C-01-08 Itemise an Order after Supplier Allocation

Who: Contract Administrator
Why: The Itemising stage defines what goods and services the Order will deliver  and how much it will cost based on the item rates from the selected supplier's contract.
When: If the option was selected at the Categorise Order stage not to pre-itemise the Order, this procedure is performed after allocating the Order to a Supplier.
Before you begin
  • The Schedule, Service Category and Zone and related Item rate tables must be uploaded for the Suppliers prior to creating the Order.
Related topics
Procedure

Depending on the choice made at the Categorise Order stage, the Itemise Order stage may occur before selection of a Supplier (effectively a pre-Itemise Order stage). If the Order is being pre-Itemised, the list of items and quantities is created without costings. After the Allocate to Supplier stage, the Itemise Order procedure is used again, this time with the selected Supplier’s pricings included.

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If pre-itemisation was not chosen during the Categorise Order stage, the standard cycle will apply as shown below. In this case, the Supplier is selected (Allocate to Supplier) prior to Itemising the Order. See topic Itemise Order (after Allocation) for details.

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  • NOTE: If the Supplier is selected before itemising, they may not be able to fulfil the Items required for the Order. In this case pre-itemising saves time.

The following procedure assumes no pre-Itemisation was done prior to selecting the Supplier in the Allocate Order stage:

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  1. On the ConSol menu select Worklist > All.
    The My Worklist Summary appears.
    1-6-5-0-2_itemise_order_after_alloc_-_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. Click Orders Requiring Service Items and Quantities.
    NOTE: If there are no Orders to itemise (count = 0) you will not be able to click the link.
    The list of Orders requiring itemisation appears. 
    • NOTE: The list includes Orders at both stages (Pre-Itemise Order and Itemise Order after Allocation).
    • N1 - Those with no Supplier Name have been categorised and awaiting pre-itemisation.
    • N2 - Those that have a Supplier name have already been allocated to a Supplier.

    1-6-5-1_itemise_order_after_alloc_-_order_list-LBL-GREYBACK.png

  3. Click the Action button to open the Order that needs to be itemised.
    The Itemise Order screen appears with the Items tab selected.
    N3 - The allocated Supplier is displayed in the header of the Order.
    N4 - If the Order was pre-Itemised, the list of items and quantities is already displayed.
    N5 - ConSol has looked up the Supplier’s rates for the selected items and automatically inserted them in the Unit Rate column.
    N6 - The Order Total is automatically calculated.
    • NOTE: If the Order was NOT pre-itemised, the list will be empty. In this case, the items and quantities need to be entered. (See topic Pre-Itemise Order for details.)

    1-6-5-2b_itemise_order_after_alloc_-_NOT-itemise_screen-LBL-NOSHAD.png

  4. Add, edit and remove items as required. (See topic Pre-Itemise Order for details.)
    • NOTE: If the Order was NOT pre-Itemised prior to selecting a Supplier, when you attempt to add items to the Order they may not be available in the Select Item window. N7 - In this case, you can try searching for Items “Without rates”.
    • IMPORTANT:  A search without rates will find items that the Supplier has not contractually agreed to provide at an agreed rate. If you select one of these items, because it does not have a rate it will be included in the Order as a “Variable” rate item and you will have to set the Unit Cost of the item.
    • If the required Item cannot be found by either a search with rates or a search without rates, it is not associated with the Schedule that was selected for this Order. If it should be in the Schedule, contact your ConSol Sys Admin.
    1-6-5-4_itemise_order_after_alloc_-_check_tabs-LBL-NOSHAD.png
  5. Click the Details tab and check that all the information is correct and complete.
  6. Click the History tab to see what actions have been taken on the Order so far.
  7. 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 Attach Document to an Order or Project View for details
    1-6-5-5_itemise_order_after_alloc_-_continue-LBL-NOSHAD.png
  8. 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. In the standard Order cycle, the next stage after Itemising the Order is Transmit Order. See topic What is the Basic Order Process? for more information on the stages.
Tips & Troubleshooting
  • WARNING: If you use the Save & Copy button to create a new Order based on this Order, the list of items is not copied. You will have to itemise the new Order.
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  • Click the Reselect Supplier button to revert to the Allocate Order stage in order to select a different Supplier. WARNING: Reverting to Allocate Order will cause the list of items to be lost.
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Scenario:

  • If after you click the Continue button, the Order Requires Approval screen appears, the Order value exceeds your delegation level and needs to be approved by an Approval Manager prior to transmission to the Supplier.
  • If you can select the Approval Workgroup but the Approval Manager list is empty, the reason may be that the total value of the Order is higher than anyone in the next approval level can approve. The Order still needs to be sent to that Workgroup. The manager in that Workgroup will move the Order to a higher level for approval.
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Example:

  • The Contract Administrator can create Orders without approval up to $1000. Because this Order is worth $160,000 the Order Requires Approval screen appears. However, the managers in the Approval Workgroup (FWG Group 1) can only approve up to a limit of $100,000. The Contract Manager still sends the Order for approval to FWG Group 1. The manager in the FWG Group 1 moves the Order on up to a higher level manager who has authority to approve Orders over $100,000.
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