005 — Client Portal: Orders

All four order sections share the same screen design, so learning one teaches you all four. They differ only in which orders they show.

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The Four Sections

Section	Shows	You are waiting on
Wishlists	Baskets you are still building	Yourself
RFQs	Requests sent to SAMTIA, and quotations received back	SAMTIA, then yourself
Orders	Confirmed business being fulfilled	SAMTIA
Archived	Cancelled requests, kept for reference	Nobody

flowchart LR
    W["Wishlists"] -->|"Submit RFQ"| R["RFQs"]
    R -->|"Quotation accepted<br/>and PO uploaded"| O["Orders"]
    R -->|"Cancelled"| A["Archived"]
    O -->|"Cancelled"| A

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The Orders List Screen

Screen name: Wishlists / RFQs / Orders / Archived Business purpose: Find and act on a piece of business. Who uses it: All Client Portal users. Navigation path: Company Profile → choose the section on the left.

Main information displayed

Column	What it tells you
Label	The name given to the wishlist or order
Created By	Which colleague started it
Create Date	When it was started
Planned Date	When the goods are needed
State	Where it has reached — see 008
Planning State	Late, On Time or Upcoming, based on the planned date
Items	How many product lines it contains

Search and filters

Tool	What it does
Search orders	Finds by name or label
Filters	Narrows by Created Date range and Planned Date range (From / To)
Column sorting	Click a column heading to sort
Paging	Move through long lists

Planning State is the fastest way to spot trouble: filter or sort on it to find everything running late.

Available actions per row

Button	When it appears	What it does
👁 View Details	Always	Opens the full order
📋 Copy	Always	Creates a new wishlist containing the same products
🗑 Delete	Only while the record is still a Wishlist (Draft)	Removes it permanently
📥 Archive	Only on RFQs and quotations in progress	Moves it out of the active list

Business rules

• Delete only works on wishlists. Once submitted, business records are archived rather than deleted, so the history is preserved.
• Only the creator can delete a wishlist.
• Copy is available on any record, at any stage — including completed orders.

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The Order Detail Screen

This is where the real work happens. It is the same screen for a wishlist, an RFQ and a confirmed order — the available buttons change with the stage.

Screen name: Order Details Business purpose: Review and edit the contents, talk to your Account Manager, and move the order to its next stage. Who uses it: All Client Portal users. Navigation path: Any orders list → 👁 View Details.

Screen layout

flowchart TB
    H["Header — order label, state badge, action buttons"] --> S["Summary — dates, notes, Account Manager comment"]
    S --> L["Product lines table"]
    L --> P["Panels — Add Products · Product Requests · Comments & Attachments"]

Summary information

Field	Meaning
Create Date	When it was started
Created By	Which colleague started it
Planned Date	When you need the goods — you can edit this
Order Planning State	Late / On Time / Upcoming
Notes	Your own note about the purpose of this order
Account Manager Comment	A message from SAMTIA about this specific order
Return Reason	Shown when SAMTIA has returned the order to you, explaining why

The product lines table

Column	Meaning	Can you edit it?
Product	What is being bought	Remove the line only
Qty	How many	Yes, while the order is editable
Target Price	The price you are hoping for	Yes, while the order is editable
Original Price	List price before discount	No
Discount %	Discount applied by SAMTIA	No
Price After Discount	Your unit price	No
Untaxed Total	Line total before tax	No
Total	Line total including tax	No

The order total is shown beneath the table.

Editing is allowed while the order is a Wishlist, or after a quotation has been received. At other stages the order is with SAMTIA and the lines are locked.

Action buttons and when they appear

Button	Appears when	What it does
Edit	The order can be changed	Unlocks the label, dates and lines
Save	You are editing	Saves your changes
Reset	You are editing	Discards your changes
Copy	Always	Creates a new wishlist from these products
Open Chat	Always	Starts or opens a conversation with your Account Manager
Share wishlist / Hide wishlist	On a wishlist	Flags it for your Account Manager's attention, or removes the flag
Submit RFQ	On a wishlist with at least one product	Sends it to SAMTIA for pricing
Update RFQ	On a submitted request	Reopens it so you can change it
Submit Updated RFQ	After changing a submitted request	Sends the revision to SAMTIA
Submit PO	On a received quotation	Opens the Purchase Order upload

Uploading your Purchase Order

When you accept a quotation, use Submit PO.

Step	What happens
1	The upload window opens — Click to upload
2	Choose your Purchase Order file. It must be a PDF — other file types are refused
3	Confirm. The order moves to PO Submitted and your Account Manager is notified

Comments and attachments

Each order carries its own discussion thread, separate from live chat.

Action	Notes
Post a comment	Visible to your colleagues and to your Account Manager
Edit your comment	You can revise what you wrote
Upload a file	Specifications, drawings, approvals — anything relevant
Delete a file	Only files you uploaded yourself

Use comments for anything that should stay attached to the record permanently. Use chat for quick back-and-forth.

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Requesting a Product We Do Not Stock

If you cannot find something in the catalogue, ask for it directly on the order.

Where: Order Details → Product Requests panel.

Field	What to enter
Product name	What you are looking for
Description	Specification, part number, anything that helps identify it
Quantity	How many you need
Reference URL	A link to the product elsewhere, if you have one

What happens next

flowchart LR
    A["You submit<br/>the request"] --> B["Account Manager<br/>picks it up"]
    B --> C{"Can SAMTIA<br/>source it?"}
    C -->|Yes| D["Product added to<br/>your order automatically"]
    C -->|No| E["Marked as<br/>Not Found"]

You can edit or delete your own requests while they are still open. When a request is fulfilled, the product appears as a normal line on your order — you do not need to add it yourself.

Business rules

• Requests belong to a specific order, so raise them on the wishlist or RFQ they relate to.
• A request cannot be changed once the order is finalised.
• The reference URL is optional but genuinely speeds up sourcing — include it when you have one.

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Tips

• Watch for the Account Manager Comment. It is the most common place a question or condition is recorded, and it is easy to scroll past.
• A returned order is not a rejection. Check the Return Reason, make the change, and submit again.
• Set the Planned Date honestly. It drives the Late / On Time / Upcoming flag your Account Manager uses to prioritise work.
• Editing a received quotation marks it as changed but not resubmitted. Remember to submit it again, or your Account Manager will not know to look.