|Why:||The Create Order procedure is the first stage of a work flow to generate and transmit an Order to a Supplier. See topicand your organisation’s specific ConSol workflow diagrams.|
|When:||Create a “stand alone” Order which is not part of a Project View. There are various other methods to create an order which can be performed by other roles. See the Related Topics section below.|
- Your User Profile must be set up with the correct Role, Workgroup and Invoiced Entity (IE) to perform this task. All the structures and relationships referenced within the Order need to be created by the ConSol System Administrator prior to creating the Order. (e.g. Order Work Type, Schedule, Service Category, Items and Rates) See your ConSol System Administrator for assistance.
|What is the Basic Order Process?||Add a New Order to a Project View|
|Categorise an Order||Link an existing Order into a Project View|
|Allocate an Order||Pre-Itemise an Order|
|Transmit Order to Supplier|
This procedure describes the first stage of the workflow to generate an Order and transmit it to the Supplier.
- On the ConSol menu select Orders > New Order.
The New Order screen appears. (Only the top section of the screen is shown below.)
- NOTE: ConSol is highly configurable. Customised data entry fields may be visible that are not seen on the example screens in this user guide. Customised fields like this are called Attributes. They can be used to customise the workflow and for such tasks as filtering which Suppliers can be selected for the Order. The actions you can perform in this procedure will also vary depending on the ConSol configuration.
- Fields marked with a * (red asterisk) are mandatory – they must be filled in.
- Some fields may be auto-popuplated based on data you enter in other fields. If this occurs, check that the auto-popuplated data is correct.
- Fill in the high level information defining the Order.
- Order Work Type: The basic element used to categorise Orders. Select from drop down list.
- Work Reqd For: Select the Job Originator workgroup to which you belong.
- Invoiced Entity: The business unit to which this Order belongs. (You organisation may have more than one Invoiced Entity.)
- Project View Id: Look up the Project View to which you want to link this Order. If this is a “stand alone” order, leave this blank.
- To select the person who requested this Order, do the following:
- Click the Find icon next to the Requested By input box.
The Select Person window opens.
- Enter the person’s Name and/or Employee No.
- ConSol performs partial matching. E.g. If you type “Greg”, ConSol will find anyone with “Greg” in their first name or surname.
- Click the Search button.
A list of persons matching the search criteria is displayed below the Search button.
- Click [Select] next to the person who requested this Order.
The Select Person window closes and the display returns to the New Order screen.
N1 - The details of the selected person are automatically filled in.
- Click the Find icon next to the Requested By input box.
- Either type the Service Period Start and Service Period End dates or use the respective calendar icons to select the date.
The Service Period Start date defaults to today’s date. If the Order is associated with a Project View, the Service Period Start and Service Period End must be within the range of the Project View start and end dates.
- The Contract Admin Workgroup should be automatically filled in. If it is not, select the relevant Workgroup.
- To select the Job Location do the following:
- Select the State from the drop down list.
- Click the Find icon next to State.
The Location Assistant window opens. The list of locations within the selected state appears.
- If desired, enter search criteria to reduce the list size then click the Search button.
The list is filtered to match the search criteria. In the example shown, the search criteria were set so only Suburbs starting with the letter “P” are displayed.
- Click [Select] next to the required Suburb.
The Location Assistant window closes and the display returns to the New Order screen. The Town/Postcode fields and, if applicable, the Council field are automatically filled in.
- Enter the Job Location (street address) then either click elsewhere on the screen or press TAB on your keyboard.
If the address is found, ConSol displays a map with a marker pin identifying the location (N2). You can click and drag with your mouse to move around on the map.N3 - Use the zoom buttons to zoom the map in or out as required.
- IMPORTANT: See the Tips & Troubleshooting section at the end of this user guide for steps when ConSol can’t find the address you entered .
- Click the location marker pin.
N4 - The address and geo coordinates (latitude/longitude) are displayed.
- Check that the address at the marker pin (N4) matches the address you entered in the Location fields (N5).
- IMPORTANT: See the Tips & Troubleshooting section at the end of this user guide for information on the implications if the address at the marker pin does not match the address you entered.
- Once all the required fields on the Order are filled in correctly, click the Continue button to save the Order and move it on to the next stage in the workflow.
The Order is forwarded to the Contract Administrator Workgroup for further processing. The Workgroup receives an email notification. If messaging is turned on in ConSol, they also receive a ConSol notification message. Seefor details.
- N6 - Clicking the Undo button clears all data that you entered in the New Order so you can start filing in the Order again.
- N7 - If all mandatory fields are populated and the Contract Administrator is specified, clicking the Save button has the same effect as Continue (moves the Order to Categorise stage). If these conditions are not true, the Order is not moved on to the Categorise stage of the Order cycle. In this case the Job Originator must retrieve the Order and explicitly dispatch it to move it on to the next stage. See topic
- Users with the Sys Admin or Technical Contract Manager roles can create templates which can automatically fill in much of the detail when creating Orders. Depending on how much has been automated, some of the stages of Order generation may be completely skipped. In the basic configuration, the next stage is . See topic for more information.
If ConSol cannot find a match for the job location you entered, an error message is displayed (N1) and one or more alternative addresses (N2) are offered based on the data you entered. In the example shown below the user typed “10 sutherland rd” instead of "10 sutherland st”. They also manually entered the postcode for “Paddington” incorrectly as”2012” instead of “2021”.
- If one of the alternatives offered is the address you intended, click the Select button.
The location map is displayed with a marker pin at the selected address.
- Click the marker pin on the map.
N3 - The address and geo-coordinates at the marker pin location are displayed.
- IMPORTANT: ConSol does not correct the data you entered into the Location fields. (N4) If the information in the Location fields is wrong, you must edit it. The Supplier who is allocated the job sees the address you entered in the Job Location fields. If this address is inaccurate, the Supplier may have trouble finding the job location.
- The address marked on the map is used during the Supplier selection process to calculate the distance from prospective Supplier depots (N5) to the job location (N6).