Core concepts

Orders

Everything in Keikaku resolves around orders and invoices. Let's take a look at orders first!

Order status

Each order has a status which represents its lifecycle. The order status will determine which interactions are available with a given order.

  1. Open: this is the default status for every new order. Invoices can be added to an order while it is open.
  2. Completed: this status indicates that no additional invoices are expected for this order. Adding invoices to the order is no longer possible and Keikaku will automatically close the order when all its invoices have been paid.
  3. Closed: a closed order is regarded as finished. It is not possible to alter it in anymore.

Additionally, an order can also be cancelled.

Creating orders

An order can be created by users with the project role "Member", "Controller" or "Manager" from the order overview as well as from a budget detail view. The creation involves three steps:

  1. Select a target budget, segment and client. If the selected client is defining contacts, you also need to choose a contact. The clients may filter by tags.
  2. Specify the order details. Each order requires a name, description, cost and due date. When entering the estimated cost for the order you will see a small hint for the remaining segment amount.
  3. Check the order before sending it. During this final step you may add internal notes, which are not sent to the client. You can also receive a copy of the order email.

When creating an order you will automatically become its owner.

Being an owner

Order owners will receive notifications regarding the order or its invoices, for example when there is a new invoice to check or the order is overdue.

Working with orders

After an order has been created it will show up in the order overview. Open orders that are owned by you will also show up in your inbox. Clicking an order will take you to its detail page.

The detail page is the central hub with all important order details. You may also add a comment to an order or access the order PDF document on this page.

Editing the order is also possible, if you have the permission to do so. When editing an order you may change its due date, notes or owner.

Due dates

Each order should be completed before this date is reached. If an order is still open when the due date is reached, Keikaku will detect the order as overdue. Try to negociate a sensible due date with the client before creating the order.

Orders will pop up on the project overview page for better visibility, if their due date is less than two weeks away. If an open order has reached its due date, Keikaku will send a notification to its owner.

Adjusting the due date

The client of an order will not be notified when you change its due date.

Cancelling orders

If you noticed that something is wrong with an order, for example a crucial mistake in its description, you may cancel it. It is not possible to cancel a closed order.

Cancelling an order requires you to enter a reason for the cancellation. You may also decide to notify the client. He will then receive an email that includes the cancellation reason as well as the PDF document of the order.

Invoices of cancelled orders

Cancelling an order will also cancel all of its invoices, except for paid invoices.

Deleting orders

You can also delete orders. However, you should always prefer the cancellation of an order for documentation purposes. Clients are not notified when you delete an order.

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Invoices