The Place Order workflow in Matrak is a robust tool designed to enhance the management and procurement of materials for your construction projects. Whether you need to source materials from a single project or use the multi-project view to procure across multiple projects, this workflow streamlines the process.
Ordering materials within your project:
Step one: Navigate to the custom reports page
Now you have orders enabled, navigate to the 'Custom reports page' in your left hand navigation bar
Step two: Manage columns
Click on the 'Manage columns' button
Step three: Manage your columns:
Turn on the 'Availability' column.
Matrak tips: The availability column becomes active when orders are enabled for the project. This column provides users with information on the status of items, indicating whether they are 'Available,' 'Pending Approval,' 'Requested,' or 'Not Available.' The column is updated as the order progresses: when an order is pending approval, items are marked as 'Requested,' when orders are approved, they are marked as 'Reserved,' and when items are marked as completed, they change to 'Not Available.'
Step four: Filter for your report
You can utilise the 'Apply Filters' button to narrow down your search to only display available items. Additionally, you can apply filters based on specific item attributes such as size, location, and more.
Step five: Select your items
After identifying the items you need for your order, you can simply select them using the checkbox option. An action bar will appear at the bottom of the page, displaying the items you've chosen for your order.
Step six: Add to order
Click 'Add to order'
Step seven: View your order
Once you've selected your items, they will be added to your order. You can then proceed by clicking the 'View Order' button to make any necessary changes or send your order. Alternatively, you can continue browsing materials and add more items to your order as needed.
Step eight: Remove items from your order
To remove items, you have two options. You can either select the bin icon on an individual item's row for single removal, or if you want to remove multiple items at once, use the checkboxes to select them, and then click the bin icon in the header.
Step nine: Submit, save or discard your order.
To finalise your order, add any relevant comments and simply click the 'Submit Orders' button. This action will send your order to the project's admin from which the items are sourced. Alternatively, you have the option to save a draft, allowing you to return and complete your order at a later time.
If an order is no longer needed, you can also discard it. All your draft orders and those pending approval can be viewed on the Orders page.
You will receive a success message once the order is successfully sent.
Your order is complete!
Ordering materials across multiple projects:
To view materials across multiple projects you can enable the new 'Multi-project view', for a quick overview of this feature you can watch the video below, or follow the provided steps below.
Step one: Navigate to the custom reports page
Now you have orders enabled, navigate to the 'Custom reports page' in your left hand navigation bar
Step two: Turn on multi-project view
Click on the '+' button in the top left corner of your reports page, this will bring up a drop down menu where you can select 'Multi-project view', this will allow you to view and filter data across multiple projects.
Step three: Manage columns
Click on the 'Manage columns' button
Step four: Enable project and availability columns
Turn on the 'project' column and the 'availability' column so you can view where the item is sourced from and also the availability, you can also turn on any other relevant columns you need.
Note: The availability column becomes active when orders are enabled for the project. This column provides users with information on the status of items, indicating whether they are 'Available,' 'Pending Approval,' 'Requested,' or 'Not Available.' The column is updated as the order progresses: when an order is pending approval, items are marked as 'Requested,' when orders are approved, they are marked as 'Reserved,' and when items are marked as completed, they change to 'Not Available.'
Step five: Enable projects using the project filter
Now you have the project column enabled, you can use the 'Project' filter to select which projects data you would like to view.
Step six: View available materials
To view only available materials, select 'Available' from the 'Availability' filter. You can further refine your search by applying additional filters like 'Record Type' to focus on specific categories such as Facade items, or by specifying size and location preferences.
Step seven: Select your items
After identifying the items you need for your order, you can simply select them using the checkbox option. An action bar will appear at the bottom of the page, displaying the items you've chosen for your order.
Step seven: Add to order
Click 'Add to order'
Step eight: View your order
Once you've selected your items, they will be added to your order. You can then proceed by clicking the 'View Order' button to make any necessary changes or send your order. Alternatively, you can continue browsing materials and add more items to your order as needed.
Step nine: Set your destination project
The destination project is initially set to your current project by default, or you can choose a different project as the destination for your items.
If the order is marked as 'completed, by the source projects admin, the items will be moved to the selected destination project. However, if the orders are simply approved, the items will be labeled as 'reserved' but will not be transferred to the destination project.
You can also optionally add a 'Date required' date and 'Time required' time for the order below.
Step ten: Remove items from your order
To remove items, you have two options. You can either select the bin icon on an individual item's row for single removal, or if you want to remove multiple items at once, use the checkboxes to select them, and then click the bin icon in the header.
Step eleven: Submit, save or discard your order.
To finalize your order, add any relevant comments and simply click the 'Submit Orders' button. This action will send your order to the project's admin from which the items are sourced. Alternatively, you have the option to save a draft, allowing you to return and complete your order at a later time.
If an order is no longer needed, you can also discard it. All your draft orders and those pending approval can be viewed on the Orders page.
You will receive a success message once the order is successfully sent.