How to Place an Order & Request Work

Please pick the relevant header based on the access you have, as there are two ways items/work can be ordered based on the site configuration.

TABLE OF CONTENTS

• Placing an Order via Client Interface > Ordering
• Placing an Order via Direct P2P > Catalogue

Placing an Order via Client Interface > Ordering

Clients, Administrators, Project Managers and Client Managers can all place orders via the Client Catalogue to request work.

• Client users will have the Client Catalogue as their default home screen when they log in.
• Administrators, Project Managers and Client Manager users should navigate to the Client Interface on the left-hand menu and click Ordering
  • Choose an Organisation from the drop-down list and select a Client Contact to order on behalf of a client
    
  • Otherwise, click Order with my details to place an order for yourself

Selecting an item to order:

The Catalogue will show you various Categories of items you can place orders for. 

• Click on a Category to reveal the Sections of work within it.
  
• Click on a Section to reveal the relevant items you can order.
• Click on the Item you would like to order, and you'll be prompted to select/fill out the relevant specification forms.
  

N.B: If you cannot find an item in the catalogue that matches your specifications exactly, you have the option to send a Quote Request. These are items in the catalogue which have "Request" within their name. You can find more information on placing Quote Requests here. 

Once you've selected your item to order, you will now be prompted to give the quantity, and select/fill any relevant specifications.

• Once you have provided the quantity and specifications required, click Calculate Price.
  • This will show you the cost calculated from the specifications you've provided.
  • If you would like to amend the specifications and re-calculate your price, click Change, re-enter your specifications and click Calculate Price again to produce a new quote.
    

N.B: Quote Requests will skip the Calculate Price steps.

• The catalogue item may also include a field called Specification Notes, which allows you to provide more information on your order if required.
• You can also choose to upload a file if relevant to your order, by using the Choose File button. You have the option to upload multiple files simultaneously by 'Shift clicking' or highlighting the files you want uploaded.
  
• Enter the date that your order is require by in the Delivery Deadline field.
• The Delivery Address field will be auto-filled with the address saved in your account details, however you can amend this as needed.
• Give your order a name in the Title for Request field.
• If you would like to complete the order at a later time, you can click Save (if permitted) to store it in the Saved Orders tab
  
  • Within 'Saved Orders' you can come back to modify and re-order branded templates.
  • Panacea will record your text, formatting and images.
  • You will first be asked to recalculate the cost in case the pricing has changed in the time you have saved the template and come back to it.
• Once you are happy to place the order, click Add to Basket
  • This will take you to the Checkout tab.

Placing the order:

The Checkout screen acts like a shopping basket for you to add your items to, and then place orders for them.

• If you would like to add additional items to your basket to order, click Add Another Item.
  • This will then take you back to the Catalogue for you to select an item, and follow the same process again as above.
• Continue adding items to your basket until you're ready to place your orders. 
• Ensure you have read the Terms & Conditions by clicking on the link provided, and tick the T&Cs box to confirm you agree to these.
• Provide the relevant Cost Code/Purchase Order as requested.
  • Depending on your site set-up, you may have the option to select a code from a drop-down box, or you may be prompted to type this out yourself- there may also be some help text to provide guidance on this.
• Click Place Order to finish.

N.B: Quote Requests will skip these steps, and go straight to following the steps below,

Once your order is placed:

After you've placed your order, this will move to two different tabs.

• Orders will firstly move to the Pending tab, whilst they're waiting to be picked up by a Project Manager
  • Project Managers will need to either approve or reject your order request.
  • You can delete an order within this tab by clicking Remove next to it.
• Orders will move to the In Progress tab once a Project Manager has approved it. Once an order is in this tab, it will start to be worked on by a supplier.
  • You can click on an order to view its details, such as specifications and any documents uploaded.
  • You can also add any additional documents to your order by clicking on Upload file.
    • This will then notify the Project Manager that you've uploaded a file.
  • You can ask the Project Manager any questions about your order or add any additional information by sending a Nudge.
    • Click Nudge on the top menu bar, enter your message and click Nudge +
    • You can find more information on Nudges here.
  • You will also be able to view any orders a Project Manager has made on your behalf within this tab.
• Once an Order has been completed, it will move to the Completed tab.
  • You can re-order any orders within this tab by clicking Re-Order next to it.

Sending a quote request:

Use this option if you cannot find an item in the catalogue that matches your specifications. For more information on sending quote requests click here.

Placing an Order via Direct P2P > Catalogue

Direct P2P Buyers, Administrators & Contract Managers can place orders for goods and services to send to suppliers via the Catalogue.

Orders are called Requisitions, which act like a batch, or shopping basket, that you can add lots of separate Purchase Items to. This helps to keep your orders organised.

Catalogue

Direct P2P > Catalogue

The catalogue allows you to browse the different types of goods or services (called Purchase Items) that you can order. 

• Purchase Items are organised into different categories. Click on a category to view the different types of Purchase Items you can order 

Buyers can see the 'Messages' button in the Purchase Items screen before the PO is sent. This way, users can message buyer contact, rubber stampers, and purchase approvers.

Build a Requisition

To place an order, you need to build up a Requisition by adding Purchase Items to it. Requisitions act like a shopping basket, so you can add as many Purchase Items as you like to build up your order. 

• for example, if you wish to place a requisition for a charity event you can add everything for that event as individual Purchase Items, from catering (e.g. sandwiches, cupcakes, soft drinks) to entertainment (e.g. custom banners, festoons, balloons etc.).

N.B: You can only create one Requisition at a time - you can't start building up one Requisition and then build up another at the same time. You must finish building and place your current Requisition before you can build the next one.

• Click the Request button next to a Purchase Item to specify the details to add to your Requisition
• If you need to firstly obtain a price quote from a supplier for the goods/service, or if you need to add pricing evidence along with the price, click the Quote button. Please find guidance on how to manage Quotes here Direct P2P - Quote Requests 
• If you already know the price, you can add the Purchase Items directly. Input a description for the Purchase Item (e.g. Ham Sandwiches), the quantity you need and the unit price (this is the price per 1 item, so whatever you input in here will be multiplied by the quantity you've inputted), then click Add. You should now see a Grand Total for the Purchase Item.
  • If you need to add another Purchase Item for the same type, (e.g Tuna Sandwiches) you can repeat the above steps
• Once you're happy, click Add to Requisition and your Purchase Item(s) will be added 
• You can then go back to the catalogue and repeat the above steps to add as many Purchase Items as required to your Requisition

Requisition basket

Your Requisition basket can be accessed via the Requisition button, which can be found in upper-right hand corner of the Catalogue and the Purchase Items (Buyer) screen. The number icon indicates how many Purchase Items are currently in your Requisition. 

Place a Requisition

The Requisition basket is where you can specify the details of your Requisition and then submit it. 

• Input the Details and Budget
  • Label Requisition - for e.g Charity Event
  • Requisition on behalf of - select if you wish to place the Requisition on behalf of a different Buyer. This Buyer will then be able to manage the Requisition
  • Using Budget - the Budget Code, Cost Code, Purchase Order etc. the Requisition is to be charged against
• Review and edit the Purchase Items you added to your Requisition
  • Select the supplier to use from the drop-down list. Only approved suppliers for the type of goods/service selected will appear in the drop-down list
  • Change the description, quantity or unit price if required
    • Purchase Items added via a Quote Request will have the Unit Price greyed over and are unable to be edited
  • Use the red bin icons if you wish to remove any Purchase Items you added
• Calculate the Approval by clicking the Calculate button
  • This will calculate which Approval Range the Requisition falls within (the total price of the Requisition) which determines how many Purchase Approvers and/or Budget Holders are required
• If required, select the Purchase Approver(s) and/or Budget Holder(s)to send the Requisition to from the drop-down list
  • You will need to add the minimum amount of Purchase Approvers required
  • You can go over the minimum required and select multiple Purchase Approvers to send to
    • You'll still only need the minimum to approve it. e.g if only one Purchase Approver is required but you select three, you will still only need one of those Purchase Approvers to approve the Requisition. 
• Once happy with the Requisition, click the Send for Approval button
  • If permitted, you can also opt to treat the Requisition as an "Exception" if required - this allows you to skip to a certain stage in the workflow. Please see here for guidance on Exceptions.
• Once your Requisition has been submitted, your Requisition basket will now be empty and you can build a new Requisition
• The submitted Requisition can now be found in the Purchase Items (Buyer) screen for you to manage and track the progress of. For guidance on navigating this screen, please see here.
• For guidance on the workflow after placing a Requisition, please see here.