Creating an order via a webshop

From the Catalog, you can see where you can place an order. Your organization has established links with available webshops, allowing you to access the webshop of these suppliers through the Spend Cloud to place an order. After you have assembled your order on the supplier's webshop, the shopping cart is transferred to the Spend Cloud. You then send the order through the Spend Cloud. Depending on your organization's choice, the order may be sent directly to the supplier or assessed by one or more colleagues.

See the video below on how to place an order (Dutch)

Selecting the right webshop

By selecting a category on the top in the request page, you can filter the list of webshops. If you want to order from a supplier but don't see them listed here, contact an application administrator within your organization or read this article.

Assembling an Order

When you know which supplier you want to order from, click on the tile. Sometimes, you may need to choose a delivery address before being directed to the webshop. If the delivery address you want isn't listed, click on your name in the top-right corner of the Spend Cloud and then click on 'My profile.' You might need to select the delivery address there. For more information on this, click here. 

You'll now be on the supplier's website. Here, you can search for the desired items and place them in the webshop's shopping cart. After adding all the desired items to the webshop's cart, go to the cart within the webshop. Check the quantities and desired items and click on the button to place the order. This button may have different names depending on the webshop, such as 'Transfer to Cart,' 'Go back to your procurement system,' or 'Place purchase order.'

Shopping Cart in the Spend Cloud

All the items you added through the webshop will now be in the shopping cart in the Spend Cloud. Before you can submit the requests, you might need to provide some additional details. To do this, click on the pencil icon on the right side of the request. You only need to do this if you see a yellow message indicating that your request is incomplete. Mandatory fields are marked with an asterisk. Some fields may also have a star icon, allowing you to indicate your preferred value. If the star is blue, the Spend Cloud will autofill that value for your future order requests. For more information, refer to this article.

Once you've filled in all the required fields, click 'Save and continue' or 'Save' at the top. If you choose 'Save,' you'll return to the overview of your shopping cart. If you choose 'Save and continue,' you'll skip the shopping cart and can immediately submit the edited request.

Submitting the Order Request

When you've completed the request for the items in your shopping cart, you can submit it. Depending on your organization's settings, the request may need approval from a colleague or the procurement department before it is actually ordered from the supplier. To submit the request, click on the green button above the 'Submit all requests' overview. You'll arrive at the same screen you see if you clicked 'Save and continue' after editing the order.

Check the selected order and click 'Submit all requests' again. The order you just submitted is now being processed within your organization and will be ordered from the supplier once it's approved.

If you are the one receiving the order, and your organization uses receipt registration, the next step is to register the received order.

Through integration with the Invoice Processing module, the invoice is automatically recognized and approved using a 3-way matching process. This creates an efficient Purchase to Pay process. For more information, contact your account manager within Visma | ProActive (for application managers only).

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