Orders

Orders/Buyers

Select the Procurement Portals icon.

When you first login your Orders Workbench will be displayed, this will show the progress of any Order lines that have already been created.

Order Statuses

Team Working

If team working is in use the following field is then available.  By selecting ‘No Team’ this will only show your documents, selecting a team from the drop-down menu will display orders for everyone assigned to that team.

Creating an order using items codes

Items codes can be set up to be used when creating orders they can default in descriptions, prices, suppliers, and expense codes.

Choose the ‘Catalogue’ option on the left-hand side of the screen.

Select ‘Catalogue Enquiry’

There are two options you can choose from to search for item codes, they are ‘Classification Hierarchy’ or the ‘Search Form’.

Classification Hierarchy

Select the ‘classification hierarchy’, this will start to drill your through the structure.

Select the levels to break the selection down to item level, once the bottom level is retrieved the items relating that code will be displayed.

Search Form

Select to search by ‘Keyword’ by selecting the option from the ‘Search Type’ drop down menu and enter a keyword of your choice in the ‘Search Criteria’ field.

If more than one keyword is entered, you can select to only bring back Items that contain all the Keywords by choosing ‘AND’ or select ‘OR’ and it will bring Items that contain anyone of the keywords. The more keywords you enter the smaller the list retrieved.

Once your selection has been made use ‘Search’ – a list of Items that meet the search criteria should be displayed.

You will be able to view item codes, descriptions, prices, suppliers etc

Item Selection

If this is an item you use on a regular basis you can save this as favourite by selecting the ‘Add to Favourites’ button.

Tick the ‘Selected’ field and then use the ‘Add to Order’ button.

The order basket will be displayed.

Enter the Header Details:-

Some fields will default from your User. Any fields with an * are mandatory.

Displayed will be the line details below the header screen.

Enter the Header Details:-

Some fields will default from your User. Any fields with an * are mandatory.

Order Title – this is a free format field and can be used as a search parameter via enquiries,

Team – if teams are in use select a team form the drop down menu

Circulation Code – if the document will be printed

Location – defaults from your user id and represents your location within the organisation

When making a entry in any of the fields you can start to type a description or code and a drop down will appear for you to select from them filtered list.

Selecting the ‘Notes’ tab allows you enter additional information that’s relates to the whole of the order, such as any special delivery details to make the supplier aware of, you can choose to have this printed on the order by typing the text in ‘printed’ box or just for internal use by typing the text in the non ‘not printed’ box.

Select the Attachments tab, this will show any attachments added, or select the Paperclip icon to add an attachment.

The line details will be displayed below the header screen.

To access the lines, select the ‘Lines’ tab – select the 3 dots icon followed by the Edit action.

The ‘Details’ tab displays the item code details; some fields will have defaulted from the item code you selected.  Make any required changes or add in any missing information. All the fields in this screen should have an entry.  Use the right hand scroll bar to view more fields.

GL Details

Select the GL Details tab, the GL account is mandatory, parts of the GL account may default from item code, the cost centre can default from you user ID.

Any missing codes you can start to type the description or code in the field and a list will be filtered which will allow you pick from the list.

Notes

Select the ‘Notes’ tab you can enter ‘Personal Order line notes (not printed)’ this is for internal use only or add ‘Additional line details (printed)’ that will be printed on the order underneath the line description.

Once complete select the ‘Validate Line’ button.  This will check all your details are correct.  Any errors will be highlighted in red at the top righthand corner of the screen.  Any errors must be corrected before the order can be submitted.

If the line details are correct, then you will receive a ‘Validation Successful’ message.

You can now ‘Add to Order’ to add the line, this will take you back to the order basket and display a message that the line has been added successfully.

If you want to enter another line, then follow the steps above and search for another Item code.

You can use the Paperclip attachment to add any documents to support your request. Select the ‘Paperclip’ icon.

The following screen will be displayed.

You can drag and drop a document into the ‘File’ area or click in the ‘File’ area and locate a file.

Any notes can be added in the notes section. Once complete, use the ‘Submit button.

The details will be displayed on the left-hand side of the screen.

You can close the tab by clicking on the X in the top right-hand corner of the screen.

Once all lines are complete, ‘Submit Order’.

A message will be displayed at the top right of screen to say your order is created successfully.

If authorisation is set at order level the ‘Awaiting Authorisation’ tile will be updated.

Creating an order with a value type line

Item codes can be set up to be a ‘Service’ item which is value only, or a ‘Standard’ item which is used for quantity and price.

Access the ‘Catalogue’ option, search for the item using your preferred method. 

Add the item to your Order by the ‘Selected’ field and the use the ‘Add to Order’ button.

Displayed will be a ‘Service Value’ field rather than a Quantity and Price field. 

Complete all of the fields and then Submit Order.

Free Text Line

Free text lines can also be used on Orders, this is where no item code is available.

To create a new order with a free text line, follow the steps below.

Select the ‘Orders’ option to access the workbench and then ‘New Order’ button.

Enter the Order header details.

Select ‘Add Line’

Make an entry in the following fields: -

Line Type – Select Service (Value Only) or Standard (Quantity and Price)

Supplier

Description

Entered User will default when you validate the screen

Value/Quantity/Price (depending on the line type)

Due Date

Access the ‘GL Details’ tab and enter the account codes.

Once complete ‘Validate the Line’ and then ‘Add to Order’. 

Submit the Order.

Generic Item

Generic items can also be used when creating orders, they can be used when there isn’t a specific item. 

Generic items can be located by a catalogue search, as shown in the previous section.

Once the item is added to the order, the system will force a new description to be entered.

 Complete all the details and submit the order.

Estimated Spend

Estimated spend allows an indication of a lower price to go out on the order to the supplier, whilst internally a higher may be the more realistic price. 

From the ‘Price Type’ drop down menu, select ‘Estimated Spend’.

The fields above are then changed to display:

• Quantity - enter the quantity for the order
• Expected Price – the lowest price you will pay (this is the value entered on the order)
• Maximum Price – the highest price you expect to pay

If the ‘Service’ line type is selected the following fields are displayed ‘Expected Value’ and ‘Maximum Value’.

All other details can be entered as usual, and the order can be submitted.

Draft Orders

You can save an order as a draft; this will save the order to allow any changes to made at a later date.

Select the ‘Save as Draft’ button.

 A message is displayed to indicate the draft order is saved.

The draft order is available from the ‘Draft’ tile. Select the tile to retrieve the order.

The ‘Actions’ pull-down menu is available to view, amend, copy or delete.

View - Takes you to a summary screen. select the ‘Order’ menu to return to the workbench.

Amend - This will take you to the order header screen, make any changes required or add more lines.  Once complete the order can be submitted.

Copy – Creates another draft order

Delete – Deletes the draft order

Requisition Lines Awaiting Order

Requisition lines that fail to create automatically into a purchase order will listed in this option. Select the tile to retrieve a list.

A list of requisition lines is retrieved, it will display, descriptions, values and suppliers if they have been entered

Use the ‘Select’ field to select a line, then use the ‘Add to Order’ button

The order basket will be displayed, complete the header fields and line and then submit the order.

Favourite Items

Items you use on a regular basis can be saved as favourites.

From the catalogue list, tick the box in the select area and then use the ‘Add to Favourites’ button.

 The following message is then displayed.

When accessing the catalogue, a tile is available to list your favourite items.

You can select your item from the list and add to the order.

If you are adding a new line to the order, the favourite items button is available.

Selecting this will list the favourite items, you can select your item from the list.

Enquiries

Select the ‘Enquiries’ option.

The following screen will be displayed.  You can select what type of document you wish to enquire by selecting the appropriate tile.   The example below is an Order Search search.

You can make an entry in any of the fields, you can type codes or descriptions and a drop down will appear for you to select your choice.   Once complete use the ‘Search’ button.

A list of orders will be displayed.

You can use the search field to filter the list.

You can select the ‘Order’ field to view more information.

Attachments

If there are any attachments on the order they will be be displayed in the ’Paperclip Attachments’ area of the screen, click on the link to view the details.

If you hover your mouse over the ‘Authorisation’ field, this will display the authorisers details.

Line Details

To view the line details; select the Lines tab.

Select the ‘Actions’ drop down.  You can ‘Copy’ the order or view the ‘Linked Enquiry’

Select the ‘Linked Enquiry’ option. There is a link between the Order, Receipt and Invoice, select the arrows to move to the next document, this can link you to the Order, Receipt and Invoice.

You can select the ‘document reference’ to view the documents in more detail.

To copy an order

Access the workbench and use the ‘Search’ button.

Make and entry in any of the fields to locate the order you wish to copy.  Then select the ‘Search’ button.

From the ‘Actions’ menu select the ‘Copy’ action against the order you wish to copy.

You can now delete lines from the order or add new lines or copying existing lines.

To add new lines, follow from previous section, to delete a line use the ‘Remove’ action.

If you wish to copy a line select the ‘Copy’, make any changes to Qty/Text/ GL Account.  Once changes have been made, remember to use the ‘Add to Order’ button to save the changes and be returned back to the order Basket.

Once all changes are complete you can ‘Submit Order’.  The order will be created in the background.

Amend/Revise Order and Order Lines

Orders can be amended as long as they are not completed or cancelled depending on the status will depend what can be amended.

When you are positioned at the ‘Orders Workbench’, you can select the ‘Search’ button.

The following screen will be displayed.  Make an entry in any of the fields to locate the order and use the ‘Search’ button.

Against the order you wish to Amend, from the ‘Actions’ menu select the option ‘Revise’.

The header and lines will be displayed.

To make changes to an existing line select the Lines tab, then use then select the icon with 3 dots and use the Edit action – this will display the line information.

Remember you have three formats to make changes to.  Select the ‘Notes’ format to add text and if you require to change the GL Account select the ‘GL Details’ tab.    Once the changes have been made use the ‘Add to Order’ button.  This will take you back to the ‘header screen.

If you need to create a new line, select the ‘Catalogue’ menu and choose an option to search for an Item.

Make the required changes and once complete ‘Submit Revision’.

Cancel Order and Order Lines

You can search for the order using the enquiries option.  Once you have retrieved a list of orders from the ‘Actions’ menu select the option ‘Cancel/Revise’.

You will then be issued with a message indicating that the order will be cancelled in the background.

Select Yes: Cancel

You will be notified of the order cancellation.

If you only require cancelling a line, then retrieve the order by using the enquiry and select Line Level.

Retrieve the order and select Cancel/(Revise Line) from the Actions menu.

A confirmation window will be displayed. Select Yes:Cancel

A message will be displayed to confirm the cancellation.

When the Order has been cancelled it will still be available to view.  From your workbench select the number next to the ‘Cancelled’ tile.

This will display all your cancelled orders lines.  

Logoff

To logoff from the portals, select your name and ‘Logout’.