How to create order lists

Ordering is made easy by APICBASE. By creating your own custom order lists, ordering can be even faster and more efficient.

An order list is a set of products that you can easily access to order and not search for the products in your whole ingredient list. E.g. a list of all the vegetables you order on a weekly basis, a list of dairy products you order consistently, ...

First, we cover how to create order lists. There are two ways to go about it:

  • You can save your current concepts as an order list, or
  • You can just create an order list from scratch.

Then we explain how to load an order list, and finally, we look at how you can edit and delete existing order lists.

1. Create an order list by saving a concept

  1. Click on "Create order" in the procurement module.
  2. Select the outlet for which you want to create an order list.

    APICBASE ORDER LIST 1
  3. Fill in the right amounts for the products you want to order by filling in the field in the order column or using the "+" and "-" buttons. You can use the APICBASE ORDER LIST ERASER button to delete the amount.
  4. Click on the "Order lists" button and select "Save Current State".

    APICBASE ORDER LIST 2
  5. Fill in the name for the order list you are creating and click "Save". 

    APICBASE ORDER LIST SAVE CONCEPT

2. Create a new order list from scratch

It is also possible to just create a new order list from scratch. The benefit of this way of creating the list is that you do not need to set an exact quantity for the products you add to the list.

  1. Click on "Create order" in the procurement module.
  2. Select the outlet for which you want to create an order list.
  3. Click on the "Order lists" button and select "Create new".

    APICBASE ORDER LIST4
  4. Fill in the name of the order list you are creating and click "Continue".

    APICBASE ORDER LIST 5
  5. You can select the amount you want to add to the list per product by using the "+" and "-" symbols as you would with a regular order, or you can add the product without a specified amount by clicking the APICBASE ORDER LIST ADD-1 button. 
  6. If you want to delete a product without a specified amount, you can use the APICBASE ORDER LIST ERASER button to delete this product from the list.
  7. You can either "Discard changes" if you do not want to create the list, or click "Save".

APICBASE ORDER LIST 6-1

 

In both cases, you have made an order list.

Tip: If you leave the page without saving, the list will not be saved as with a regular order.

Load an order list

  1. Click on the "Order Lists" button in the "Create Order" window and select "Load".

    APICBASE ORDER LIST LOAD
  2. Select the order list you want to load in the dropdown menu.
  3. Select "Load and replace" if you want to load the list and delete any order concepts that are open. So essentially this option will first remove all your ongoing concepts and then load the order list.
  4. Select "Load" if you want to add the products of the order list to the orders that are open. In case a particular item is both in the order list and one of your open concepts, the amount will be overwritten by the amount specified in the order list.

APICBASE ORDER LIST 7B

Now the order list is loaded. You can change the order if needed. You can:

    1. Change the set amounts.
    2. Add other products to the order.
    3. Fill in the ordering quantities for the products of the order list that were not set.
    4. Send out your order as you would with a regular order or go back and the order will be saved in your library. Changing the order that was made with a list will not change the order list template.

Tip: You can always filter on "order filters: has quantity set". This way you only see the products that are included in the list, even the ones with no set quantity.

Edit or delete an order list

  1. Click on the "Order Lists" button in the "Create Order" window.
  2. Select "Edit".

    APICBASE ORDER LIST EDIT-1
  3. Select the name of the list you wish to edit from the dropdown on the right of the popup. An overview of the order list will appear on the right.

    APICBASE ORDER LIST 7
  4. You can choose to delete or edit the order list by clicking the "delete" or "edit" button.

    APICBASE ORDER LIST 8-1

If you click the "edit" button. The order list will open.

    1. Change the list the same way you created the list.
    2. Save: Save the changes you made to the list.
    3. APICBASE EDIT: Change the name of the list.
    4. Discard changes: delete any changes you made to the list since your last save.
    5. Delete: Delete the list.

      APICBASE ORDER LIST 9