How to Use OrderMan

System Introduction

OrderMan is a comprehensive order management system designed for collaboration between trading companies, customer organizations, and factories. The system supports complete order lifecycle management, from order creation, production confirmation, shipping to final delivery, and provides invoice management and organization management functions.

The system adopts a multi-level organizational structure and permission control to ensure data security and smooth business processes. Through OrderMan, you can efficiently manage order processes, track production progress, maintain customer relationships, and simplify invoice processing.

User Roles and Permissions

OrderMan system includes six different user roles, each with different permissions and responsibilities:

Login and Account Management

Login to the System

1. Visit the OrderMan system login page
2. Enter your username and password
3. Click the "Login" button

Modify Personal Profile

1. After logging in, click the user icon in the top right corner
2. Select "Profile" option
3. On the profile page, you can:
   • View basic personal information
   • Modify name and email
   • Change password

Dashboard Features

After logging in, you will enter the dashboard page, which provides the main functions and data overview of the system:

Data Statistics

• Order statistics: total orders, pending orders, in-production orders, completed orders
• User statistics: total system users, number of users by role
• Organization statistics: number of trading companies, customer organizations, factories

Quick Access

• Create new order
• View order list
• Manage users
• Manage organizations

AI Q&A Function

• At the bottom of the dashboard page, you can use the AI Q&A function to get answers to system-related questions
• Enter your question and click the send button to get an answer

Organization Management

OrderMan system adopts a three-layer organizational structure: trading companies, customer organizations, and factories.

Trading Company Management

View Trading Company List

1. Select "Trading Companies" in the sidebar menu
2. The system will display all trading companies you have permission to access

Create New Trading Company (Super Admin Only)

1. On the trading company list page, click the "Create Trading Company" button
2. Fill in the required information:
   • Company name (required, globally unique)
   • Contact person (required)
   • Contact phone (required)
   • Address (optional)
   • Notes (optional)
3. Click the "Save" button to complete the creation

Customer Organization Management

View Customer Organization List

1. Select "Customer Organizations" in the sidebar menu
2. The system will display all customer organizations you have permission to access

Create New Customer Organization (Trading Company Admin)

1. On the customer organization list page, click the "Create Customer Organization" button
2. Fill in the required information:
   • Organization name (required)
   • Contact person (required)
   • Contact phone (required)
   • Address (optional)
   • Notes (optional)
3. Click the "Save" button to complete the creation

Factory Management

View Factory List

1. Select "Factories" in the sidebar menu
2. The system will display all factories you have permission to access

Create New Factory (Trading Company Admin)

1. On the factory list page, click the "Create Factory" button
2. Fill in the required information:
   • Factory name (required)
   • Contact person (required)
   • Contact phone (required)
   • Address (optional)
   • Notes (optional)
3. Click the "Save" button to complete the creation

User Management

View User List

1. Select "Users" in the sidebar menu
2. The system will display all users you have permission to access
3. You can use filters to filter users by role, status, etc.

Create New User

1. On the user list page, click the "Create User" button
2. Select user role
3. Fill in the required information:
   • Username (required, unique)
   • Email (required, unique)
   • Name (required)
   • Role (required)
   • Organization (based on role requirements)
4. Click the "Save" button to complete the creation

View and Edit User Details

1. In the user list, click the username to enter the details page
2. On the details page, you can:
   • View user basic information
   • Edit user information (if you have permission)
   • Reset user password (if you have permission)
   • Change user status (if you have permission)

Order Management

View Order List

1. Select "Orders" in the sidebar menu
2. The system will display all orders you have permission to access
3. You can use filters to filter orders by status, date, etc.

Create New Order

1. On the order list page, click the "Create Order" button
2. Fill in the required information:
   • Customer organization (required)
   • Factory (required)
   • Product name (required)
   • Product description (required)
   • Quantity (required)
   • Delivery address (optional)
   • Expected delivery date (optional)
   • Notes (optional)
3. Click the "Create Order" button to complete the creation

Order Status Transition

OrderMan system defines seven order statuses:

1. ORDERED: Initial status when order is created
2. CONFIRMED: Factory has confirmed the order
3. IN_PRODUCTION: Factory has started production
4. COMPLETED: Production is completed
5. SHIPPED: Factory has shipped the order
6. DELIVERED: Customer confirms receipt
7. CANCELLED: Order has been cancelled

Different roles can perform different status update operations:

• Factory Admin and Factory Follower: ORDERED → CONFIRMED → IN_PRODUCTION → COMPLETED → SHIPPED
• Customer Orderer: SHIPPED → DELIVERED
• Trading Company Admin: Can update to any status

Order Details and Updates

1. In the order list, click the order number to enter the details page
2. On the details page, you can view:
   • Basic order information
   • Order status and history
   • Product description and quantity
   • Price and production days
   • Related dates (order date, confirmation date, shipping date, delivery date)
   • Product images
   • Order comments

Update Order Status

1. On the order details page, based on your permissions and the current order status, the system will display available action buttons
2. Click the corresponding button to execute status updates:
   • Confirm order (Factory role): Need to set price and production days
   • Start production (Factory role)
   • Complete production (Factory role)
   • Ship (Factory role)
   • Confirm receipt (Customer role)

Upload Order Attachments

1. On the order details page, find the "Order Attachments" section
2. Click the "Upload File" button
3. Select the file to upload
4. Click the "Upload" button to complete the upload

Add Order Comments

1. On the order details page, find the "Order Comments" section
2. Enter your comment in the comment input box
3. Click the "Send" button to submit the comment

Invoice Management

View Invoice List

1. Select "Invoices" in the sidebar menu
2. The system will display all invoices you have permission to access
3. You can use filters to filter invoices by status, date, etc.

Create Invoice

Create New Invoice (Trading Company Admin or Customer Admin)

1. On the invoice list page, click the "Create Invoice" button
2. Select customer organization
3. The system will display delivered orders of the customer organization that have not been invoiced
4. Select orders to include in the invoice
5. Enter invoice number
6. Click the "Create Invoice" button to complete the creation

Invoice Details and Updates

View Invoice Details

1. In the invoice list, click the invoice number to enter the details page
2. On the details page, you can view:
   • Basic invoice information
   • Invoice status
   • Invoice amount
   • Orders included in the invoice
   • Related dates (invoice date, payment date)

Mark Invoice as Paid (Customer Admin)

1. On the invoice details page, if you are a customer admin and the invoice status is "Unpaid"
2. Click the "Mark as Paid" button
3. After confirming the operation, the system will update the invoice status to "Paid"

AI Q&A Function

OrderMan system integrates intelligent AI Q&A function to help you quickly get answers to system-related questions.

Using AI Q&A

1. At the bottom of the dashboard page, find the AI Q&A area
2. Enter your question in the input box
3. Click the send button
4. AI will analyze your question and provide relevant answers
5. You can continue asking questions and have multiple rounds of dialogue with AI

Applicable Question Types

• System function related questions
• Operation process guidance
• Data interpretation and analysis
• Order and invoice management issues
• System usage suggestions

Frequently Asked Questions

For more questions or further assistance, please contact the system administrator or use the AI Q&A function for help.