Order Management¶

Loupe Factory supports both sales orders and purchase orders with a guided creation flow that turns commercial notes into structured requested products your team can review before saving.

Create a Sales Order¶

To create a sales order:

1. Go to Orders > Sales Orders.
2. Click Add new sales order.
3. In the first step, select the customer and the internal order lead.

4. Add clear notes that describe what the customer needs.

   

5. On Requested Products, review the AI-prepared line items and correct any quantities, sizes, weights, or descriptions before saving.

6. On Order Details, complete the timing fields such as date required and the order deadline used by your team.
7. If your role allows it, confirm optional commercial values such as currency and internal budget.
8. Accept the terms and submit the order.

Create a Purchase Order¶

To create a purchase order:

1. Go to Orders > Purchase Orders.
2. Click Add new purchase order.
3. Select the supplier and the internal order lead.
4. Add clear notes describing what should be purchased.
5. Review the AI-prepared requested products and adjust them where needed.
6. Complete the timing and commercial details, including currency, optional internal budget, and required dates.
7. Accept the terms and submit the order.

Writing Better Notes for AI Product Extraction¶

You will get the best requested-products review table when your notes are specific. Include useful details such as:

• product names
• requested quantities
• sizes or dimensions
• weight expectations
• material or quality notes
• delivery priorities

The AI review step is there to save time, but your team should always validate the final requested products before submitting the order.

Tracking Order Status¶

The order details page gives your team several ways to understand progress at a glance.

What you can monitor on the order page¶

At the top of the order page, Loupe Factory shows:

• line-item status summary chips such as Not Started, In Progress, Ready, Shipped, Cancelled, Backordered, Returned, and Partially Returned
• the order-level Fulfillment status chip
• the order-level Payment Status

Inside the line-items table, Loupe Factory also shows:

• each line item's own status
• linked production progress
• fulfilled quantity
• shipped quantity
• shipment status

The activity area below the table can also show:

• linked production jobs
• shipments and tracking progress
• inventory selections tied to the order

How fulfillment status changes¶

Loupe Factory updates the order's fulfillment status from the combination of line-item statuses and shipment activity. In practice, the order can move through statuses such as:

• Not Started
• In Production
• Ready to Ship
• Partially Shipped
• Shipped
• Completed
• On Hold
• Cancelled
• Partially Returned
• All Returned

This means the order header becomes a reliable summary for sales, operations, warehouse, and customer-service teams without requiring them to inspect every line manually.

Fulfilling an Order¶

For sales orders, the main operational fulfillment flow happens on the order details page through Select Inventory and Manage Shipment.

For purchase orders, the equivalent operational step is typically Receive Inventory, because stock is coming in rather than being shipped out.

Selecting Inventory¶

Use Select Inventory when you want to reserve or retrieve stock for sales order line items before shipment.

1. Open the order details page.
2. Select one or more line items from the table, or open a single line item's row action menu and choose Select Inventory.
3. In the modal, review the line-item card for each selected row.
4. Choose one or more inventory records for that line item.
5. Enter the exact selection quantities for each chosen inventory item, or use Full when the full available amount should be selected.
6. Repeat for each line item in the modal.
7. Submit Select Inventory.

When you save, Loupe Factory associates those inventory records with the order line items and deducts stock from the selected inventory items.

Marking Items as Ready¶

Inside the Select Inventory flow, each line item includes a checkbox to Mark this line item as "Ready".

Use that option when the inventory for that line has already been properly assigned and the item is operationally ready for the next fulfilment step.

In practice:

1. Select the inventory for the line item.
2. Turn on the Mark this line item as "Ready" checkbox when appropriate.
3. Submit the inventory selection.

If all active line items are now in Ready or Production Completed status, the order's fulfillment chip can move to Ready to Ship.

Creating a Shipment¶

Use Manage Shipment or Create Shipment when stock is ready to leave your business.

1. Open the order details page.
2. Select the relevant line items from the table, or use a line item's row action menu and choose Manage Shipment.
3. In the shipment modal, select the carrier.
4. Enter the tracking number.
5. For each line item, review the shipment card:
6. If inventory was already retrieved earlier, Loupe Factory can show the pre-retrieved inventory as ready to ship.
7. If inventory was not pre-retrieved, choose the inventory to ship and enter the exact ship quantities for each selected inventory item.
8. Submit Create Shipment.

After shipment creation, Loupe Factory updates shipped quantities, shipment statuses, and shipment activity on the order page.

Marking an Order as Fulfilled¶

On the order details page, Loupe Factory does not rely on a separate manual "mark fulfilled" action for the overall order. Instead, the order-level fulfillment status updates from the real workflow.

In practice:

• line items move through statuses such as Ready, Partially Shipped, and Shipped
• shipment cards and shipment-status badges show whether shipments are Pending, In Transit, Out for Delivery, Delivered, Exception, or Cancelled
• the order becomes Completed when all active line items are shipped and all linked shipments are delivered

This keeps the order's top-level status aligned with actual shipping and delivery progress.

Cancelling an Order¶

On the order details page, cancellation is usually handled at the line-item level, which is helpful when only part of an order should stop moving forward.

Cancel selected line items¶

1. Open the order details page.
2. Select one or more line items from the table.
3. Click Cancel selected.
4. Review the confirmation modal.
5. Confirm Cancel items.

The selected lines are marked as Cancelled, and Loupe Factory recalculates the order's overall fulfillment status after the change.

Remove the full order¶

If the entire order should be removed permanently, use Actions > Remove.

How Loupe Factory Calculates Production Metrics on an Order¶

When an order has linked production jobs, Loupe Factory shows production numbers in two layers:

1. Job-level progress on timeline cards, which follows the same logic as Production Job Progress
2. Order-level efficiency on the order details production summary, which looks across the full production chain for that order

Order progress bar¶

The order progress bar combines all linked production jobs into one operating view. Loupe Factory adds together each job's progress base and each recorded weight bucket:

This gives sales, production, and customer-service teams one shared progress view without forcing them to inspect each production job separately.

Final output weight¶

For the order-wide efficiency card, Loupe Factory first determines the Final Output Weight. To do this, it finds the most recently received production stage on the order and then sums the measured output from that same stage across all related jobs.

This treats the final stage as the order's last real production checkpoint.

Net input weight¶

Loupe Factory then calculates the Net Input Weight across the full order:

In practical terms, this represents the net material still consumed by the full production chain after intermediate stage outputs are backed out and the final stage output is added back in once.

Order-level efficiency metrics¶

After those two weights are established, Loupe Factory calculates the order's top-line efficiency metrics. Before doing so, it normalizes all linked production-job weights into your organization's default weight unit, so the order is measured consistently even when different jobs were recorded in different units.

Output % shows how much of the order's net material input became final-stage output.

Gross Waste % captures the total material loss across the order, including tracked scrap.

Net Waste % is the order-level loss waste figure. It isolates true unrecoverable loss and excludes scrap that is still separately tracked.

Consumption % shows how much material was lost for each unit of final output produced. Lower values indicate a more efficient production chain.

After the Order Is Created¶

Once saved, the order becomes the commercial and operational record your team can use for:

• production planning
• purchasing follow-up
• inventory selection
• shipment preparation
• invoicing
• customer or supplier communication

Next Steps¶

• Customer & Supplier Management: Keep the contacts behind your orders accurate and usable.
• Production Tracking: Turn order demand into production jobs and track output back to the order.
• Shipment Tracking: Manage dispatch and tracking once an order is ready to ship.
• Invoicing: Generate invoices from the commercial work already recorded on the order.