Orders and documents

An order in WinSum is a customer, a site address and a list of products. Price, documents, status and a down payment are hung on top of that. There is no separate "deal" or "request": there is one order, and it is the one that reaches the reports.

In brief: where things are#

The path of an order#

   A new order (customer + site address)
        ▼
   Items — «+ Позиция», calculated at once
        ▼
   Services and discount
        ▼
   Quotation — items are locked, status «В КП»
        ▼
   Down payment → production → shipment → closing

1. Creating an order#

Заказы → «Новый заказ». The form asks for three things:

• «Клиент» — from the list; if the customer does not exist yet — «+ Новый клиент», first name, last name, phone. The system will show similar ones so that the same person is not entered twice.
• «Адрес объекта» — mandatory, and it becomes the card's heading: in the list, orders are told apart by address, not by number.
• «Due date (optional)» — the date by which you promised to hand over the order. It can be left empty and set later.
• There is no need to type a number: «Номер заказа система присвоит автоматически.»

After «Создать заказ» the system takes you to the product configurator rather than to an empty card: an order without a single item cannot do anything anyway.

The number is year-month-sequence: 2026-08-014, and the counter resets every month. The date defaults to the day of creation; «Изменить дату» in the header changes it: orders are entered both retroactively and in advance.

Due date#

The due date is the date you gave the customer. It is set when the order is created or later: in the card header «+ Due date», the date, «Save due date». In the same place — «Change due date» and «Remove due date».

Once a due date is set, a scale appears: from the order date to the due date, filled by the part of the time that has already passed. The colour depends on how many days are left:

The scale is shown in the order card header, in the «Due» column of the order list and on the order card on the production board. On the board the due date is only shown — it is changed in the order card. Days are counted by the calendar of your computer or phone.

From «Отгружен» on, the scale stops and turns grey: the caption «Due: 01.11.2026», with no day count. «Готов» does not stop the scale — the products are still with you. For a closed or cancelled order the due date cannot be changed.

A due date earlier than the order date is accepted, but the system will warn you — check the date.

In the quotation the due date is printed in the header as the line «Срок сдачи: 01.11.2026»; no due date — no line. The quotation keeps the date that stood when it was issued: if you changed the due date, reissue the quotation.

2. Order items#

«+ Позиция» opens the configurator. A saved product is calculated at once — there is no separate "calculate" button. Clicking a row opens the product for editing. There is no copying of an item in the order card: identical products are set by quantity inside the item itself.

Deleting an item#

Before payment the composition changes freely, after payment it can only be added to. In the «Новый» and «Подтверждён» statuses an item can be deleted: if it is already in a quotation, the system will warn that the deletion dissolves the order's quotation and will ask again. From «Оплачен» onwards deletion is forbidden — it would change the amount the customer settled up by; if the customer has dropped part of the work, cancel the whole order and create a new one for the remainder. An item included in a production job is not deleted until it is taken out of that job. The ban does not touch adding items: a paid order can be extended.

Recalculating an order#

«Пересчитать заказ» runs the items through the engine again and takes the current prices and norms from the catalogue, not the ones in force on the day the order was created. That is exactly what the button is for — to apply a price-list or norm edit to the order.

• «Рассчитан» items are always updated.
• «В КП» items are updated as long as the order has not gone into production: «Пересчёт расформирует КП заказа и обновит все позиции. Продолжить?» — the previous quotation is withdrawn and has to be issued anew.
• From «В производстве» onwards the figures are frozen: the shop floor is already cutting by them.

The note "несовместимость с текущей версией профильной системы" in the recalculation results means that the item is still being calculated by the old catalogue — it has to be opened and reassembled by hand.

3. Services and discount#

Installation, surveying, delivery go as separate rows in the «Услуги» block, where «Пересчитать услуги» and «Сохранить услуги» are as well; in detail — Services and extras. A personal discount is the «Скидка, %» field in the «Оплата» block, button «Сохранить скидку»; on all the ways to lower the price — Discounts. A round final sum is the negotiated price, described below in «The money on an order». Your own markup for one order is the «Order markup» line above the items table; in detail — Prices and markups.

4. Documents#

WinSum issues five documents. Three of them are for the shop floor and the supplier only.

The documents in the «⋯ Ещё» menu appear only when the order has at least one calculated item. A menu entry opens the document in a new tab — from there it is printed by the browser; next to it is the «PDF» button: the same document as a file.

The quotation#

It is assembled as one for the whole order, from all calculated items at once. On the sheet: the header (your company, the quotation number, the date, the customer with contacts, «Заказ № …» and, if set, «Срок сдачи: …»); a grid of sketches — two or three items per row, each with a number, a quantity of pieces, a drawing of the product, and below it the name, profile, colour and area of one product; the total — «Цена за м²», «Общая площадь», the service rows, «Скидка N %» (if set) and «Итого»; to the left of the total, level with the «Итого» line, places for the signatures «Исполнитель» (contractor) and «Заказчик» (customer); below that the «Условия» section with the text from the company settings.

Signatures are blank lines for a handwritten signature and name. There is nothing to switch on: they are in every quotation.

Down payment and balance. If a down payment has been made on the order, the lines «Аванс» (with a minus) and «Остаток к доплате» are printed under «Итого». If the down payment exceeds the total, «Переплата» stands instead of the balance — the amount without a minus. No down payment — no such lines. The quotation takes the down payment made at the moment of issue: if you entered or changed it later, reissue the quotation, otherwise the paper keeps the old balance.

The «Цена за м²» line can be printed in different ways. In Настройки → Производственные параметры the «“Price per m²” in the quotation» field switches it between one common rate for the whole order and a breakdown by profile system and product purpose: «Цена за м² (LEGA LD-45, окна)», «(LEGA LD-45, двери)» and so on — one line for each combination present in the order. Balcony units are counted together with doors. The rate is calculated straight from the item prices of the order, and the common purchase of materials is already in those prices — so each profile system gets its own fair rate. The order total does not change: the same sum is simply split across the lines differently. The setting applies to quotations created after saving; already issued quotations stay as they were printed. A quotation without prices has no «Цена за м²» line, and this setting does not apply to it.

Issuing a quotation locks the items — they move to "В КП". Pressing it again replaces the document: the previous one is withdrawn, the items are unlocked and locked again, now within the new one.

Issuing and printing a quotation#

The «Сформировать КП ▾» button in the order card has two parts:

• the main part issues the quotation and downloads the PDF at once — an A4 portrait sheet;
• the arrow ▾ opens a choice: «A4 portrait» (default) or «A4 landscape». The quotation is issued and downloaded in the chosen orientation.

While the document is being assembled, the button says «Подождите…».

An already issued quotation is on the «Документы» page: «Открыть» shows it on screen, and it can be printed from there; «PDF ▾» downloads the file — portrait or landscape.

Which orientation to choose.

Both kinds of quotation — with prices and without prices — print in both orientations.

A quotation without prices#

If you name the price to the customer yourself — for example, you work out the extra charge for components by hand — issue a quotation without prices: a form in which the amounts are written in by hand.

Where to switch it on. Настройки → Производственные параметры, the «Quotation view» field: «With prices» (default) or «Without prices». «Сформировать КП» issues the kind that is selected. Only the company owner can change the setting. It applies to quotations issued after saving; already issued ones stay as they were.

What is on the form. The item cards — as in an ordinary quotation. Instead of the total there is the «Стоимость» block:

• «Общая площадь» — already calculated by the system;
• «Окна, N шт, … м²» and «Двери, N шт, … м²» — with an empty field for the amount;
• «Прочие расходы» — the names of what usually carries an extra charge: insect screen, window sill, drip cap, threshold, connector, tilt-and-turn opening (only what the order items have), and the order services with an amount above zero. The amounts next to them are empty — they are written in by hand;
• two empty lines — for anything not on the list;
• «Итого» — empty as well.

Next to it are the «Исполнитель» and «Заказчик» signatures. There are no prices, no «Цена за м²», no discount and no down payment on the form. Services with a minus (discounts) do not go into «Прочие расходы».

In the «Документы» list such a quotation is marked «Без цен». The amount in its row is the calculated order sum for you; it is not printed on the form.

The cutting plan and the supplier order#

In the cutting plan, parts of one article number and one colour from all items are merged into a common pool and cut together — fewer stock bars are used than when each product is cut on its own. The supplier order is built from the same packing: supplier code, name, quantity, unit, price, amount and «Итого по заявке». The header carries your company as the buyer; there are no supplier details.

The production job: full and shop-floor sheet#

The production job is printed in one of two forms — which one is set by the company.

On each card of the shop-floor sheet:

• the item number and the quantity of pieces;
• a sketch of the product;
• the product type and the overall size — width and height as text;
• the profile system;
• the colour — outside, and inside if it is set;
• the insulating glass unit;
• extras: insect screen, window sill, drip cap, threshold;
• the opening direction — for doors.

With 4 cards per sheet, the sizes of the insulating glass units are printed as well.

The shop-floor sheet does not include the profile cutting plan and the parts list. They stay in the full job, and at the bottom of each sheet there is a reference to it — the saw is not set up by the shop-floor sheet.

Where to choose. In Настройки → Производственные параметры, the «Вид производственного задания по умолчанию» field (default production job form): «Полное задание», «Цеховой лист, 4 на лист» or «Цеховой лист, 6 на лист». The chosen form is printed for the whole company — there is no separate choice at the print button. Only the company owner may change it.

4 or 6 per sheet. If the job is also opened on a phone, take 4: the cards are larger and the sashes are legible without zooming. 6 — when the job is printed only on paper and fitting more items onto a sheet matters more.

The shop-floor sheet is assembled for the whole order. For a separate calculation outside an order the production job is printed only in full.

The facade drawing#

Facade items have a drawing of their own — a separate sheet for one item, not for the whole order. The «⋯ Ещё» menu, the «Большой формат» (large format) group: it holds one row per calculated item of the «фасад» type, with its number and overall size. Windows and doors never have such a row.

Two properties are chosen for each item:

The «для клиента» sheet is the only WinSum document apart from the quotation that is made specially for the customer.

5. The money on an order#

The item prices of an order add up to the total. The materials of every item are priced from its share of the common purchase of the order: parts of all products are cut from shared stock bars and consumables are bought in whole pieces — so the order costs what we will actually pay the supplier. The price of the same product calculated on its own may differ slightly; on the calculation card it is labelled «В заказе».

For orders calculated before 23.09.2026 a separate row «Материалы по общей закупке заказа» stands under the items table: there the item prices follow the old rule — whole stock bars for every product. Press «Пересчитать заказ» and the difference will go into the item prices. An already issued quotation does not change — reissue it by hand.

«Итог заказа» is the same figure that stands in the quotation. An order is paid through separate payments: in the «Оплата» block you enter each receipt in «New payment», giving only the amount received, not the total paid so far. All payments are collected in the «Payment history», and their sum («Total paid») is subtracted from the total. If more than the total has been paid, «Переплата» is shown instead of the balance — the amount without a minus. A mistaken entry is not edited but voided with a reason: it no longer counts towards the payment, but stays in the history.

In a quotation with prices the down payment and balance are printed as the «Аванс» and «Остаток к доплате» lines — as of the moment the quotation was issued. If you accepted a payment later, issue the quotation again.

How to enter payments, pay in another currency and work with the history is described in Order payments.

Negotiated price#

The customer has already been told a round sum — say, 3 500 — while the system calculated 3 499,12. The negotiated price makes the order total exactly your sum.

Where: the «Оплата» block, the «Negotiated price» field, the «Save price» button. While you type, the system shows the calculated total and how much the product prices will change — look at it before saving.

What happens:

• The order total becomes exactly the negotiated price — in the card, in the order list, in the quotation and in the reports.
• The difference goes into the product prices: the price of every product changes by the same share. There is no separate «discount» or «adjustment» line either in the cabinet or in the quotation: the customer sees the products, the services and «Итого». «Цена за м²» in the quotation is calculated from the new prices.
• Services do not change. That is why the negotiated price must be greater than the sum of the order services.
• It is the final amount payable: no tax is added on top of it. The tax amount in the price breakdown stays a calculated figure and is not recalculated from the negotiated price.
• The whole difference goes into the order's profit: raise the price and the profit grows, lower it and it shrinks. If the price drops below the purchase cost, the system warns: «Цена заказа ниже закупки на …».
• In the items table the products get the mark «Prices adjusted to the negotiated price» and a small calculated price. The owner and the sales manager see this; the mark is not printed in the quotation.

A percentage discount and a negotiated price do not work together. To set a negotiated price, set the discount to 0 %; to go back to a percentage, press «Reset» at the negotiated price.

If the order has changed. You added or deleted an item, recalculated the order, edited the services — the negotiated price stays, and the product prices are fitted to it again. The card warns that the calculated total has changed and shows what it was and what it is now. Check it and press «Confirm price» — or enter another one. Until the price is confirmed, a new quotation is not issued.

A negotiated price cannot be set while the order has no calculated item. For a closed or cancelled order it cannot be changed. An issued quotation does not change after the price is changed — reissue it.

6. Order statuses#

The «Статус заказа» block: a track of milestones, the main button for the next step, and the «…» menu with the remaining transitions.

The chain only goes forward. From "Новый" you can step straight into "Оплачен", bypassing confirmation; an order can be cancelled at any step before shipment. An order without a single item does not change status at all: only cancellation is available.

7. The archive#

Orders are not deleted. Instead of deletion there is the «Архив» block at the bottom of the card and the «Отправить в архив» button. An archived order disappears from the order list, from the summary on the main page and from the profit report; its items, documents and history stay in place. It can be brought back at any moment — the «Архив» tab in the order list, the «Вернуть из архива» button; the status does not change in the process.

What the system does not have#

So that you do not go looking:

• There is no invoice, contract or certificate of completed works. The system issues the five documents above and can do no others; accounting papers are prepared outside WinSum.
• There is no sending of a document to the customer from the system. The quotation is downloaded as PDF or printed from the «Документы» page — after that you send it yourself, the way you are used to.
• There is no deletion of an order — only the archive.
• There is no automatic status change, including by payment and by an issued quotation.
• There is no rolling a status back. For a customer's refusal, cancelling the whole order is provided.

Who is allowed to do what#

The surveyor creates and runs an order, but does not move it through production and does not touch the money fields. Cost price and profit per item are visible only to the company owner and the sales manager — the system does not hand these figures to the other roles at all.