as empty only while it has none of the following:

• a completed step
• saved form data — even a draft (just opening a form and closing it doesn't count)
• documents or files
• comments, notes or time logged
• linked or child records

Delete is available for 60 minutes after the order was started, and only to the person who started it and full-access admins. Click it and confirm Delete this order? — the order and its tasks are removed for good, the tasks' notifications are withdrawn, and an audit entry of the deletion is kept.

If it was the latest order number, the next order reuses that number; a number in the middle of the sequence stays a gap.

As soon as anything is saved in the order, the button turns back into Cancel (see Cancelling an Order above).

Submit the Document Before Completing a Step#

A step whose form is a document — Quotation, Sales Order, Purchase Order, Delivery Receipt, Invoice, Collection and so on — can only be completed once that document is submitted. If you try to mark it done first, ANTE refuses with Submit the <document> first. (for example Submit the Quotation first.). This is checked wherever the step is completed — from its task, the kanban board or the order popup — and it applies to orders that are already running, not only new ones. Approval steps are not affected, and the workflow's builder can turn the rule off for a step with an optional form (Document required to complete this step in the step settings).

When the Workflow Is Changed While Orders Are Running#

Changing a workflow does not have to disturb orders already in progress. When the workflow is published, its builder chooses either New orders only — running orders keep the version they started on (the default) or Apply to running orders too (running orders follow the change from their next step) — see Save and activate. An order that kept its version finishes exactly as it started, and its tracking view shows Version of <date> beside the workflow name.

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.

Setting Up Dates and Reminders#

Open Settings → Document Types in the document's home module (for example Orders → Settings → Document Types → Quotation) and choose the Dates & reminders tab. Each date has its own card:

• Track this date — turns watching on. An expiry date (Valid until, Valid to) becomes required when submitting while tracking is on; other dates become required once reminders are on.
• When it expires (expiry dates only) — Mark as expired only, Block use until re-quoted, or for an Open PO Ask to extend it.
• Send reminders — then list when: N days before the date, on the day, or N days after the date (an after-reminder can repeat every N days until the document no longer needs it). Turning tracking on starts with 3 days before and on the day.
• Who is told — the document owner, the order owner, everyone in chosen roles, and specific people.
• How — in-app notification, email to those people, and Email the customer (or supplier). That last one sends email outside the company, is off by default, and shows a warning when ticked.

Click Save Changes on the card. Discard drops unsaved edits.

The Upcoming and Overdue Page#

Open Orders → Upcoming & Overdue to see every watched date that is still open, soonest first. The three counters — Overdue, Due today and Next 7 days — also filter the list when clicked. Filter by When, Document, Date, and Only mine. The Where it stands column says it in words: In 3 days, Due today, Overdue by 2 days, Expired. Click a row to open the document; Open order opens its order.

Admins also see Run Reminders Now, which re-reads open documents and sends anything due today. A reminder that was already sent is never sent twice. If a reminder is interrupted part-way (for example, some recipients were emailed before an error), the next run finishes only the recipients and channels still outstanding.

Dates on a Document#

A document with a watched date shows a Dates card in its document view (and on the Sales Order record page): each date with where it stands, and the Reminder history — what was sent, to whom, by which channel and when. Clicking a reminder notification opens the document.

For a partly received purchase order, the delivery date shows Still outstanding — only the lines not yet received — and reminders are about those lines only. The date closes once the PO is fully received or closed short.

Using an Expired Quotation#

When a quotation's validity is tracked with Block use until re-quoted and its date has passed, submitting the Sales Order shows The quotation has expired and nothing is created. Re-quote it, or a manager clicks Override with a Reason, enters the Reason and clicks Override and Submit. The Sales Order then shows who used the expired quotation and why, and the override is kept in the quotation's reminder history and the audit trail. Other users see the block with a note to ask a manager.

With Mark as expired only, the Sales Order is created and carries a Made from an expired quotation warning.

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#

Filters#

• From / To — the period, by the date the order was marked Lost or cancelled (this year so far by default).
• Outcome — Lost and cancelled, Lost only, or Cancelled only.
• Group by — Reason, Customer, Salesperson or Month.

What the Report Shows#

• Orders lost or cancelled — the count, split into Lost and Cancelled.
• Value in your main currency — each order's value converted at the exchange rate frozen on its document. Orders without a value in the main currency (no document yet, or no exchange rate) are counted but left out of the total, and the report says how many.
• Value by document currency — the amounts in each document's own currency, never added together across currencies.
• A bar chart of the value (or the count, when nothing converts) per group, a Summary table per group, and an Orders table listing each order with its reason, note, customer, salesperson, document, amount, rate and main-currency value. Click an order code to open the order.

Workflows That Differ#

A workflow can start differently (for example a Release from Open PO needs no quotation). In the Process Builder, its start step shows the links as chips (Quotation · company: Required); Override for this workflow sets its own choice per link, and Follow the company setting clears it. Every workflow that differs is listed on this page with an Edit in Builder link.

Lost Needs Approval#

The switch at the top of the page. Off by default. When on, Mark Lost by someone who isn't an administrator waits for an administrator's approval. A workflow can override this company default in its Outcome panel.

Working with Templates#

• The Order Templates page 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 Orders → Settings → Order Templates, 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 Order Templates page to manage process templates directly.