Submit an order request through the Requests menu
The starting point for submitting an order request is the 'Requests' menu. On this page, you will be guided through the process of placing a new order.
At the top of the requests page, you will find a help text that provides you with more background information on placing an order through the Spend Cloud. You can collapse this text by clicking on the cross icon located in the upper right corner of this block or on the 'i' icon. If you have collapsed the text and wish to read it again, you can click on the 'i' icon to make the block reappear.
New request
You can choose from four different ordering methods, highlighted in this image:
1.) The purchasing department within your organization has curated a range of products from which you can choose.
2.) You can also manually create an order request. This gives you more flexibility to request a product for which you may not yet know the amount or supplier.
3.) You now also have the option to register a service order request. This allows you to request a service from a supplier which is done by filling in a form in only a few steps. In this article you can read more about this functionality.
4.) With some suppliers, it is possible to assemble the order in the webshop. Below, you will find more information on how to create a webshop order.
Webshop order
When you click on one of the tiles you see under 'Webshops,' you will be directed to the respective supplier's webshop. In some cases, you may first see a pop-up where you need to select a delivery address for the order. Then, you will be further directed to the chosen supplier's website. It may also be necessary to choose an administration before proceeding to the specific website.
Once you have placed all the desired items in the shopping cart on the website of your chosen webshop and click on 'order,' you will be redirected back to the Spend Cloud. You will then send the order in the Spend Cloud. Depending on your organization's choice, the order will either be sent directly to the supplier or reviewed by one or more colleagues before being sent.
Finding the right supplier based on categories
The procurement department of your organization has divided the available suppliers into categories. If you don't immediately know which supplier(s) offer the product(s) you need, you can navigate through the categories at the top of the page:"
When you hover your mouse over one of the categories, a window will appear with any subcategories. Clicking on a category will take you to the page with ordering options available for the suppliers in that specific category. If your organization has many categories, they may not all fit on this page. In that case, click on the three dots on the right side, and all categories will be displayed in a vertical list.
If you see a large number of categories (for example, more than ten), we recommend discussing with the application administrator within your organization whether it can be better organized.
Completing and submitting the order
When you have created the order using one of the above three options, the order will appear in your shopping cart. You may need to provide some 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 notification stating that your request is not yet complete:
Click on the pencil icon to edit the order. You can identify the fields that still require mandatory input by the asterisk () next to the text. Some fields may also have a star icon (*) following the field. This allows you to indicate whether the value filled in that field is your preference. If the asterisk is blue, the Spend Cloud will pre-fill the value in that field for your next order request.
Once you have filled in all the mandatory fields, click on 'Save and Continue' or 'Save' at the top. Choosing 'Save' will take you back to the overview of your shopping cart. Choosing 'Save and Continue' skips the shopping cart, allowing you to submit the edited request immediately.
Depending on your organization's settings, the order will now be sent to one or more colleagues for review. It may also be sent directly to the supplier upon submission. You can track the status of the order in the 'Orders' menu.
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