Create and track orders

An order asks for supplies to be delivered to a warehouse of one of your locations. It starts as a draft that only you, the requester, can edit. When you submit it, the approval policy decides whether someone has to approve it; after that, the delivery team reserves stock, prepares it, dispatches it and the location receives it. This page covers the Orders screens: the list (console.muveya.com/orders), New order (/orders/new) and the order detail (/orders/<orderId>).

In the order screens the location is labeled Clinic (column, field and fact). It is the same thing the main navigation calls a Location. See Concepts.

Who can do what

What you want to do	Permission you need (label in Team)
See Orders in the main navigation	Any of `orders.create`, `orders.read.all`, `approvals.decide`, `fulfillment.pick`, `fulfillment.dispatch`, `delivery.confirm`, `receipt.confirm`, `fulfillment.close`, `fulfillment.read`
Create a general order, add and change its supplies, submit it, cancel it	`orders.create` (Create supply orders)
Create a clinical order with a patient reference	`orders.create` and `orders.clinical.create` (Create clinical orders)
See every order of your locations, not only your own	`orders.read.all` (View all orders), or `approvals.decide`, or any delivery permission
See the Order value	`orders.value.read` (View order values)
See the Patient reference of a clinical order	`orders.patient_ref.read` (View external patient references)

None of these permissions comes with a role: an Owner or an Administrator also needs them granted explicitly. Location access applies on top: you can only order for a location assigned to you, deliver to a warehouse assigned to you, and see orders of your assigned locations. See Roles and permissions. Only the person who created an order can edit, submit or cancel it. Nobody else can, whatever their permissions.

Which orders you see

The server decides which orders appear in your list and which ones you can open:

Your permissions	Orders you see
`orders.read.all`, `approvals.decide` or any delivery permission	Every order whose location is assigned to you
Only `orders.create`	Only the orders you requested, in locations assigned to you
None of the above	None: the list is refused with Your account does not have permission for this action.

If you open an order you are not allowed to see, the console answers exactly as if it did not exist: This order does not exist or you cannot see it.

The Orders list

Open Orders in the main navigation. The screen is titled Orders and lists orders newest first, 25 at a time; Load more orders brings the next page.

Column	What it shows
Order	The order number, for example `#42`. It opens the order detail. Numbers are sequential within your dental clinic.
Status	The current status (see Order statuses).
Type	General or Clinical.
Clinic	The location the order is for.
Deliver to	The destination warehouse.
Requested by	The requester by name, or You for your own orders.
Created	Creation date and time.

The Show selector narrows the list:

Option	Statuses included
All orders	Every status
Drafts	`draft`
Waiting for approval	`submitted`, `pending_approval`, `approved`
To prepare	`allocated`, `picking`
On the way	`dispatched`, `delivered`
Received	`received`, `partially_fulfilled`, `closed`
Delivery problems	`exception`
Rejected or cancelled	`rejected`, `cancelled`

When the list is empty you see No orders here. You see the orders you requested, or those of your clinics if you approve, prepare or receive them. If no location is assigned to you, you see You have no locations assigned. Ask an administrator for access. On Home, the Pending work section shows an Order drafts card when you have drafts waiting to be submitted.

Create an order

Before you start

The location must be active and have at least one active warehouse that belongs to it. See Locations and Warehouses.
The supplies must be active in the catalog, with their unit fixed. See Supplies.
If you want an order value (and value-based approval rules), the supplies need a cost confirmed for their current unit. See Costs.

Step 1: the order header

Open New order

Go to Orders and select New order. The link only appears if you have orders.create. The screen is titled New order: “Choose the clinic and where to deliver. You add the supplies next.”

Choose the Clinic

Pick the location in Clinic. Only active locations assigned to you are offered. If you have exactly one, it is shown as text and already selected.

Choose Deliver to warehouse

Pick the destination in Deliver to warehouse. The list holds the active warehouses that belong to the chosen location and are assigned to you. Until you choose a location it reads Choose the clinic first. If only one warehouse qualifies, it is shown as text and already selected.

Optionally choose Take stock from

Take stock from defaults to Any central warehouse. You can instead name one active central warehouse as the preferred source. Despite the label, an order with no named source can have its stock reserved from any usable box in any warehouse of the dental clinic, express warehouses included; check Take from on the pick list before you walk to a shelf.

Optionally write a Reason

Reason (optional) is free text for the approvers and the delivery team. It must not contain personal data (see The reason and personal data).

Mark it as clinical, if it is

If you have orders.clinical.create, you see the box It is for a patient’s treatment. Tick it to create a clinical order; the field Patient reference (optional) then appears, with the hint “Use your clinic’s internal code, never a name or an ID number.”

Create the order

Select Create order. The console opens the new order in Draft, ready for its supplies.

Field	Required	Rules
Clinic	Yes	Must be an active location assigned to you. Empty: Choose the clinic.
Deliver to warehouse	Yes	Must be active, belong to the chosen location and be assigned to you. Empty: Choose where to deliver.
Take stock from	No	An active central warehouse, or Any central warehouse.
Reason (optional)	No	Up to 2000 characters. Leading and trailing spaces are removed. No personal data.
It is for a patient’s treatment	No	Only offered with `orders.clinical.create`. Unticked means a general order.
Patient reference (optional)	No	Clinical orders only. Up to 200 characters.

The header cannot be changed after the order is created: there is no way to edit the location, the destination, the source, the reason or the patient reference. If one of them is wrong, cancel the draft and create a new order. If the chosen location has warehouses but none is assigned to you, you see You have no warehouse of this clinic assigned. Ask an administrator for access. If it has no active warehouse at all, you see This clinic has no active warehouse yet. Create one in Warehouses first.

General and clinical orders

	General (`general`)	Clinical (`clinical`)
Permissions	`orders.create`	`orders.create` and `orders.clinical.create`
Patient reference	Never	Optional
Approval policy	Rules can target it with General orders	Rules can target it with Clinical orders
Everything else	Same fields, same lifecycle	Same fields, same lifecycle

The patient reference is an opaque code from your own clinical system, for example ext-7f3a. Never enter a name, an ID number, a phone number or anything that identifies a person. muveya never looks the code up. It is stored encrypted and shown only to members with orders.patient_ref.read, and only on the order detail: it never appears in the orders list, the approvals screens or the public API.

The reason and personal data

A patient is linked to an order only through the patient reference. To keep identifiers out of the free text, the server refuses a Reason that contains any of the following, and shows The reason seems to include personal data. Remove names, phone numbers or ID numbers.

An email address.
A card number written as four groups of four digits.
One of the words rut, dni, mrn, nhs, ssn, cpf, paciente or patient immediately followed by a value that contains a digit (for example “patient 12”).
Nine or more digits in a row. Dots or hyphens between digits do not break the run, so 12.345.678-9 counts as nine digits. Dates and times are not affected.

Rewrite the reason without the identifier and create the order again.

Step 2: add the supplies

While the order is a draft, you (the requester) see the Add a supply form below the Supplies table.

Pick the supply

Choose it in Supply. The list shows active supplies as name and SKU, for example “Nitrile gloves M · GLV-NIT-M”.

Check the unit

The console reads the supply’s unit and shows Counted in: followed by the unit (for example Box). The quantity you enter is in that unit.

Enter the quantity and add it

Type a whole number greater than zero in Quantity and select Add supply.

When a line is added, the order keeps a copy of the supply’s name, SKU, unit, category, high-value flag and, if the supply has one, the unit cost in force at that moment. Later changes in the catalog do not alter the line. To change a quantity, edit it in the Quantity column and select Save. To take a supply off, select Remove. Adding the same supply twice creates two separate lines; change the existing line instead if you only need more.

Message	Why	What to do
Enter a whole quantity greater than zero.	The quantity is empty, zero, negative or has decimals.	Enter a whole number, 1 or more.
The unit of this supply changed in the catalog. Choose it again to see the current unit.	The unit changed after the form read it.	Choose the supply again and check Counted in:.
The unit of this supply has not been reviewed in the catalog yet.	The supply’s unit is not fixed yet.	Ask a catalog manager to fix the unit. See Supplies.
This supply is not active in the catalog.	The supply was deactivated.	Choose another supply.
The record changed or already exists. Review it before trying again.	The supply has a cost that is not confirmed for its current unit (`catalog.cost_unverified`).	Ask a catalog manager to confirm the cost. See Costs.
That supply is no longer on the order.	The line was already removed, for example in another tab.	Review the refreshed order.

Step 3: submit the order

Select Submit order. The button stays disabled until the order has at least one supply. When you submit, the system:

Moves the order from draft to submitted and records the submission time.
Freezes the order value from the line costs.
Queues the order for the approval policy. Within seconds the order moves to Waiting for approval (someone must decide) or straight to Approved (the policy needs no decision). While it moves, the order shows The order is moving to its next step. This screen refreshes by itself in a few seconds.

If your dental clinic has never published an approval policy, a submitted order stays in Submitted. Publishing the first policy does not move it by itself: orders already waiting are processed the next time any order is submitted in your dental clinic. People who manage the policy see the Home card No approval policy yet: submitted orders wait until one is published. See Approval policy.

After submission the supplies can no longer be changed; trying to shows This order can no longer be changed.

Order statuses

The order lifecycle is a closed state machine. A status only changes through one of the transitions below; anything else is refused.

Status	Label	Meaning	What moves it on
`draft`	Draft	Being prepared by the requester.	The requester submits or cancels it.
`submitted`	Submitted	Sent; waiting for the approval policy to be applied.	The system: to `pending_approval` if the policy requires a decision, to `approved` if it does not. The requester can cancel it.
`pending_approval`	Waiting for approval	Waiting for the decisions its approval plan requires.	Approvers with `approvals.decide`: to `approved` when every stage is approved, to `rejected` when any stage is rejected. The requester can cancel it. See Order approvals.
`approved`	Approved	Approved by people or by the policy. Cannot be cancelled anymore.	The system reserves stock and moves it to `allocated`. If stock is short it stays Approved until the reservation succeeds.
`rejected`	Rejected	An approver rejected it. Final.	Nothing. Create a new order if the supplies are still needed.
`cancelled`	Cancelled	The requester cancelled it. Final.	Nothing.
`allocated`	Stock reserved	Stock is reserved in the source warehouse.	The first validated box scan (`fulfillment.pick`) moves it to `picking`.
`picking`	Being prepared	Boxes are being picked.	Dispatch (`fulfillment.dispatch`) moves it to `dispatched`.
`dispatched`	Dispatched	The boxes left the source warehouse.	Delivery confirmation (`delivery.confirm`): to `delivered`, or to `exception` if a problem is reported.
`delivered`	Delivered	Delivered at the destination.	Receipt confirmation (`receipt.confirm`): to `received`, or to `partially_fulfilled` if the receipt is disputed.
`exception`	Delivery problem	A problem was reported at delivery.	No console action moves it on. The order shows “A delivery problem was reported. Its resolution is pending with the clinic’s owner.”
`received`	Received	Received in full.	Closing (`fulfillment.close`) moves it to `closed`.
`partially_fulfilled`	Partially received	Received with a dispute (damaged, missing or partial).	Closing (`fulfillment.close`) moves it to `closed`.
`closed`	Closed	Administratively closed. Final.	Nothing.

Everything from allocated onwards is described in Deliveries overview.

The order detail

Open an order from the list. The header shows Order # and the number, with the status next to it, and Back to orders.

Facts

Fact	When it appears
Type	Always.
Clinic	Always.
Deliver to	Always.
Take stock from	Always; Any central warehouse if no source was chosen.
Requested by	Always.
Reason	If the order has one.
Patient reference	Clinical orders with a reference, and only if you have `orders.patient_ref.read`.
Order value	If you have `orders.value.read` and at least one line has a cost.

Next step

The Next step panel tells you what happens now:

Status	What the panel says or offers
Draft	To the requester: “Add the supplies and submit the order when it is complete.” To others: the requester’s name and “is still preparing this order.”
Submitted, Approved	”The order is moving to its next step. This screen refreshes by itself in a few seconds.” The screen refreshes every few seconds while the order is in one of these statuses.
Waiting for approval	”Waiting for approval.” and, for each stage of the plan, its name and the number of approvals it needs. To the requester: “You requested this order, so another person has to approve it.” To someone with `approvals.decide`: the link Review and decide.
Rejected	”This order was rejected. Create a new one if the supplies are still needed.”
Cancelled	”This order was cancelled.”
Stock reserved to Delivered	”The order is being prepared and delivered.”
Received, Partially received, Closed	”The order was received.”
Delivery problem	”A delivery problem was reported. Its resolution is pending with the clinic’s owner.”

From Stock reserved onwards, members with any delivery permission also see Follow the delivery, which opens the delivery screen. See Deliveries overview.

Supplies

The Supplies table lists each line as Supply (name and SKU) and Quantity (quantity and unit, for example “10 × Box”). If the order has no lines you see No supplies yet. Add at least one to submit the order. While the order is your draft, a Change column holds Save and Remove.

Cancel an order

Who: only the requester, with orders.create. When: while the order is Draft, Submitted or Waiting for approval.

Open the order

Open it from Orders.

Select Cancel order

The dialog Cancel order #1042? (with the order’s number) explains: “The order stops here and nobody will prepare it. This cannot be undone.”

Confirm

Select Yes, cancel it, or Keep the order to go back.

What the system records: the order moves to cancelled, a final status. Nothing is reserved or prepared. If it was waiting for approval, it leaves the approvers’ inbox; decisions already recorded stay in its history. Once an order is Approved, it can no longer be cancelled from the console, and no other member (not even an Owner or an Administrator) can cancel someone else’s order. If an approved order must be stopped, write to team@muveya.com.

Value and hidden data

Order value is the sum, over the lines that have a cost, of quantity times the unit cost copied when the line was added. It is kept in minor units (cents, or whole pesos for a currency without decimals) and shown formatted in the order’s currency. Lines without a cost add nothing; if no line has a cost, the order has no value. The value is frozen when the order is submitted.
The value is shown only to members with orders.value.read. Without it, the Order value fact (and the value column of the approvals inbox) is simply not there. Line costs follow catalog.cost.read; this screen does not display them.
The Patient reference is shown only with orders.patient_ref.read, and only on the order detail.
Hidden data is removed by the server before it reaches your browser, so it is absent rather than blank.

What can go wrong

Message	Code	Why	What to do
You cannot create orders. Ask your clinic’s administrator for permission to request supplies.		You lack `orders.create`.	Ask a member manager to grant Create supply orders.
You have no locations assigned to create orders. Ask an administrator for access.		Your location access is empty.	Ask for location access.
That clinic is not active.	`orders.clinic_unavailable`	The location is inactive, does not exist, or is not assigned to you.	Choose another location or ask for access.
That warehouse is not active.	`orders.warehouse_unavailable`	The destination is inactive, belongs to another location or is not assigned to you, or the chosen source warehouse is inactive.	Choose another warehouse or ask for access.
The reason seems to include personal data. Remove names, phone numbers or ID numbers.	`orders.justification_rejected`	The reason matched a personal data pattern.	Remove the identifier.
You cannot add a patient reference.	`orders.patient_ref_forbidden`	You tried to create a clinical order without `orders.clinical.create`.	Create a general order, or ask for Create clinical orders.
This supply is not active in the catalog.	`orders.catalog_item_unavailable`	The supply is inactive or does not exist.	Choose another supply.
The unit of this supply changed in the catalog. Choose it again to see the current unit.	`catalog.measurement_conflict`	The unit changed after you picked the supply.	Pick it again.
The unit of this supply has not been reviewed in the catalog yet.	`catalog.measurement_unverified`	The unit is not fixed.	Ask a catalog manager.
This order can no longer be changed.	`orders.not_editable`	The order is no longer a draft.	Nothing to change; follow its status.
That supply is no longer on the order.	`orders.line_not_found`	The line was removed meanwhile.	Review the order.
Someone changed this order a moment ago. The screen now shows the latest version; review it and try again.	`orders.version_conflict`	The order changed since your screen loaded it (for example, submitted or cancelled in another tab).	Review the refreshed order and repeat the action if it still applies.
The order is no longer at a step where this can be done.	`orders.transition_not_allowed`	The status does not allow the action (for example, cancelling an approved order).	See Order statuses.
This order does not exist or you cannot see it.	`orders.not_found`	Wrong link, another location, or someone else’s order without the permission to see it.	Check the link and your access.
Your account does not have permission for this action.	`common.forbidden`	A permission is missing.	Ask for the permission listed in the section Who can do what.

Orders outside the console

Orders can only be created in the console. Read-only access also exists:

The public API lists and reads orders with GET /v1/orders and GET /v1/orders/{orderId} (scope orders:read). The order value and the patient reference are always hidden for an API key. See API scopes.
The MCP tool orders.get reads one order, and the resource muveya://orders/status-model describes this lifecycle. See MCP tools and MCP resources.

Order approvals

Decide the orders waiting for your approval.

Approval policy

Which orders need approval, and from whom.

Deliveries overview

What happens after an order is approved.

Costs

Where the order value comes from.

Roles and permissions

Grant order permissions and location access.

Concepts

Dental clinic, locations, warehouses and orders.

Get started

Account and team

Locations and warehouses

Catalog

Inventory

Orders and approvals

Deliveries

Reports

WhatsApp

Android app

Trust and help

Create and track orders

Who can do what

Which orders you see

The Orders list

Create an order

Before you start

Step 1: the order header

General and clinical orders

The reason and personal data

Step 2: add the supplies

Step 3: submit the order

Order statuses

The order detail

Facts

Next step

Supplies

Cancel an order

Value and hidden data

What can go wrong

Orders outside the console

Order approvals

Approval policy

Deliveries overview

Costs

Roles and permissions

Concepts

​Who can do what

​Which orders you see

​The Orders list

​Create an order

​Before you start

​Step 1: the order header

​General and clinical orders

​The reason and personal data

​Step 2: add the supplies

​Step 3: submit the order

​Order statuses

​The order detail

​Facts

​Next step

​Supplies

​Cancel an order

​Value and hidden data

​What can go wrong

​Orders outside the console

​Related pages

Order approvals

Approval policy

Deliveries overview

Costs

Roles and permissions

Concepts

Who can do what

Which orders you see

The Orders list

Create an order

Before you start

Step 1: the order header

General and clinical orders

The reason and personal data

Step 2: add the supplies

Step 3: submit the order

Order statuses

The order detail

Facts

Next step

Supplies

Cancel an order

Value and hidden data

What can go wrong

Orders outside the console

Related pages