Supply Orders
Create and track orders for inventory. Mark items as ordered and received.
What Are Supply Orders?
They track the lifecycle of ordering supplies:
Pending → Ordered → Received
Creating an Order
Automatic (from low inventory)
Eligible low-stock items can create automatic reorder requests when reordering is configured.
Manual
- Go to Orders in the sidebar
- Open the new request form
- Select an inventory item, chemical, or custom item
- Enter the quantity and submit the request
Order Lifecycle
- Pending: Need to place this order
- Ordered: You've ordered from the supplier
- Received: Items have arrived
Marking as Ordered
- Find the pending order
- Place the purchase with your supplier
- Mark the request Ordered in WashConsole
WashConsole records the request status. Confirm purchasing, shipping, and delivery details with the supplier.
Preparing a Kleen-Rite Bulk Order
- Select the site and open Kleen-Rite Export in Orders
- Review the eligible pending inventory requests and choose the lines to include
- Check each part number and purchase quantity, including any rounding to whole containers
- Copy the selected lines and paste them into Kleen-Rite's bulk-order page
- Complete checkout with Kleen-Rite, then mark the purchased requests Ordered in WashConsole
The export identifies Kleen-Rite items from their saved product links and uses the linked inventory item's part number. Correct missing part numbers before exporting. Copying the lines does not place a purchase or change the request status.
For pending chemical reorders, download the site's order-sheet PDF and share it with your chemical supplier.
Receiving an Order
When supplies arrive:
- Find the matching order and open its receive action
- Confirm the quantity that actually arrived
- Record the receipt to update linked inventory or chemical stock
The received quantity is recorded and the request closes as Received. A custom request without linked stock can be received without updating an existing inventory item. Resolve short deliveries with your supplier before closing the request; recording a smaller quantity does not leave a remaining shipment open on that request.
Cancelled requests have a separate Cancelled status. The recent received and cancelled sections show the last 14 days.
How It Connects
Microfiber Towels: 5 remaining (below threshold of 10) ↓ Supply Order created: "Order 25 towels" ↓ You order from supplier ↓ Mark as Ordered ↓ Shipment arrives ↓ Confirm 25 received ↓ Towels inventory: 5 + 25 = 30
Dashboard KPIs
The Orders page shows four key metrics for the selected site:
| KPI | What It Shows |
|---|---|
| Pending | Requests awaiting a supplier order |
| Ordered | Requests marked as placed with the supplier |
| Urgent | Pending requests flagged urgent |
| Avg. Fulfillment | Average days from order to receipt for dated receipts in the last 90 days |
The Avg. Fulfillment metric helps you track supplier reliability. If it's increasing, consider finding faster suppliers.
Note: Shows "No data yet" when no orders have been received in the last 90 days.
Section Controls
When two or more order sections have items, you can use:
- Expand All: opens all visible sections
- Collapse All: collapses all visible sections
This makes it faster to review large order lists.
Tip
Check pending orders every morning. Place orders before stock runs out.