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.

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

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   Display screen
avsystem yes network enabled projector
cabinet   42U rack
cable    
case    
component   internal hard drives, memory, laptop batteries
consumable   toner cartridge
desktop yes  
laptop yes  
maintenance    
monitor    
networking   individual switch modules, transceivers
networkswitch yes  
other    
othersystem yes Networkenabled GPS receiver
peripheral   PCIe cards, external hard drives
phone    
powerbar yes networked powerbars for server rooms
printer yes  
robotic    
server yes  
software    
storage   additional disks / enclosures for storage arrays
storagearray yes  
tablet yes Note: a SurfacePro is a laptop, not a tablet
ups yes UPS and UPS batteries
wap yes  

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 for large items, where known, should be split off to a separate line item and added as a child item using 'ii additem'.

-- AlastairScobie - 02 Jul 2015

Topic revision: r12 - 23 Sep 2019 - 13:22:29 - AlastairScobie
 
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