Supply Orders are Sales Orders for consumable products linked to a specific asset. They track the delivery of supplies — such as toner or paper — against a service contract. Supply orders can be raised in two ways: automatically through a service job, or manually as a standalone order from within the Service module.
Raising Supplies via a Service Job (Primary Path)
The most common path is through a job activity. When an engineer records or submits a job activity that involves delivering supplies, the required items are captured in the Required Items tab within the Job Activity form.
Open the relevant job in Service → Jobs.
Open the job activity and navigate to the Required Items tab.
Set the quantity for each product the engineer needs to deliver.
Save or submit the activity.
If the required items are available in stock, BMS allocates them directly. If any item is unavailable, BMS creates a backorder and triggers a Stock Transfer to fulfil the demand. The resulting transfer becomes a Supply Order linked to the job and its associated asset.
Raising a Standalone Supply Order
A standalone Supply Order can be raised directly from the Orders tab of either a Customer or an Asset in the Service module, without requiring a service job.
Navigate to the Customer or Asset record in Service.
Open the Orders tab and expand the asset to see its supply product lines.
Set quantities for the products to be ordered. Each supply line shows a Chargeable checkbox — if the asset has a linked contract, this defaults to No (not charged); if there is no contract, it defaults to Yes (charged to the customer).
Click New Order to create the Supply Order.
BMS saves the order lines and current meter reading against the asset's Order Line History.
Partial Fulfilment
If only some items in a supply order are available in stock, BMS will fulfil the available items and create a backorder for the remainder. The backorder triggers a Stock Transfer for the outstanding quantities. Both the partial dispatch and the backorder are linked to the same supply order and asset, so the full order history remains traceable.
Supply History
Expanding an individual product line on the Orders tab shows the Supply History for that product — an overview of the supply relationship including meter readings, yield comparisons, and historical order lines. This gives a complete picture of how often and how much of a consumable has been supplied to a particular asset.
Cancelling a Supply Order
To cancel a supply order, open the order and change its status to Cancelled. Stock allocated to the order will be released back to the warehouse. If a Stock Transfer was already in progress to fulfil the order, contact your warehouse team to confirm the transfer should also be cancelled before proceeding.Supply Orders are Sales Orders for consumable products, linked to and tracked against a specific Asset. They can be raised as standalone orders directly from within Service, or as part of a Service Job when supplies are delivered by an engineer.
Standalone Supply Orders
A standalone Supply Order can be raised from the Orders tab of either a Customer or an Asset in Service. Expanding an asset in the orders view shows the list of simple products that have a supply product relationship configured.
Each supply line includes a Chargeable checkbox and a Quantity input field with increase and decrease buttons. If a Contract is linked to the Asset, Chargeable defaults to No (unticked). If there is no linked contract, it defaults to Yes (ticked).
New Order
The New Order action button becomes active after incrementing one or more Quantity fields. Clicking it creates a Sales Order containing the selected supply lines, taking into account the quantity and whether each line is Chargeable or Free.
When the Sales Order is created, the order line and current meter reading are saved against the Service Orders table, linking the Asset with its Order Line History.
Supply History
Expanding an individual product line shows the Supply History — an overview of the supply relationship for that product, drawing on data from previous Supply Orders.
This section displays the supply's relevant Meter and Yield (where applicable), followed by a grid showing the order line history, historic meter readings, and usage comparison against yield.
Raising Supplies via a Service Job
When supplies are delivered by an engineer as part of a job, they can be requested through the Required Items tab within a Job Activity. Set the required product quantities when recording or submitting the activity.
If a required item is unavailable in stock, BMS creates a backorder and triggers a Stock Transfer to fulfil the demand. This transfer becomes a Supply Order linked to the job and its associated asset.