C-01-05 Categorise an Order

Who: Contract Administrator
Why: The correct Schedule, Service Category and Zone for the work must be specified in order to select relevant Items at the Itemise Order stage of the Order cycle and identify appropriate Suppliers at the Allocate to Supplier stage of the Order cycle.
When: After the Job Originator creates the order.
Before you begin
  • The Schedule, Service Category and Zone need to be set up by the ConSol Sys Admin prior to creating the Order. The Sys Admin also needs to link the Schedule to the relevant Workgroup.
Related topics
Procedure

This procedure describes the second stage of the standard cycle to generate an Order and transmit it to the Supplier.

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  1. On the ConSol menu select Worklist > All.
    The My Worklist Summary appears.

    1-6-01-0-Categorise_Order-Worklist-LBL-NOSHAD.png

    • NOTE: Other methods to find the required Order include using the Search Order or Find Order functions (see topic Find/Modify Order Details) and using the My Work function (see topic My Work Overview & Search).
  2. Scroll down to the Orders section and click Orders Requiring Action.
    NOTE: If there are no orders requiring action (Count is 0), you cannot click on the link.
    The list of Orders Requiring Action appears.

    1-6-01-1-Categorise_Order-orderlist-LBL-NOSHAD.png

  3. Click the Action (or Acquire) button next to the order that needs to be categorised.
    The Categorise Order screen appears.

    1-6-01-2-Categorise_Order-ViewOrder-LBL-NOSHAD.png

  4. Check that all the information in the Details tab is correct and complete. Check the History tab to see what actions have been taken on the Order so far.
  5. On the Details tab, scroll down to the Workflow section and select the required Zone.
    The list of Zones is populated based on the State selected as the location of the Order.

    1-6-01-3-Categorise_Order-SelectZone-LBL-NOSHAD.png

  6. If the Schedule and Category are not automatically filled in, do the following to select the Schedule:

    1-6-01-4-Categorise_Order-SelectSchedule-LBL-NOSHAD.png

    1. Click the magnifying glass next to the Schedule field.
      The Service Category Selection window opens.

      1-6-01-5-0-Categorise_Order-ScheduleList-LBL-NOSHAD.png

      1-6-01-5-01-Categorise_Order-ScheduleList-LBL-NOSHAD.png

    2. Select the relevant Schedule from the drop down list.
    3. Click the Search button.
      A list of Service Categories for the selected Schedule is displayed.

      1-6-01-6-Categorise_Order-ScheduleChoose-LBL-NOSHAD.png

    4. Click [Select] next to the required Service Category.
      The Service Category Selection window closes.

  7. If necessary, select the Scheduler Workgroup (performs allocation of the Order to a Supplier) and Verification Group (performs verification of the Supplier’s claim on completion of the Order).
  8. If enabled, use the Order Process Choice drop-down list to select whether the order should be pre-itemised prior to selecting a Supplier or after selecting a Supplier.
    • If you choose pre-itemising, only those Suppliers able to supply the items are listed at the Allocate Order stage and an approximate amount that each Supplier will charge for the Order is displayed (N1 - Indicative Order $). If the Order is not pre-Itemised, a Supplier could be selected at the Allocate Order stage only to find that they cannot fulfil the required items for the Order. In this case, you will have to wind back to the Allocate Order stage so a different Supplier can be selected.

      1-6-01-7-1-Categorise_Order-select_Itemisation-LBL-NOSHAD.png
  9. Select the required Invoiced Entity.
  10. If notes or files need to be attached to the Order (either for internal viewing or for the Supplier’s attention), click the Attach tab and write the text note or attach the file(s).
    See topic Make Attachment to an Order/Quote for details.
  11. To move the Order on to the next stage, click Continue.
    The Order is moved on to the next stage of processing and the relevant role for that stage is notified by email and, if activated, ConSol notification message.
    • Users with the Sys Admin or Technical Contract Manager 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. If the “Itemise order prior to Supplier selection” option was selected in the Order Process Choice, the next stage is Pre-Itemise Order. See topic What is the Basic Order Process? for more information on the stages.
Tips & Troubleshooting
Use the Save & Copy button to create a new Order with the same details. This is useful where several similar orders are required.
  • If it is necessary to revert the Order to the previous stage of the standard Order cycle (the Assign Order stage), click the Wrong Workgroup button (N1). See topic Dispatch an Order for details.
    1-6-01-11-Categorise_Order-revert_to_prev_stage-LBL.png
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