I’m stuck when submitting an order, what now?
Sometimes it happens that you run into issues within the Spend Cloud when submitting an order. This can occur at different stages of the process. In this article, several scenarios will be described.
Scenario 1: Why can’t I order from webshop X, but my colleague can?
All suppliers within the Spend Cloud must be linked to a supplier group. Supplier groups are then linked to the roles/function profiles of employees.
If an employee is linked to the supplier group that the relevant supplier is linked to, then the supplier/webshop will be visible for ordering.
So if you cannot find a supplier under the “Requests” tab, inform your application administrator so they can assist you further. Most likely, the issue lies with your role or function profile.
Scenario 2: Error message when placing a webshop order
When you try to place an webshop order, it may not succeed on the first attempt. In that case, the order within the Spend Cloud will receive the status “to be ordered” with a red airplane icon.
The following article provides more explanation about where to find the applicable error message, what the most common error messages are, and their corresponding solutions.
Scenario 3: I cannot select the correct delivery address (OCI webshop)
You want to create a new order, you click on the webshop tile in the Spend Cloud, and you see a dropdown menu of delivery addresses. To your surprise, the desired delivery address is not listed. What now?
Before reporting this to your administrator, you can check something yourself in your own profile within the Spend Cloud environment.
In “My Profile” you can select your delivery addresses for which you often place orders. It may be that the delivery address you want to order for this time has not yet been selected in your delivery address list.
Once you select the delivery address and save your profile settings, you will see that the relevant delivery address is now available when you click on the supplier’s webshop tile.
Still can’t select the desired delivery address? Then a different scenario might apply to you. Contact your application administrator and provide as much information as possible about what you have already tried, including screenshots, so they can help you quickly. If you don’t know who your application administrator is, it is advised to check internally.
Scenario 4: I cannot book the order to the correct organizational unit
When coding the order, you may notice that the desired organizational unit is not available in the “Organizational Unit” field. The reason is that you don’t have a (purchaser) role assigned to that unit. You can contact your application administrator for this; they can assign you a new role on the organizational unit so you can book the order correctly.
Scenario 5: I cannot select the desired cost center / general ledger account and/or free field
It may happen that when you want to fill in the fields in the order lines, the desired cost center, general ledger account, and/or free field is not available. In most cases, this is related to the configuration or the connections between fields within your Spend Cloud environment. For example, the relevant cost center may not be linked to the organizational unit to which your role is assigned. Another possible cause is that a specific general ledger account has not yet been linked to a cost center, which prevents one of these fields from being available for entry.
In all such cases, you should contact your application administrator. They can adjust the configuration so that you will be able to enter the correct information in the order line fields.
Scenario 6: I cannot submit the order because the Spend Cloud says there is no one to approve the order
In some cases, when you try to submit an order, you may receive the following error message: “No role has been created whose signing authority is sufficient to complete the order from supplier X.”
When this happens, report it to your administrator. They can use this article to resolve the problem.
Missing a scenario? Please report it to your application administrator. They can review your scenario and, if necessary, submit it to our support department.
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