Creating New Orders

An Order Guide is a list of items for purchase to which one or more locations is assigned. The items on an Order Guide can represent one or more suppliers. If multiple suppliers are represented on an Order Guide, it's possible that multiple PO's will be generated (one per supplier) once an order has been submitted.

Creating a New Order

To place an order using an Order Guide, follow the steps below.

1. View > Purchasing > Order Guides.

2. Select the location you are placing an order for from the Location drop down list, the order guide list will default to your location if you are assigned to only one.

3. Select an Order Guide by clicking its name. Alternatively, you can click the drill down arrow next to an Order Guide to see previously placed orders and replicate those orders.

4. Enter your name in the Order Contact Name field, if not automatically populated, then enter the quantity of items for each item you wish to place an order for.

5. To locate an item sort and search using the column filters. Click the column filter (Item Name, Supplier Number, etc.) to sort by ascending or descending order. Enter keywords in each column filter to filter your search for any item. You also have the ability to group by column, simply drag and drop the column label to the bar above, next to System Category. To remove that group, drag and drop the column label back in between two other column labels, until you see the two arrows.

6. Click the item name to see additional information such as Description, Supplier Item Detail, Buyer Item Detail, and Item Procurement History.

7. Edit Order Guide - You have the ability to add or remove items from the order guide.

   • To edit an order guide click the Edit Order Guide button.

   • You can remove items from the Order Guide Items list by clicking the red X then clicking Save.

   • To add items, click the green plus sign, search for desired items, check the box next time items you wish to add and click Save.

8. Click Review Order when desired item quantities have been entered.

9. Once on the review screen you can set the GL code for each item. Select a GL code from the drop down list for each item; or if the same GL code applies to all items > check the box next to each item>select the GL code for one item > all items will be coded to that specific GL code.

   • Note: For CapEx orders, when placing an order through an order guide once you are in the review screen you must select a Budget and Project in order to complete the transaction.

     

10. To Submit the order select the Standard or Emergency priority radio button.

11. Click the Confirmation check box > Submit Order.

12. Wait for your Order Confirmation screen.

13. Click Print or Close.

Important

Emergency priority orders will be emailed to the supplier in order to notify them of the Priority of the order. Please follow up directly with your supplier to ensure the order is handled as Emergency priority.

Creating a New Order Using Previous Order

If you would like to re-order items from a prior order, follow the steps outline below.

1. Go to View > Purchasing > Order Guides.

   

2. Select a location if you are assigned to more than one.

3. Locate the order guide you wish to duplicate a previous order from > click the drill down arrow next to the order guide name.

   

4. Click the Re-Order Items icon next to the order you wish to reorder.

   • Refer to the confirmation number of prior orders to look up details.

     

5. If you need to add additional items to this order, deselect the Filter Blank Quantities box.
   

   

6. If you are satisfied with the items and quantities selected, click Review Order > proceed with the regular checkout process.

   

Save Order for Later

If you have started a new order but are not quite ready to submit the order, you can save the order and access it at a later time for editing and submission. Follow steps 1- 9 under section Creating a New Order or steps 1-6 from the section Creating a New Order Using Previous Order and continue below.

1. Select the Save to Cart radio button at the bottom of the Order Review screen.

2. Click on Save. You will receive a confirmation alert indicating your order has been saved to your cart.

Submit Saved Order

When you are ready to submit your saved order, you can simply return to the same Order Guide and the items in your cart will automatically fill in on the Order Guide form.