The order card
The order card is one order on one page, from the draft to the money: its data, its route and progress, its documents, its invoices and costs, and everything that happened to it. The header always offers the next step, the one button that moves the order on, so the card also tells you what to do next.
Before you start
- Your organization has the TMS add-on. Open an order from Sales, Orders (double-click a row, or Open order in the side panel), from Search (Ctrl+K), or from a link.
- Everyone in the organization can open order cards, print their papers and download the PDF for the carrier. Changing the order, its status, documents and claims needs a role that may change TMS data with the Dispatch module; reminders to carriers about documents and accepting the note before invoicing belong to Finance (see TMS modules). Viewers see "View only" and a disabled next step.
The header
The header shows the order number (or Draft), the client, "ref. ZL/4471/2026" and "Created 02.11.2026", the status, the open issues (red when one is critical), and the source of an order that comes from Marcos TMS. Order progress under it is a bar of eight steps, from Draft to Settled, with "4 / 8"; hover it for the step names. It is not shown for cancelled orders.
The next step
| Status | The next step |
|---|---|
| Draft | Confirm order |
| Confirmed | Mark planned when a vehicle or a carrier is set, else Plan (it takes you to Execution) |
| Planned | Plan when nobody is assigned; on a carrier order without a live carrier link, Send link to carrier; otherwise Mark loading |
| In progress | Mark delivered |
| Delivered, Documents | Issue invoice when the documents are complete or not required; otherwise Remind about documents (carrier order) or Add documents (own fleet) |
| Invoiced | Mark settled |
| An order marked No invoice | Mark settled instead of Issue invoice |
| Cancelled | none |
Send link to carrier opens Send the order to the carrier (the e-mail with the order PDF and the confirmation link) when you may send it; otherwise it opens the carrier link form (see Sending orders to drivers and carriers).
The menu next to the next step
| Item | What it does |
|---|---|
| Start transport / Wait for documents | The plain next status, when the header button offers another step. |
| Add a note / Remind me… | Opens Activity with the note box (below). |
| Duplicate | A new draft from this order (below). |
| Save as template | A template for a run you repeat (see Creating an order). |
| Move back to "…" | One step back: Planned to Confirmed, In progress to Planned, Delivered to In progress, Documents to Delivered. |
| Issue invoice | A new invoice for this order, at any status except draft and cancelled, and not on No invoice orders. |
| The papers of the order (see Order printouts). Not on cancelled orders. | |
| Copy link | Copies the order's address in Quanty, for a colleague ("Link copied"). |
| Cancel order | Cancels a confirmed order with a reason (below). |
| Delete draft | Deletes a draft (below). |
Statuses
| Status | Meaning |
|---|---|
| Draft | Saved, not confirmed. No number yet. |
| Confirmed | Accepted, with a number and a frozen PLN value; nobody assigned yet. |
| Planned | A vehicle or a carrier is assigned. |
| In progress | The transport has started: the first loading is reached. |
| Delivered | Every unloading is done. |
| Documents | Waiting for the papers before invoicing. |
| Invoiced | On an issued invoice. |
| Settled | Paid, or settled without an invoice. |
| Cancelled | Cancelled with a reason. Nothing changes any more. |
How an order moves:
- Forward one step at a time, and one step back where the order allows it. Delivered can go straight to Invoiced, and an order marked No invoice goes from Delivered or Documents straight to Settled.
- Confirm order goes straight to Planned when a vehicle or a carrier is already set.
- Assigning a vehicle or a carrier to a Confirmed order makes it Planned.
- When the first loading is reached (ticked off by GPS, or Mark arrived on the card), the order moves to In progress; when every unloading is done or skipped, it moves to Delivered.
- Issuing the invoice makes it Invoiced; the payment makes it Settled (see TMS invoices and receivables).
- A move the order cannot make is refused: "The order cannot move to that status from here."
The tabs
The card has five tabs: Details, Route and progress, Documents (with the number of missing required documents), Settlement and Activity (with the number of open issues and claims).
Details
The order form, as described in Creating an order. On a confirmed order the client, the freight and the reference are protected: "Client, freight and reference of a confirmed order change through a correction with a reason." For a carrier order, the carrier's rating is shown under Execution.
Correction
Correction, in the headings of the Client and Price sections, changes the protected fields.
- Click Correction. Correct the order opens: "The change is kept in the history with your reason. The PLN amount is recalculated with the frozen NBP rate."
- Change the Client, Client reference, Client order number, Amount, Currency, Payment days, or under Unit price and toll the unit price, quantity and toll.
- Write the Reason for the correction (at least 5 characters), for example "the client sent a new rate on 12.09".
- Click Save correction. The history shows "Correction: the client sent a new rate on 12.09".
A correction works at every status except draft and cancelled, invoiced and settled included. A new currency takes a fresh NBP rate; otherwise the frozen rate stays. Credit limits are checked again. When the client or the freight of an invoiced order changes, the order warns: "This order is already invoiced. Issue a correction invoice as well." An invoiced order can no longer be reassigned to another vehicle or carrier.
Route and progress
From the top:
- Expected arrival: "On time" or "Late by 1 h 20 min", with "240 km left" and when it was calculated. Recalculate asks again (confirmed, planned and in-progress orders). Without a vehicle position: "There is no vehicle position for this order, so the arrival cannot be estimated." Late means the arrival falls after an unloading window.
- Emissions: "1 250 kg CO2e", measured from fuel or estimated from distance, with the km, litres and grams per tonne-kilometre. "Calculated with the default emission factor. Set your own in the TMS settings before sending figures to a client."
- The carrier line on a carrier order: sent, waiting, confirmed or declined (see Sending orders to drivers and carriers).
- Stops, each with its state (Pending, On site, Done, Skipped), the Planned and Actual times, the reference, the ramp and what is loaded or unloaded there. Mark arrived, Mark done, Skip and Back to pending set a stop by hand (on orders not yet invoiced). With telematics, stops are ticked off by GPS.
- The Driver thread on an own-fleet order: the order sent by WhatsApp or SMS and the driver's answers (see Sending orders to drivers and carriers).
- Map: the distance and driving time, the Planned route in blue and the route Driven (GPS) in green. "The stops have no map positions yet." when the places have none.
- Kilometres (below).
- Sharing: the links for the carrier and the client (see TMS links for clients, carriers and drivers).
None of the progress block is shown on a draft.
Kilometres
| Row | Empty | Loaded |
|---|---|---|
| Plan | The empty run, "proposed from the previous order" (own fleet), or typed. | The loaded km typed on the order, else the calculated route. |
| Client | (none) | The km the client pays for, typed with Change the client's km. |
| Actual | The GPS figure so far ("from GPS so far"), not kept. | From the GPS trail of the order's time, kept when the order is delivered; or typed with Type the actual km. |
- The empty run of an own-fleet order is proposed from the same tractor's previous order within 45 days: from its last unloading to this order's first loading (0 km when both are within 2 km). It is proposed only while the empty km are blank.
- A typed number (0 to 50 000 km, one decimal) is never overwritten by Quanty; clearing the actual km hands them back to GPS.
- After delivery the table shows the difference against the plan ("+38 km vs plan"), in amber when it is more than 10% of the planned loaded km.
- Round trip marks an order that comes back; it changes no calculation.
- The table is not shown on drafts. The blue truck route is drawn for confirmed orders up to Documents; other orders show straight lines.
Documents
Required documents shows which papers the order needs and which are in, the documents status and the Invoice deadline; Received documents lists every document with its state, side and source. Adding, accepting, hiding, starring, sending with the invoice, showing to the client and Check with AI are described on Documents and scans.
Settlement
| Block | What it shows |
|---|---|
| Margin | Planned and Actual (own-fleet values marked "estimate"). Below the plan when the actual margin is negative or more than 10% of the freight under the plan. |
| Note before invoicing | A note for the invoice, "To be accepted": "Read it before the invoice is issued." with Accept the note. |
| Revenue | The order's invoices (draft and correction marked), "Paid 50%", "Due 04.12.2026", "12 days overdue", "Paid by …", and Proformas ("A proforma is not revenue and does not invoice the order."). |
| Costs | Carrier invoices (approved by, paid on, "part of a collective invoice of 12 400 EUR", "Differs from the agreed price by 150 EUR", "not counted until approved"), Fleet costs on this order and the Own cost ("420 km × 2,85 PLN/km"). |
| Invoice details | Payer (The client by default), Note before invoicing and External document number. |
One button leads: Open invoice when there is one; otherwise Accept the note, Add documents or Issue invoice, whichever comes first. The ⋯ menu has Issue invoice despite missing documents, Issue proforma and Change invoice details. An order marked No invoice is never invoiced. Invoicing is described on TMS invoices and receivables.
Activity
Activity holds, in this order, the order's Issues, its Claims, Notes and reminders and the History.
Issues: the open issues of the order, each with Resolve or Dismiss and a reason. Check again runs the order checks now (they also run by themselves every 15 minutes). See TMS overview.
Claims
New claim (not on drafts) records damage, a shortage, a delay or missing pallets and follows it until it is settled.
| Field | What it means | Example |
|---|---|---|
| What it is about | Damage, Shortage, Delay, Pallets or Other. | Damage |
| Raised by | The client, Us or The carrier. | The client |
| Amount and Currency | The amount claimed. | 800 EUR |
| Against carrier | The carrier responsible; the order's carrier by default. | Trans-Pol |
| Description | "What happened, where and when". | Two pallets crushed at unloading |
| Insurer and Insurer case number | When an insurer handles it. | |
| Reported on | Today by default. | 05.11.2026 |
Claims are numbered REK/0001/2026 and move through Open, In review, Accepted, Rejected and Settled with Take for review, Accept, Reject, Settle, Back to open and Back to review. Rejecting or settling asks How it was resolved: "Write how the claim was resolved. It stays in the history of the order." A settled claim cannot be changed.
When a claim against a carrier is accepted with an amount, the card says To deduct from the carrier: "The claim was accepted. When the invoice from Trans-Pol for this order arrives, consider deducting 800 EUR. Nothing was changed in the costs."
Notes and reminders
Add a note and Remind me… (in the menu next to the next step) open the note box.
- Write the note (up to 4 000 characters).
- For a reminder, click Remind, pick the Reminder day (tomorrow by default, today or later) and For (Me, or a colleague who may change orders).
- Click Add: "Note added. Reminder on 04.11.2026."
A reminder shows first in that person's My work from its day. Under Reminders each one reads Overdue, Today or its day, "for Piotr", with a tick for done, Move to tomorrow and Move to another day; Done (3) lists the finished ones, and unticking brings one back. Everyone sees notes and reminders; only the person a reminder is for, its author or an admin may change it. Viewers can read notes but not add them.
History
The history reads in plain words, with plates, drivers, people and companies instead of ids, for example "Tractor: PO 4TJ21 → PO 7MN35", and numbers with their units. Prints, sends, corrections and copies are written there too.
Cancelling, deleting and duplicating
| Action | Rules |
|---|---|
| Cancel order | For confirmed orders up to Documents. Cancel this order: "A cancelled order stays in the history with your reason. It cannot be undone." The reason needs at least 3 characters. An invoiced or settled order is not cancelled: "An invoiced order is not cancelled here: correct the invoice first." |
| Delete draft | Only drafts. Delete this draft: "The draft disappears from the lists. Its history stays." A confirmed order is cancelled instead. |
| Duplicate | A new draft that copies the client, the contact, the branch, the price and terms, the cargo and requirements, the tags, the internal note, the execution type, the payer, the order kind, and the stops with the goods. It does not copy the client's reference, the client order number, the vehicle, the driver, the carrier or the carrier cost. A booked pre-advice becomes Required again. The history says "Copied from order 2026/10/044". |
A cancelled order reads "This order is cancelled. Nothing here can change."
When the order and the set disagree
If the order names another trailer or driver than the tractor's set at the time of loading, the card says The set does not match this order: "Nothing is changed in the fleet until you choose. The switch is written with the order as its source and can be undone."
- Switch from 04.11.2026 06:00 (or Create the set from …) changes the tractor's set to the order's.
- Correct the order puts the set's trailer and driver into the order.
- Only this order keeps the set and marks this order as the exception, with a reason.
Good to know
- Old links to the tabs Sharing, Claims, History and Issues open the tab that now holds them.
- Changes to the order are written in its history.
Who can do this
Viewers open the card, print and download PDFs, and change nothing. Statuses, documents, claims and corrections belong to the Dispatch module; the reminder to the carrier and accepting the note before invoicing belong to Finance.
Related pages
- The orders list: where the card opens from.
- Order price, terms and margin: the price and the margin.
- Documents and scans: the documents in detail.
- Sending orders to drivers and carriers: the driver thread and the carrier e-mail.
- Order printouts: the papers in the Print menu.