Creating a Daily VOR Order

Use this guide to create a supplier VOR Order containing all outstanding Vehicle Off Road (VOR) requirements.

The Daily VOR Order process gathers individual VOR requirements that have been raised throughout the day and combines them into a supplier order that can be sent to the appropriate franchise or supplier.

Why This Matters

Creating a VOR Parts Order does not automatically create a supplier order.

When a parts advisor creates a VOR Order, the system records the customer or workshop requirement only.

The actual supplier order is created later through the Daily VOR Order process.

Without this step:

• Suppliers will not receive the order.

• Parts will not be dispatched.

• Workshop jobs will remain waiting for parts.

• Customer orders will remain outstanding.

This process is typically performed by a Parts Manager or another authorised user responsible for placing supplier orders.

When to Use This Process

Use this process:

• At the end of the day.

• At scheduled ordering times.

• When outstanding VOR requirements need to be sent to suppliers.

• When supplier orders have not yet been created for VOR requirements.

Many organisations perform this process once or more per day depending on operational requirements.

Who Should Perform This Process?

This process is generally performed by:

• Parts Managers.

• Parts Supervisors.

• Senior Parts Advisors.

• Staff responsible for supplier ordering.

Most users creating VOR requirements will not normally perform this stage.

Before You Start

Before creating a Daily VOR Order, ensure:

• VOR requirements have been created.

• Outstanding VOR orders exist.

• The correct supplier or franchise has been identified.

• You have any supplier reference information required.

• You know the expected delivery requirements.

Understanding How Daily VOR Orders Work

Throughout the day, individual VOR requirements are created.

For example:

Each of these requirements exists independently.

At this stage:

• Workshop requirements exist.

• Customer requirements exist.

• Supplier orders do not yet exist.

The Daily VOR Order process gathers these requirements and creates a single supplier order.

This means multiple customer and workshop requirements can be managed through one supplier purchase order.

Benefits of Daily VOR Orders

Using Daily VOR Orders provides several operational advantages.

Reduced Administration

Instead of creating separate supplier orders for every requirement, multiple requirements are combined into a single order.

Improved Supplier Communication

Suppliers receive a consolidated order rather than multiple individual requests.

Better Order Tracking

Outstanding VOR requirements can be monitored before they are submitted.

Improved Efficiency

The ordering process becomes faster and easier to manage.

Creating a Daily VOR Order

Step 1: Open the Stock Order System

Navigate to the Stock Order area.

This area is used to generate supplier orders from existing customer and workshop requirements.

Step 2: Create a Customer Order

Select the option to create a customer order.

This option allows outstanding requirements to be gathered and converted into a supplier order.

Step 3: Include VOR Orders

Choose the option to include VOR Orders.

The system searches for outstanding VOR requirements that have not yet been included in a supplier order.

Step 4: Select the Franchise or Supplier

Select the appropriate franchise or supplier.

This determines which outstanding requirements will be included.

Always verify that the correct supplier has been selected before continuing.

Step 5: Create the VOR Order

Create the order.

The system gathers all outstanding VOR requirements and creates a supplier order.

At this point, the individual customer and workshop requirements become linked to the supplier order.

Reviewing the Order

Before confirming the order, review the information carefully.

Check:

• Supplier.

• Part numbers.

• Quantities.

• Customer requirements.

• Workshop requirements.

Ensure all expected items have been included.

If an expected item is missing, verify that it was originally created as a VOR requirement.

Entering Supplier Information

Depending on your organisation's process, you may need to enter:

• Supplier order reference.

• Purchase order number.

• Expected delivery date.

• Additional supplier notes.

Ensure this information is accurate before confirming the order.

Confirming the Order

Once the review is complete:

1. Confirm the supplier order.

2. Save the order.

3. Submit the order according to your supplier ordering process.

The supplier order is now active.

What Happens After Confirmation?

After the order is confirmed:

The Supplier Receives the Order

The supplier receives the purchase request.

Parts Are Processed by the Supplier

The supplier prepares the required items.

Parts Are Delivered

The order arrives through the normal receiving process.

Goods In Is Completed

The supplier order is received through Goods In.

Parts Are Allocated

Once received, the parts are allocated to the appropriate customer or workshop requirements using the Orders List.

Understanding the Relationship Between Orders

A common point of confusion is the difference between:

Customer or Workshop Orders

These represent demand for parts.

Examples:

• Workshop Job 123 requires a sensor.

• Workshop Job 456 requires a mirror.

Supplier Orders

These represent purchases from suppliers.

The Daily VOR Order creates the supplier order that fulfils those requirements.

The original customer and workshop orders remain visible and linked to the supplier order.

Example Workflow

Throughout the day:

• Workshop Job 1001 requires a sensor.

• Workshop Job 1002 requires a wiring harness.

• Workshop Job 1003 requires a mirror assembly.

Three VOR Orders are created.

At 4:00 PM, the Parts Manager:

1. Opens the Stock Order system.

2. Selects Create Customer Order.

3. Includes VOR Orders.

4. Selects the correct franchise.

5. Creates the supplier order.

6. Reviews the parts.

7. Confirms the order.

The system creates one supplier order containing all three requirements.

When the order arrives:

1. Goods In is completed.

2. The parts are added to stock.

3. The Orders List is used to allocate the parts to the correct workshop jobs.

Common Mistakes

Assuming VOR Orders Have Already Been Sent

Creating a VOR Parts Order does not send anything to the supplier.

The Daily VOR Order process must still be completed.

Selecting the Wrong Supplier

Always verify the supplier before creating the order.

Using the wrong supplier may prevent required parts from being ordered correctly.

Not Reviewing the Included Parts

Always review the generated order before confirming it.

Missing or incorrect items should be identified before submission.

Forgetting to Confirm the Order

Creating the order does not necessarily mean it has been submitted.

Follow your organisation's supplier ordering procedures.

Troubleshooting

Expected Parts Are Missing

Check:

• The original requirement was created as a VOR Order.

• The order has not already been included in another supplier order.

• The correct supplier or franchise has been selected.

Duplicate Parts Appear

Review outstanding VOR requirements and verify whether duplicate requests have been created.

Workshop Is Waiting for Parts but No Supplier Order Exists

Check whether the Daily VOR Order process has been completed.

The supplier order will not exist until this step has been performed.