Registering a service order
In this article, we explain how this new functionality works. At the bottom of this article, we also cover what you can do as an application manager to enable this functionality for purchasers.
Creating a New Request
Step 1 - General
To register a service order, go to the Procurement / Requests menu item. Click the button 
to start. Creating a service order is done in three steps. On the first page, you fill in general information, such as the supplier, administration (if applicable), and the organizational unit for which you want to place the order. You can also add one or more attachments to your request. For example, you can add a quotation or other relevant files. Click on 'Upload a file' or drag the file to the attachments section to add it. These files are selected by default to be sent to the supplier. If you do not want this, for example, because the file is relevant to the order in Spend Cloud but not to the supplier, you can uncheck the box to not attach the file to the order. If you want to add an order line you can click on the button at the bottom of the form.
On the right side of the request, you will see a summary. On the first page, you see the chosen supplier and the associated email address. The order will be sent to this email address. When you are done on this page, click 'Next step'.
The 'Save as draft' functionality is not yet available. Although you already see this button, it is not yet possible to save a service order as a draft. More information about this functionality will follow.
Step 2 - Service(s)
At this step, you can enter a note for the supplier, an amount, and, if applicable, a VAT percentage. If the costs are not known in advance, try to make the best possible estimate of the costs. You can also enter 0 if necessary. If desired, you can uncheck the box below the amount to hide the amount from the order sent to the supplier. The amount will still be visible in Spend Cloud. If the invoice exceeds the specified amount (in combination with a tolerance margin), the invoice will still need to go through the review process.
When you are done filling out the form, you will again see a summary of the request on the right side. You can use the arrows to go back to the previous or next step.
The amount after the order is sent to the supplier can be changed by employees who have the appropriate rights. Read more about this at the bottom of this article.
Step 3 - Accountability (optional)
This step is only visible if, in step 1, you selected an organizational unit where you have a role to financially code orders.
In this step, you will fill in the financial details for this order, also known as financial coding. Filling in these fields is always optional. The coding you enter here applies to all order lines. The Spend Cloud will suggest a few general ledger accounts for the "general ledger account" field, based on the most frequently coded general ledger accounts from processed invoices linked to this supplier and booked under the same organizational unit. If a default general ledger account has been filled in for the relationship linked to this supplier, it will be automatically entered, and Spend Cloud will not make any suggestions for the general ledger account.
Filling in this step is entirely optional, and the system will not take into account any restrictions or obligations that may be enforced by the coding matrix.
Step 3 (4) - Delivery
You are now at the last step of composing the service order. On this page, you enter the delivery address, additional information for the supplier, and possibly a reference number. Then fill in the remaining internal details, such as who may receive the order. You can choose between an employee or a receiving group. Make a selection and then choose the desired employee or group. Finally, you can add a note for internal use; this note is not visible to the supplier.
Again, you will see a summary of the order on the right side of the form. If you want to modify the order, you can use the arrow to go back to the previous step. When you are ready, click the button to go to the shopping cart to complete the registration. The order can now be handled furtherly in the usual proces by editing the coding and/or send the order.
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