Virtual Superintendent Orders for Head Contractors

The Orders page in Virtual Superintendent allows authorized users to create and send orders directly to suppliers. Suppliers accept or reject orders, allowing you to track status and manage delivery requirements.

Each order has a unique order number. You can reference this number in dockets or match it to API-generated delivery dockets. This creates a direct link between orders and recorded work.

Order types

From the Orders page, you can create and manage the following order types:

• Concrete orders - create and send concrete delivery orders
• Concrete test orders - create standalone test orders or sub-orders linked to concrete orders
• Item orders  - create orders for labour, plant, or materials
• Spoil transport orders - create a spoil transport order for waste material such as excavated soil, asphalt, rubble, or contaminated materials

Permissions

To access the Orders page, enable the Order Admin permission.

Users with this permission can:

• View orders
• Create orders
• Update orders created by other users

Additional access rules:

• Supervisors and engineers can view assigned orders in read-only mode
• Suppliers can view all orders for their company
• Suppliers can accept or reject orders only when assigned as the contact

Supervisors, engineers, and suppliers do not require Order Admin permission for read-only access

Using the Orders page

The Orders pages in Virtual Superintendent is used to create, manage, and track supplier orders. This section describes how to open to Orders page, filter the page to show specific existing orders, and create a new order.

Step 1. Open the Orders page

To open the Orders page:

1. Sign in to Virtual Superintendent.
2. Click Menu > Orders. The Orders screen opens.

The most recent orders appear at the top of the list:

Step 2. Filter and view existing orders

Use the Filter panel to the left of the screen to find orders that match filter criteria:

You can filter by:

• Order number
• Supplier
• Date range
• Order type
• Order status

You can also select:

• Hide sub orders to show only parent orders (to, for example, hide all concrete test sub-orders)
• Only show orders you created to show only orders you made

Step 3. Create a new order

To create a new order:

1. Click Create Order.

2. Select the Order Type:

   
   
   • Create Concrete Order - create and send a concrete supply order.
   • Create Concrete Test Order - create and send an individual concrete test order. You can also create a test as a sub-order linked to an existing concrete order.
   • Create Item Order - create an order for any item code, such as labor, materials, or plant.
   • Create Spoil Transport Order - create a spoil transport order for waste material such as excavated soil, asphalt, rubble, or contaminated materials.
     
     

     

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3. Enter the required fields. These are marked with *.
   
   

   

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4. Click Create. The order is created and the Virtual Superintendent sends an email to the supplier contact automatically.

Important notes

• Order forms vary depending on order type
• Concrete orders require Scheduled Time and Cost Code
• Selecting a supplier populates available item codes
• Default supplier contacts populate automatically
• Supervisor, engineer, cost code, and location populate in dockets

How order numbers are generated

The system generates order numbers automatically:

• Concrete orders: CO-XXXX
• Concrete test orders: CTO-XXXX
• Item orders: IO-XXXX
• Spoil transport orders: STO-XXXX

Order numbers appear in the PO Number field in electronic dockets:

Order status and actions

After creation, orders are displayed with a status of Requested until the supplier responds.

Available statuses:

• Requested
• Accepted
• Rejected
• Amended
• Withdrawn
• Cancel Requested
• Cancelled

Update orders

• Update orders before the scheduled start date
• Accepted orders change to Amended when updated
• Rejected or withdrawn orders change to Requested when reinstated

Withdraw orders

Withdraw orders before the scheduled start date.

Cancel orders

• Accepted orders change to Cancel Requested
• Requested or Amended orders must first be Withdrawn
• Cancel Requested and Cancelled orders cannot be edited

Users can view order history, including status changes, using View Changes.

Concrete test sub-orders

When viewing a concrete order form, the creator can click Order Concrete Test at the bottom of the order summary to generate a concrete test sub-order.

Concrete test sub-orders:

• Link to the parent order
• Can use the same or different supplier
• Display with a link icon in the Orders list:

Additional order actions

Use the More actions menu to access additional order options. To open this menu, click the hamburger menu icon (three vertical dots).

Attach files

• Upload any file, including PDFs, images, and spreadsheets
• Images display as previews
• PDFs open in a new tab
• Other files download automatically

Suppliers assigned to the order can also attach files:

Clone order

Clone an existing order. The system copies all fields except:

• Scheduled date
• Scheduled time
• End date
• End time

Email to self

Email an order summary to yourself.

Download as PDF

Download a PDF summary of the order to your computer.

View history

View a timeline of order changes:

Linking orders to dockets and movements

You can link concrete orders to delivery dockets and spoil transport orders to material movements.

Link concrete orders to delivery dockets

When delivery dockets are generated using the API, Virtual Superintendent matches the following values to link a concrete order to a delivery, where possible:

• Concrete order number
• Purchase order number

Linked orders appear in the docket PO field.

Link spoil transport orders

Virtual Superintendent links spoil transport orders to material movements using:

• Project
• Supplier
• Plant
• Movement time

Orders must be Accepted and trucks assigned.

The system validates:

• Load site
• Disposal site
• Material

Matching results appear in the Matches column of the Spoil Report.