Creating and Managing Scheduled Orders as a Buyer

Overview

This guide provides a comprehensive walkthrough for Buyers creating and managing Scheduled Orders in Built’s Collaborative Ordering platform.

Scheduled Orders allow Buyers to automatically generate a series of future orders on a repeating schedule. This capability is ideal for recurring diligence needs, such as yearly or quarterly inspections, where Buyers want to maintain consistent oversight without manually creating each order.

With this enhancement, Buyers can:

• Define a custom, time-bound schedule for repeating orders.

• Automatically generate and manage a batch of orders with sequential due dates.

• Maintain full visibility of all scheduled and active requests within the Orders grid.

• Notify Vendors early when needed, or edit or delete individual scheduled orders at any time.

By using Scheduled Orders, Buyers gain efficiency and consistency in ongoing monitoring workflows—ensuring orders are placed on time and vendors are notified automatically 5 business days before each requested due date.

Prerequisites for Creating and Managing Automated Scheduled Orders

1. A Deal in the CLA+ platform.

2. At least one Property on the Deal.

3. A Vendor Stakeholder associated with the Deal.

Description

Buyers can now create a batch of orders that repeat automatically on a defined cadence.

Each scheduled order is automatically moved from Scheduled to Requested status 5 business days before its due date, prompting Vendor notification and fulfillment.

Buyers can edit or delete any scheduled order individually and may choose to “Notify Now” to request it early.

Creating a Repeating (Scheduled) Order

Step-by-Step Instructions:

1. Navigate to the Orders Page

   1. Log in to CLA+ and open the relevant Deal.

   2. Select Orders from the left-side navigation menu.

   3. Click +New Order to open the New Order Flow.

2. Enter Order Details

   1. Select the Order Type (e.g., Inspection).

   2. Update the Order Number, if needed.

   3. Set a Requested Due Date — this becomes the due date for the first order in the series.

   4. (If multiple properties on a deal) Select one or more Properties.

      1. If multiple properties are selected, a unique order is created for each property on each scheduled date.

3. Set the Repeat Schedule

   1. A Repeat checkbox now appears below the Requested Due Date field.

   2. Select the Repeat checkbox.

   3. The Requested Due Date field becomes required, and a scheduling section appears.

4. Scheduling Options:

   1. Choose how often orders repeat:

      1. Every [X] month(s) on a selected day of the month (1st–28th or Last).

      2. Every [X] week(s) on a selected weekday (Monday–Friday).

      3. Every [X] year(s) on a selected month and day.

   2. Enter a valid Until date (required). This defines the end of the schedule.

      1. The Until date cannot be in the past or the same as the first Requested Due Date.

5. Fulfillment Options

   1. No changes from the standard order flow.

   2. Vendor Fulfilled is selected by default.

   3. “Submit On Behalf of Vendor” remains visible but is disabled for Scheduled Orders.

   4. Vendor selection, Order Watchers, and Reference Files remain available.

6. Review & Create

   1. The Review & Create step summarizes all order details, including:

      1. The first Requested Due Date.

      2. The defined repeat schedule.

   2. Click Create Orders.

7. Order Creation and Confirmation

   1. A “Creating your orders…” loader appears while the system generates all orders in the batch.

   2. Once complete, the Orders grid refreshes to display the new Scheduled Orders.

   3. A success toast confirms: “[#] Orders Created” — including the initial and all future scheduled orders.

   4. If the Buyer’s current grid filters exclude Scheduled status, newly created orders will not display until the filter is adjusted.

Managing Scheduled Orders

Viewing Scheduled Orders

• Scheduled Orders appear in the Orders Grid with a new Scheduled status.

• Buyers can personalize filters and saved views to include the Scheduled status.

• Orders automatically transition from Scheduled → Requested five business days before their due date.

Editing a Scheduled Order

• To edit, open a Scheduled Order and select Edit Order from the Order Details tab.

• Buyers can update the Requested Due Date for that individual order only.

  • Updating one order does not affect other scheduled orders in the batch.

  • If the new due date is within 5 business days, the order automatically moves to Requested status.

Deleting a Scheduled Order

• Select the Overflow Menu (⋮) in the top-right corner of the order page.

• Choose Delete Order.

• Confirm deletion in the modal.

  • Deleting one scheduled order has no impact on other orders in the batch.

  • The deleted order’s status updates to Deleted in both the Order Page and Orders Grid.

Notifying Vendors Early

• From the Order Report tab, Buyers can view a banner showing the scheduled state:

  • “This [order type] is scheduled for a future date. We’ll remind [Vendor Name] 5 business days before the requested due date of [date].”

• Click Notify Now to manually move the order from Scheduled to Requested immediately.

  • The order status updates to Requested.

  • The vendor is notified and can begin fulfillment immediately.

Vendor Visibility of Scheduled OrdersDescription

Vendors see Scheduled Orders in their Vendor Portal under a new Scheduled tab.

Key points for Buyer awareness:

• Vendors cannot accept or decline orders until they reach Requested status.

• Orders automatically move from Scheduled → Requested five business days before the due date.

• Vendors see a banner on Scheduled orders:

  • “This order is scheduled. We’ll send a reminder email 5 days before the due date of [requested due date].”

Terms & Definitions for Automated Orders