Creating an order via the manual order request
Depending on your role and the ordering option with a supplier, it is possible to create a manual order request. From the request page, you can click on the button 'Start manual order request'.
Creating a New Request
You can begin by creating a new request. Depending on your organization's settings, there may be more or fewer fields present. At the very least, all fields marked with an asterisk must be filled in.
- Supplier
By clicking the arrow or typing a letter, a list of suppliers will appear. These are the suppliers linked in the supplier groups and available for your role. Choose the desired supplier. If you're unsure which supplier to select, you can choose 'Unknown supplier .' More information about ordering from an supplier supplier is provided below.
- Administration
Select the administration where the supplier is associated.
- Desired Delivery Date
Choose the desired delivery date. The supplier will attempt to deliver on that date, but delays are possible. Communication about the delivery date will occur outside of Spend Cloud.
- Delivery Address
Select the delivery address for the products/services. This field displays a complete list of all delivery addresses. You can indicate whether the chosen delivery address should be used as a preference by selecting the asterisk. In your profile settings, you can choose which delivery addresses you want to be able to select when creating an order.
- Received By
Depending on your organization's settings, the receipt of an order in Spend Cloud needs to be recorded. You can specify the employee responsible for this. Depending on the configuration, this task can be assigned to an individual employee or a receipt group. In the latter case, the action is completed once any employee in the group records the receipt.
Ordered By: If the order cannot be sent to the supplier via an OCI link and cannot be directly dispatched, this field will be visible. A list of employees with the authority to place manual orders will be displayed.
- Reference
Optionally, you can enter a reference. By providing an internal reference, you can easily locate the order in the archive and it will be shown when matching with the purchase invoice.
- Coding
Depending on the settings and your role, it may be possible or required to provide a code for the order request. By defining this information here, the expected costs and details related to ledger and cost center can be specified at an earlier stage in the process. If your organization also uses the Invoice Processing module, this code can be transferred to the purchase invoice when matching. You can provide a code to be applied to all order lines or deviate per line.
Ordering from an Unknown supplier
When creating an order request via 'Manual order request' and choosing 'Unknown Supplier' you can assemble an order for a product where you don't have all the details. For instance, if you don't know the brand or the supplier for the product. You can fill in the available information, and then the order will be sent to the Procurement Department. They can then fill in the missing information and send the order to the supplier.
Enabling the 'Unknown supplier' option for submitting an order request is not a standard functionality. If this option is not available when creating a free line in your environment, it might not be activated. If you'd like to use this feature, you can contact the application administrator.
Submitting an Order Request
Once you've filled in all mandatory fields, you can save and submit the request. Depending on your organization's settings, the submitted request can be approved by a colleague/procurement department and actually placed with the supplier.
From the shopping cart, click on the green button above the 'Submit All Requests' overview. You'll now be taken to the screen you land on after creating an order and clicking 'Save and Continue.'
Check the selected order and click (once again) on 'Submit All Requests.' The just-submitted order is now in progress within your organization and will be ordered from the supplier once approved. This process might take longer if it's a new supplier and needs approval.
If you're the one receiving the order and your organization uses receipt registration, the next step is registering the received order.
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