How to Set Up Debtor, Subcontractor Orders and Schedules and Choose the Correct Order Structure from Job Setup

Description

Use the Orders sections in Job Setup to define how the job will be billed and claimed. Profitz supports two order types — Simple Orders and Scheduled Orders — which determine how applications, claims, variations, and progress tracking behave. This article explains when each order type is used, how to check if Simple Orders are enabled, and how to create and manage both order types.

Step-by-step instructions

1. Understand the Two Order Types
2. Simple Orders: Single‑line structure • Minimal fields • No variations • Claiming is done directly on the grid • Can be converted to a Scheduled Order
3. Scheduled Orders: Multi‑line structure • Uses Operation Codes • Supports variations (VOs) • Required for Subcontractor Orders • Enables staged progress claims

Note: If a Customer Code is entered in Basic Details, Profitz automatically creates a Simple Order for that Job + Customer combination.

2. Check Whether Simple Orders Are Enabled on the Job

Simple Orders can be enabled separately for AR (Client) and SC (Subcontractor).

• If Simple Orders are enabled, you will see: • Client Simple Orders tab • Subcontractor Simple Orders tab • Add, Schedule, and other Simple Order buttons
• If Simple Orders are not enabled, you will only see: • Client Orders (Scheduled) • Subcontractor Orders (Scheduled) • Simple Order buttons will not appear

Note: Simple Orders are always visible from the menu, even if not enabled on the job.

3. Create or View Simple Orders (Menu or Job Setup)

From Job Setup

Only Simple Orders for the selected job are shown.

From the Menu

All Simple Orders for all jobs are shown.

1. Click Add.
2. Enter:
   • Order No
   • Description
   • Value
   • Tax Code
3. Click Save.

Note: Simple Orders contain only basic information. Variations cannot be added.

4. Convert a Simple Order to a Scheduled Order

You can convert a Simple Order at any time.

Select the Simple Order.

1. Click Schedule.
2. Confirm the conversion.

What happens during conversion:

• The details are copied to the new Scheduled Order.
• The value is NOT copied.
• A blue link appears on the Simple Order’s Order Number.

Clicking the link gives two options:

• Open a read‑only version of the Scheduled Order
• Open the list of Schedule Variations

5. Create Scheduled Orders (Client or Subcontractor)

From Job Setup – Client Orders or Subcontractor Orders

Click Client Orders or Subcontractor Orders.

1. Click Add Line.
2. Enter:
   • Customer/Subcontractor Code
   • Operation Code (required for SC Orders)
   • Description
   • Value
   • Tax Code
   • Retention Applies
3. Click Save.

From the Menu

A Scheduled Order created from the menu requires:

• Job
• Customer

All other fields are optional

6. Add Lines to a Scheduled Order

Scheduled Orders are built using line items.

For each line:

• Operation Code: Select the stage/task
• Description: Describe the work
• Value: Enter the line value
• VO No: Enter any text/value to mark the line as a variation

Important: You must click Submit before you can raise a claim.

7. Create and Manage Schedule Variations (VOs)

To create a Schedule Variation:

1. Open the Scheduled Order.
2. Click Get VO.
3. Click Add.

Variation behaviour:

• Variations inherit retention settings from the Scheduled Order.
• Variation lines behave like Scheduled Order lines, except: • There is no VO No field (all lines are variations).
• Variations must be submitted before they can be claimed.

8. Enter Claims for Simple and Scheduled Orders

Simple Orders

• Claim directly on the grid.
• Schedule and VO buttons are disabled.

Scheduled Orders

• Click Schedule to claim against Scheduled Order lines.
• Click VO to claim against Variation lines.

Claiming Variations:

1. Click VO.
2. Select the Variation.
3. Click Schedule.
4. Enter claim values for each line.

The value of the Claim is calculated based on the values entered on the Schedule Lines

FAQ

• Why can’t I see Simple Orders on the job? Simple Orders may not be enabled for AR or SC on this job.
• Why are Schedule and VO buttons disabled? You are working on a Simple Order. These functions only apply to Scheduled Orders.
• Why can’t I add variations to a Simple Order? Simple Orders do not support variations. Convert to a Scheduled Order.
• Why is the value missing after converting to a Scheduled Order? Values do not transfer during conversion. Enter them manually.

Related articles

• Job Setup Feature in Profitz
• How to Enter Job Details, Additional Info, Description and Notes
• How to Set Default Subcontractor Retention on a Job
• How to Add Job Addresses and Contacts
• How to Import or Copy Job Cost Operation Codes
• How to Set Up Resource, Operation, and Variation Only Cost Codes
• How to Configure Labour Rates and Cost-Plus Uplift
• How To: Set Up and Manage Debtor Orders, Applications & Claims
• How To: Set Up and Manage Subcontractor Orders, Applications & Claims

Next steps

If you encounter issues while setting up orders:

• Contact our Support team at [e-mail].