Creating an order via the assortment
When you have the correct rights, it's possible for you to create an order through a list of products in the assortment. In the assortment overview, you'll find the items that your organization has added for ordering.
Finding Items
At the top of the screen, you can search for the items you want to order from the assortment.
You can also click on a category on the right side of the screen to filter the assortment by items/products in the selected category.
Once you've found the desired item, you can add it by selecting the quantity at the end of the row and clicking on the shopping cart icon.
The chosen item will be added to your shopping cart. When you've added all the items you want to order from the assortment to the shopping cart, you can submit the order request.
Viewing the shopping cart
You can view all the items you've just added to the shopping cart in the 'Shopping Cart' menu. You can click on 'Shopping Cart' at the top right of the assortment or in the menu on the left.
If the items you've just added can be ordered from the same supplier, they will be merged into a single order request. If the items in your shopping cart need to be ordered from different suppliers, there will be multiple requests ready in your shopping cart.
Updating your Order Request
Before you can submit the requests, you may need to provide additional information. 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 not complete.
You can identify the fields you must fill in by the asterisk (*) next to the text. Some fields have a star icon, allowing you to indicate your preferred value. If the star is blue, Spend Cloud will automatically fill in the value for that field in future order requests.
Submitting an Order Request
Once you've completed the request for the items in your shopping cart, you can submit it. The submitted request can then, depending on your organization's settings, be approved by a colleague or the procurement department and actually be placed with the supplier.
From the shopping cart, click on the green button above the 'Submit All Requests' overview. You will now be taken to the screen you also reach if you click 'Save and Continue' after editing the order. Review the selected order and click 'Submit All Requests' again. The order you just submitted is now being processed within your organization and will be placed with the supplier once it's approved.
If you're the one receiving the order, and your organization uses receipt registration, the next step is to register the received order.
By combining it with the Invoice Processing module, the invoice is automatically recognized and approved through 3-way matching, creating an efficient Purchase to Pay process. Want to know more? Contact your account manager!
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