Supplier orders

The To order and Orders tabs of the Catalog gather the parts to order and the supplier orders. They are reserved for people who have the permission Order from suppliers (parts to order, purchase orders, committed purchases) (the Administrator and Reception; see Roles and permissions). During support access, this permission is always removed: a support operator never orders on behalf of the garage.

Suppliers are declared in Parts and stock > Suppliers (see Suppliers).

Parts to order

The To order tab shows the parts that are missing. Mekaplus calculates them each time the screen is displayed: nothing is saved or reserved.

Work orders taken into account: those that are scheduled, received or in progress, except a file whose quote still awaits a response (it has not been accepted); a completed, delivered or cancelled work order is not counted either (its parts have already left stock, or never will). Only catalog part lines count.
Part tracked in stock: Mekaplus adds up what all the work orders require, adds the part’s alert threshold (if set), then subtracts the stock and what is already on order. The result is a single row per part. A part that has fallen below its alert threshold appears even if no work order requires it.
Non-stock part (ordered for a customer): one row per work order, for that work order’s quantity minus what has already been ordered for it.
Already on order: what remains to be received on current orders, drafts included. A part put in a draft therefore disappears from the list. A cancelled or closed order no longer counts. For a Bihr order confirmed with a cart only partly prepared, only what Bihr actually prepared counts: what is missing comes back into the list.
Order multiple: the suggested quantity is rounded to the multiple of the part’s preferred supplier (for example by 4), and up to the next whole number for a part sold by the unit.

Parts are grouped by preferred supplier. Parts without a preferred supplier are grouped at the end, under No supplier: choose who to order them from.

Each row shows the reference, the description, the suggested quantity (editable), the stock, the expected price and the origin: a link to each work order concerned, and “Alert threshold” if the threshold adds to the need.

Create the orders

Tick the rows to order (all the rows of a supplier are ticked by default) and adjust the quantities if needed.
Click Create orders.

Mekaplus prepares one order per supplier, in the Draft state. If a draft already exists for that supplier, the rows are added to it. A part already in that draft has its quantity increased, by no more than what is still missing: clicking Create orders twice (or two people at the same time) therefore does not double the quantities. Each order receives a number CF-YYYY-NNNNN (for example CF-2026-00012), sequential and without gaps, which restarts at 1 every year.

For each line, Mekaplus copies the supplier reference (that of the link between the part and the supplier, otherwise the part’s reference), the description and the expected price (last purchase price from that supplier, otherwise the part’s purchase price). This information does not change afterwards, even if the part is edited.

From the Search tab, Reorder and Order add a quantity of your choice to a supplier’s draft without going through this list (see The catalog). From a job, Order and Order all order its missing parts.

You can also create an empty order: Catalog > Orders > New order, then choose the supplier.

Edit a draft

As long as the order is a draft, on its page:

Add a part: choose a catalog part and its quantity. The same part (for the same work order) appears only once in the order.
Edit a line: quantity and expected price.
Remove a line.

Once the order has been sent, its lines can no longer be changed.

Send the order

Bihr supplier

Click Send to Bihr, then choose the delivery mode: Standard, Fastest (may be expensive) or Cheapest. The order becomes Sending: Mekaplus sends it to Bihr, in the background, within a minute, and it can no longer be changed. Bihr requires whole quantities, and the Bihr account credentials must have been entered.

Mekaplus sends Bihr the order number (its “customer reference”, for example CF-2026-00012) and the lines: Bihr reference and quantity, with the same reference grouped into a single line. Nothing else: no customer name, no address (delivery is to the garage), no work order.

Sending happens in two steps, as on mybihr.com: Bihr first prepares a cart, then Mekaplus orders it. The page updates by itself.

Confirmed: Bihr accepted the order. The page shows the Bihr order codes (those of mybihr.com). There can be several: Bihr creates one order per shipping warehouse.
Bihr does not answer or limits requests: Mekaplus tries again by itself (after 1, 2, 5 then 10 minutes), 8 times at most. Beyond that, the order becomes To check.
Credentials rejected, access denied: the order goes back to Draft with the reason (for example “Username or password rejected”). Nothing was ordered: correct the Bihr account credentials (see Suppliers), then send it again.
Bihr could not prepare the cart: the order goes back to Draft with the reason “The supplier could not prepare the whole order”. Nothing was ordered; you can send it again.
Bihr rejects the request on the first sending: the order goes back to Draft with the reason “The supplier rejected the request”. Nothing was ordered.

While an order is being sent, the Bihr account credentials can be neither changed nor erased, and the supplier cannot be archived: the rest of the sending must target the same account. The same applies as long as an order that Bihr has accepted remains to check.

Order to check

An order becomes To check when Mekaplus cannot decide on its own. The page explains why and offers the possible choices.

Incomplete Bihr cart: Bihr could prepare only some of the parts (out of stock, withdrawn reference), even if it reports the cart as ready. The missing lines are highlighted, with what Bihr prepared. Nothing is ordered until you have chosen:
- Order what is available: Mekaplus orders the cart as Bihr prepared it. The lines keep the quantity requested; the page reminds you what was actually ordered, and the receipt suggests those quantities. What is missing immediately comes back into the parts to order; close the order at receipt for the rest.
- Abandon sending: the order goes back to Draft. You can edit it and send it again.
Order to check with Bihr: Mekaplus asked Bihr for the order but did not receive its answer (network outage, Bihr failure), or Bihr indicated that a cart already had this number. The order may therefore have been placed. To never order twice, Mekaplus never sends again on its own an order it got no answer for. Log in to mybihr.com and look for the order by its customer reference (the number shown on the page):
- It exists: enter its Bihr order code(s) (separated by spaces or commas). The order becomes Confirmed.
- It does not exist: after confirmation, the order goes back to Draft. On the next sending, Mekaplus uses a new customer reference (the number followed by -2, then -3…), because Bihr rejects a reference already received. Only confirm after checking: if it existed, it would be placed twice.
Order accepted by Bihr, codes unreadable: Bihr accepted the order, but Mekaplus could not read its order codes. The order exists at Bihr: only It exists is offered. Look up its codes on mybihr.com and enter them; it cannot go back to draft.
Bihr is not answering: the cart was not ready within 30 minutes after Bihr accepted the request. Same choices as above, after checking on mybihr.com.
Sending failed: Bihr did not answer after 8 attempts, or the supplier was archived or lost its credentials during sending. No order was requested: Back to draft, correct, then send again.

An order to check can also be cancelled (with no effect at Bihr: if it was placed there, let Bihr know).

Supplier that is not connected

Mekaplus sends nothing to a supplier that is not connected: pass the order on yourself (phone, email, counter).

In the order header, Print and the action for the current step (Send to Bihr, Mark as sent or Receive) are buttons; Copy the order text, Close the order and Cancel the order are in the ⋯ menu.

Print: the printed page shows only the order (garage, number, date, supplier, customer number, lines and, if you see purchase prices, expected prices and total).
Copy the order text: the text is copied to the clipboard, ready to paste into an email. It contains the number, the date, the supplier, your customer number and the lines (reference, description, quantity, and expected price if you see purchase prices).

Neither the printed page nor the text contains a customer’s name or a work order.

Then click Mark as sent. You can enter the reference the supplier gave to your order (letters, digits and hyphens). The order becomes Sent.

Cancel an order

Cancel the order is possible for a draft, a sent or confirmed order, as long as nothing has been received, but not while it is being sent to Bihr. The order stays in the list, in the Cancelled state, and its parts come back into the parts to order.

Cancelling an order already confirmed by Bihr does not cancel it at Bihr: let Bihr know.

Receive an order

When the delivery arrives, open the order’s page (it must be Sent, Confirmed or Partly received) and click Receive. People who have the permission Record deliveries and returns to suppliers without seeing the list of orders find them in the Stock tab, under Orders to receive.

Each line still to be received is pre-filled with what remains to be received (for a Bihr order whose cart was partly prepared, with what Bihr actually prepared). Correct the quantity received according to what arrived; a line left empty or at 0 is not received. A damaged parcel, a missing item or a wrong item is reported in the line’s Problem field (see Disputes and returns).
If you see purchase prices, the received price is pre-filled with the line’s expected price: correct it if it differs on the delivery note. Otherwise, the line’s expected price is used.
If you wish, enter the delivery note reference.
Click Confirm receipt.

For each line received:

Part tracked in stock: Mekaplus records a delivery in the part’s movement log, at the received price, with the supplier’s name and the delivery note reference. The stock quantity and the weighted average cost are recalculated (see Track stock).
Non-stock part (ordered for a customer): the quantity received is noted on the order, without any stock movement.

A delivery can arrive in several parts: the order becomes Partly received, then Received when everything has arrived. You cannot receive more than the quantity ordered: in that case, nothing is recorded (no line at all); correct the entry. If the supplier will not deliver the rest, close the order (below).

The page lists the order’s receipts: date, member who entered it, line, quantity, received price (if you see purchase prices) and delivery note. A receipt can be neither edited nor deleted: a mistake is corrected with a return to supplier or a stock adjustment.

Disputes and returns

A parcel may arrive damaged, incomplete or with a wrong item, and a part may turn out to be defective later. Mekaplus records it on the order, with the Record receipts and returns to the supplier permission:

On delivery: in Receive, each line has a Problem field (Missing, Damaged, Wrong item), and what you enter depends on the problem chosen.
- Missing: enter only the received quantity. Mekaplus shows what is missing (what is left to receive minus the received quantity); there is nothing else to fill in. For example, 2 received out of 4: 2 missing.
- Damaged or Wrong item: enter the refused quantity. It starts at everything left to receive, and the received quantity follows on its own (what is left minus the refused quantity): 1 damaged out of 4, 3 received.
Add a note if you wish (“Crushed box”). The missing or refused quantity does not enter stock and is still expected: the received quantity plus the refused quantity cannot exceed what is left to receive. A line can be refused entirely (received quantity empty or 0). A line carries only one kind of problem per receipt.
After receipt: in the page’s ⋯ menu, Return items (order Partially received or Received). For each received line, enter the quantity returned (at most the quantity received), the problem (Defective, Damaged, Wrong item) and a note; the return slip reference is optional. Stocked parts leave the stock (return to supplier in the movement log, at the weighted average cost, with the supplier’s name and the return slip); the returned quantity is expected again and a Received order goes back to Partially received, unless it was closed.

While an issue is open, the order carries the Dispute badge (with their number when there are several), on its page and in the list; the In dispute filter in the list’s Filters keeps only those orders. The page’s Disputes and returns section lists each issue: date and author, line and note, problem and stage (Refused on delivery or Returned to the supplier), quantity, status. Mark settled closes an issue, saying how the supplier settled it: replaced, credit note received or other. Quantities do not change: a replacement is received as usual, and if the rest will not come (credit note), close the order. An issue can be neither edited nor deleted.

Close an order

When the supplier will not deliver the rest of a sent, confirmed or partly received order, click Close the order. It becomes Received (marked Closed) and what is missing comes back into the parts to order.

Order states

State	Meaning
Draft	Being prepared, editable.
Sending	Mekaplus is sending it to Bihr.
To check	Sending to Bihr needs your check (see Order to check).
Sent	Passed on to a supplier that is not connected.
Confirmed	Accepted by Bihr (Bihr order codes on the page).
Partly received	Some of the parts have arrived.
Received	Everything has arrived, or the order was closed.
Cancelled	Abandoned before any receipt.

The Supplier orders list can be found with the search (as you type: order number, with or without dashes; supplier name, accents ignored; or the reference of a line, at the supplier or of the part; every word must match) and filtered by state (All statuses, Draft, Sent and Received buttons; the other states are in Filters), by supplier, by creation period (From, To, garage days) and In dispute (see Disputes and returns), in Filters; it shows the expected amount of each order (indicative: the supplier’s invoice prevails).

Who sees what

The parts to order, the list of orders and all actions require the permission Order from suppliers (parts to order, purchase orders, committed purchases).
An order’s page (and its text) can also be read with the permission Record deliveries and returns to suppliers (to receive the delivery), but without purchase prices if the person does not see them otherwise.
Receive requires the permission Record deliveries and returns to suppliers. A person who does not see purchase prices does not enter a received price: the line’s expected price is used.
Each action (creation, lines, sending, marking as sent, cancellation, closing, decision on an order to check, receipt) is recorded in the garage’s audit log, without any price. Sending by Mekaplus (order confirmed, to check, back to draft) is also recorded, on behalf of the system.