This is the current (July 2015) documentation for the order file format.

The order file is a text file with a number of colon separated key/value pairs, one per line. The format is intended to mirror that of a traditional purchase order, with a number of fields (keys) pertaining to the whole order (eg date and supplier) and a number of fields representing the lines of the order. (An order line is a quantity of the same item - eg 4 of Dell Optiplex 790 desktops). The name of the order file denotes the purchase order number (eg inf5682) - convention is that lower case is used.

Key Type Required Format Example Function
date global required dd/mm/yyyy 25/06/2015 date on which order was placed with supplier
supplier global required free text (max ?) Dell supplier
vat global required 1.nn 1.20 VAT applicable to the order
ticket global   free text (max ?) RT72345 request ticket used to raise order
contract global   free text (max ?) NDNA specifies the procurement contract used to purchase the item.
note global   free text (max ?)   only for old orders (why?)
n.item order line required free text (max ?) Dell Optiplex 790 3.0GHz, 8GB, 250GB description of item (always include manufacturer)
n.price order line required n{n..}.nn 1234.56 price of one item
n.category order line required See table below desktop category of item
n.quantity order line   n{n..} 5 quantity of items (defaults to 1 if missing)
n.delivered order line required dd/mm/yyyy 25/06/2015 delivery date of items
n.budget order line ?required? free text (max?) 747DIV/G40588 budget to be charged
n.requestor order line   free text (max?) ascobie who requested this item, preferably use UUN
n.barcode order line   free text (max?) 000368 will be obsoleted
n.note order line   free text (max?)    
n.warranty order line   free text (max?) 3yr NBD warranty details for item
n.sno order line   free text (max?) CZC9214XX5 serial number of item - one for each of quantity ordered

An example order for two desktops and two monitors.

date:7/11/2012
supplier:HP
ticket:RT72854
1.item:HP 8300CMT i5 3.2GHz, 8GB, 500GB
1.warranty:3yr
1.quantity:2
1.price:330.88
1.sno:CZC76YXJ8
1.sno:CZC76YU9N
1.delivered:09/12/2012
1.budget:747DIV/G40588
1.category:desktop
1.requestor:ascobie
2.item:Dell Ultrasharp 20" 2001FP
2.warranty:3 years
2.quantity:2
2.price:439.00
2.sno:S785G77Y8
2.sno:S785G76Y3
2.delivered:09/12/2012
2.category:monitor
2.budget:747DIV/G40588
2.requestor:ascobie
vat:1.20

Category System Example
av    
cabinet   42U rack
cable    
case   ?? should be covered by component ??
component   internal hard drives, memory, laptop batteries
consumable   toner cartridge
desktop yes  
maintenance    
monitor    
networking   individual switch modules, transceivers
networkswitch yes  
peripheral   PCIe cards, external hard drives
powerbar yes networked powerbars for server rooms
laptop yes  
other    
phone    
printer ?  
robotic    
server yes  
software    
storage   additional disks / enclosures for storage arrays
storagearray yes  
tablet yes  
ups   UPS and UPS batteries
wap    

Procedural stuff to be recorded elsewhere :-

  • separate delivery costs are not entered into orders files
  • orders file need not be created until items are delivered
    • for a partial shipment - only those items that have been delivered are added to the orders file
    • information on outstanding orders can now be obtained through RT
  • Warranty costs should NOT be split off onto a separate line item.

-- AlastairScobie - 02 Jul 2015

Topic revision: r8 - 22 Dec 2015 - 16:11:07 - AlastairScobie
 
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