How to check the status of your orders

Modified on Fri, 9 May at 6:44 PM

Please pick the relevant header based on the access you have, as there are two ways items/work can be ordered which will determine how you can check the status of your orders.

TABLE OF CONTENTS

Client Interface > Ordering
DirectP2P > Purchase Items

Client Interface > Ordering

The client can then keep track of their order by navigating across the different tabs on the Ordering page. The order in which the tabs are shown reflects the order of the workflow.

Pending Authorisation

This tab is only relevant to clients which require authorisation of their order by a member of their organisation.
This means the order must be approved by the client's organisation before it progresses to the order processing team.
If the request is accepted, the job will move in to the Pending tab.
If the job is rejected, you can view the job in the Rejected tab.

Pending

Jobs in the Pending tab are awaiting acceptance by the order processing team.
If the job is accepted by the T&I team, the job will move to the In Progress tab.
If the job is rejected, the job will move to the Rejected tab.
At this stage, the client is able to delete their order by clicking the Remove button. This is useful if a mistake has been made in the details of the order. To amend the changes, you will have to Remove the order and re-order it again through the Client catalogue.

NB: If the order is beyond the Pending tab the client can no longer make changes to the order themselves. Any amendment requests must be directed to the order processing team.

In Progress

This tab shows you all of your jobs which have been accepted by the order processing team.
The table of jobs display the job number, job title and delivery date.
There is a search bar where you can type in the job title or number to find a specific job. Alternatively, you can click on any of the three table headings to order the jobs.

Completed

This tab shows you all of your completed jobs.
You also have the option to re-order jobs by clicking on the Re-order button next to the job.

Rejected

This tab shows you all of your orders which have been rejected.
You can see the details of the rejected job including the job title, reason for rejection and name of the person who rejected the order.

Saved Orders

You can save your orders for artwork/design templates and keep them stored in this tab.
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.

DirectP2P > Purchase Items

The buyer can then keep track of their order by navigating to the Purchase Items screen. They can see the list of Purchase Items they have access to (whether they've ordered, ordered on behalf of, have team access etc). They can open up a particular Requisition by clicking the Requisition.

See here for more information on the Buyer screen for DP2P.

Stage	Status	Notes
Approval	Draft	Requisition has not been submitted/ or needs to be checked before it can be submitted.
Approval	Problem	Requisition is missing information before it can be sent for approval/ sent to supplier.
Approval	Submitted	Requisition has been placed and is awaiting the required approval before a PO can be sent to the supplier.
Approval	Rejected	Requisition has been marked as not approved by Purchase Approver/ Budget Holder. Can proceed to cancel Requisition.
Approval	Approved	Requisition has been fully purchase approved by required Purchase Approver & Budget Holders. Can now send PO to supplier.
Approval	*Cancelled*	Work has been cancelled. See History for reason given.
Order	Sent	PO has been sent to the Supplier. Buyer can receipt/reject unless delivery is mandatory. Supplier can likewise confirm delivery.
Order	*Cancelled*	Purchase Item has been cancelled after it was rejected by a buyer. This is after the order has been sent to the supplier.
Delivery	Delivered	Purchase Item has been marked as delivered by Supplier.
Delivery	Receipted	Purchase Item has been receipted by Buyer (or relevant user). This will now allow Supplier to submit their Invoice.
Order	Rejected	Purchase Item has been rejected by Buyer. The Purchase Item can be re-instated if supplier needs to re-deliver/provide services, or it can be cancelled if this is no longer going ahead.
Invoice	*Submitted*	Supplier has submitted their Invoice for the Purchase Item.
Invoice	*Paid*	Suppliers invoice has been processed on the finance system and marked as paid
Credit	*Submitted*	The supplier (or buyer) has submitted a Credit Note for the PI.
Credit	*Exported*	The Credit Note has been marked as exported and processed in the finance system

*Italics = In "Archived" Status as no further action can be taken on these Requisitions/ Purchase Items.