Creating an order

An order is one transport for one client: who ordered it, where it is loaded and unloaded, what is carried, the price, and who drives it. You can type it in, let Quanty read the client's order from a file, start from a template of a run you repeat, or bring in many orders from a spreadsheet. Whatever the way, the order is a draft until a person confirms it.

This page walks the order form field by field, the checks that must pass before confirming, reading an order with AI and order templates. Importing a spreadsheet of orders is on Importing orders from a file, and orders clients e-mail you are on Orders from e-mail.

Before you start

• Your organization has the TMS add-on. Open Sales, Orders in the TMS rail.
• Creating and changing orders needs a role that may change TMS data: a member with the Dispatch module, or an admin (see TMS modules). Viewers do not see New order.
• The order picks clients, carriers, places, vehicles and drivers from your registers. You can add a client or a place from inside the form, but a filled register saves typing (see TMS clients and carriers and TMS fleet and workshop).
• Reading an order with AI needs the automatic action AI reads documents and writes drafts switched on in TMS settings (it is on until an admin switches it off) and uses credits.

Four ways to start

New order on the Orders page opens the form. Its arrow opens a menu with four ways in:

A won quote also becomes a draft order with one click (see Quotes and lanes), and so does an order a client e-mails (see Orders from e-mail).

The order form

The form opens with the drop zone for a client order (see Reading an order with AI) and the line "A regular run? Start from its template." with From a template. Under it come the numbered sections 1 Client, 2 Route, Cargo and requirements, 3 Price and 4 Execution, and on the right the Summary with the Checks.

Each section shows the fields you need every time; the rest sits behind a "+" line that names what it holds, for example "Contact, client order number, received on, branch, handled by". Until you type, the form takes your organization's defaults: today as Received on, the default currency (PLN unless an admin changed it), the default payment term (30 days unless changed), you as Handled by, the default branch, Own fleet, and one empty loading, one empty unloading and one goods line.

1 Client

Under the client's name you see its credit: "Credit available 18 400 PLN", "No credit limit", "Over the credit limit by 2 300 PLN" or "Credit limit renewal was due 30.09.2026", and "Last verification negative" when the last check of the company failed. When the client is billed through another company, the line shows the Payer's credit limit instead. The client's remarks for orders show as Client notes.

A client blocked on its card shows "Blocked as a client": "The order can be saved as a draft, but confirming it needs a one-off unblock from an admin." Credit limits and blocks are set on the client's card (see TMS clients and carriers).

2 Route

The route is a list of stops: at least one loading and one unloading. Add loading and Add unloading add more; drag a stop (or use Move up and Move down) to change the order, and Remove stop removes one.

The "+" line of a loading ("Goods, contact, pre-advice, reference, ramp") and of an unloading ("Contact, pre-advice, reference, ramp, comment") opens the stop's details:

Goods are entered under each loading, so every line knows where it is picked up:

More about the goods opens the rest of the line: One piece (cm) (length, width, height), Volume (m³), Stackable (Yes, No, Not known), Goods value with its currency, Temperature from (°C) and to (°C), Setpoint (°C), IDTF, Full load, Packed in, Description, and for ADR the ADR quantity (kg or l) and Another dangerous substance for a second ADR line.

At an unloading, Goods to unload says what is delivered there: "All goods unloaded here" by default, or Change amount to split the goods between several unloadings. The form counts what is left ("12 left") and warns when more is unloaded than loaded.

Calculate route fills in the kilometres, the driving time and the road tolls, for example "1 120 km · 14 h 20 min driving · tolls about 310 EUR". It plans for a truck: the ADR classes of the goods ("with ADR"), the tractor's EURO class for the toll ("toll for EURO 6"), and the ferries and countries your organization avoids (see TMS operations). The "+" line Loaded and empty km holds Loaded km and Empty km to type by hand.

Cargo and requirements

Order kind shows at the top once your organization has kinds in Dictionaries (see TMS overview). The "+" line "Trailer, temperature, requirements, SENT, tags, note" holds the rest:

3 Price

Amount and Currency are the freight. A foreign currency shows its value in PLN at the NBP rate ("1 EUR = 4,2512 PLN, NBP table 196/A/NBP/2026 of 09.10.2026"), and the rate per km. The "+" line "Unit price, term, skonto, toll, no invoice" holds the unit price, the payment term, skonto, the toll and the switches Bill by actual quantity and No invoice. When the client's contract has a rate for the lane, "Contract: 1 700 EUR" shows with Use.

Everything about the price, the NBP rate, the terms and the margin is on Order price, terms and margin.

4 Execution

Choose Own fleet or Carrier.

Carrier checks run when you pick a carrier: "The carrier's OCP insurance is valid until 31.10.2026, but the unloading is on 04.11.2026.", "The carrier's card has no OCP valid-until date." or "The carrier's card has no licence number." "Only a warning: the order can still be assigned."

After a save, Busy in this window lists what clashes with the tractor, trailer or driver you chose: another Order, a Workshop visit, an Absence, Papers that run out (a driving licence, a medical) or an ADR qualification that runs out. It is a warning; the order is still saved.

Summary and checks

The Summary on the right shows the route with the first loading day, the Freight, its value In PLN (for a foreign currency), the Carrier cost or the own cost (marked "estimate", with What it is made of), and the Margin with its percentage ("Known once the cost is in" until there is a cost).

Checks read Ready to confirm, or list what Must be fixed before confirming and what is Worth a look. Click a line (Show) to jump to its field.

Possible duplicate: as soon as the client and a reference of at least three characters are entered, the summary warns about another live order with the same client and reference ("Same client and reference: 2026/10/044"), spaces and capital letters ignored. After a save it also warns about the same tractor in an overlapping window.

Saving and confirming

• Save draft saves the order as it is, with anything still missing. A draft has no number yet (it reads Draft) and waits under Orders, To accept. Ctrl+S (Cmd+S) saves too.
• Confirm order saves, then confirms. If a check still fails, the draft stays saved and the order opens with "The order cannot be confirmed yet. Fix the points marked below."

Confirming:

1. gives the order its number, from your organization's numbering pattern (and the branch code, if it is part of the pattern);
2. freezes the value in PLN at the NBP rate of the working day before the first loading (see Order price, terms and margin);
3. estimates the own cost of an own-fleet order;
4. keeps addresses typed from a document as the client's places;
5. sets the status: Planned when a vehicle or a carrier is already chosen, else Confirmed.

A blocked client, payer or carrier refuses the confirmation until an admin lets this one order through on its card. When your organization's credit rules are set to block, a client over its limit is refused the same way. After confirming, the client, the freight and the reference change only through a Correction with a reason (see The order card).

Reading an order with AI

Drop the client's order on the zone at the top of the form, or open New order, From a file (AI).

1. Drop the client order here, click Choose a file, or click Paste text, paste the e-mail or the order text and click Read the text.
2. "Quanty is reading the order": "This usually takes 10 to 30 seconds."
3. The form is filled: "Draft filled from zlecenie_4471.pdf". A client Quanty knows is picked ("Client found: Mleczarnia Gądki"); an unknown one is named ("Client in the document: …") with Add as a new contractor, its NIP filled in. Known places are picked ("Saved place found").
4. Every field it read has a dot: Read with confidence, Probably right, check it or Unsure, check it. Hover it to see the words it came from (From the document). Check before saving lists what to look at.
5. Check the form, correct what is wrong, and save the draft or confirm it. Nothing is saved before you do.

Read another document starts again. "Nothing usable was found in this document." means the file held no order.

A long document is read from its start ("The document is long; only its first part was read."). Other formats, such as .doc, .msg, .odt or HEIC photos, are refused with a message that names the formats to use; save the file as PDF or take a JPG. A spreadsheet with many orders opens the import instead: "This is a spreadsheet with many orders, so the import opened."

Each reading uses AI credits according to the length of the document, like the rest of Quanty.

Order templates

A template keeps a run you repeat: the client, the route, the cargo, the price, and the carrier or vehicle and driver with their costs. Dates are kept as days counted from the loading. The client's reference is not kept, because every order has its own.

Saving a template

1. Open an order you run regularly.
2. Choose Save as template in the menu next to its next step (the arrow beside the header button).
3. Give it a Template name, for example "Dairy, Gądki to Lyon", and, if you like, a schedule (below).
4. Click Save template: "Saved as the template "Dairy, Gądki to Lyon"."

The schedule

With a schedule and the template's switch on (Active, "Create drafts on schedule"; off reads Paused), Quanty creates one draft order for each loading day, the chosen number of days ahead, never twice for the same day. The draft is handled by the template's owner, who gets a notification, Draft order created from a template, naming the template and the loading day. Drafts from a template are never confirmed by themselves. A template whose client, payer or carrier is archived pauses.

Using templates

Templates in the ⋯ menu of the Orders page, or From a template, opens Order templates: "Regular runs: create an order from a template or let Quanty prepare the drafts on schedule."

Each template shows its client, route, schedule ("every week: Mon, Thu"), the next loading and the day its draft is made ("Next loading 06.11.2026, draft on 04.11.2026"), or Only on demand or Paused, and "Orders created: 12". Its menu has Create order from template, Schedule and Delete template ("Orders already created from it stay as they are.").

Create order from template asks for the Loading date and How many orders (1 to 31), then creates the drafts: "Drafts created: 3. Open each one to check it and confirm it." Without a schedule, several drafts get the same loading day (several trucks on one day); with a schedule, they take the next scheduled loading days. From the new order form a template makes one draft and opens it.

Good to know

• A draft can be saved with almost nothing in it; the checks only stop the confirmation.
• The form remembers nothing between orders except your organization's defaults; use a template for a run you repeat.
• An address read from a document that is not a saved place shows "Address from the document, not a saved place yet". Confirming the order keeps it as the client's place.
• An order a client sends twice is caught by Possible duplicate before you confirm it.
• Orders created by the assistant in chat are drafts too, with the same checks (see TMS in chat).

Related pages

• TMS orders and quotes: the overview.
• Order price, terms and margin: amounts, currencies, terms and costs.
• Importing orders from a file and Orders from e-mail: the other ways orders come in.
• The order card: what happens after saving.
• TMS clients and carriers: credit limits, blocks, contract rates.