C-01-06 Pre-Itemise an Order (before Supplier Allocation)

Who: Contract Administrator
Why: The Itemising stage defines what goods and services the Order will deliver.
When: Depending on the option chosen at the Categorise Order stage, pre-itemising the Order may be done before selecting a Supplier who can satisfy the requirements of the Order. 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.
Before you begin
  • The Schedule, Service Category and Zone need to be set up by the ConSol Sys Admin prior to creating the Order.
  • If there are large volumes of items to be added to the Order it is more efficient to use the Item Import function. See topic Bulk Import Items to Orders for details.
Related topics

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.


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.


  • 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 pre-Itemisation after the Categorise Order stage and prior to the Allocate Order stage:


  1. On the ConSol menu select Worklist > All.
    The My Worklist Summary appears.
    • 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.
  3. Click Action to open the required Order.
    The Itemise Order screen appears with the Items tab selected. Because you are pre-Itemising at this stage you only specify the items (N1) and the quantities (N2). No costings are shown because the cost may vary depending on which Supplier is selected at the next stage of processing the Order.
  4. Click the Details tab and check that all the information is correct and complete.
  5. Click the History tab to see what actions have been taken on the Order so far.
  6. 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.

To add items to the Order:


  1. Click the Items tab.
  2. If required enter a Purchase Order No.
  3. Each item is added on a separate line. For each item do the following:
    1. Click the magnifying glass img08.png to choose the item from a list.
      The Select Item window opens.
      N1 – The list displays items that are associated with the Schedule, Category and Zone that was specified for this Order (at the Categorise Order stage).
      N2 – If the list is very large, you can use the search fields to filter the list. (In the example shown below, typing “SD1” in the Item Id and clicking the Submit Query button will filter the list so it shows only Items that have “SD1” in the ID.
    2. Click the Item ID of the item you wish to add to the Order.
      The Select Item window closes.
      N3 - The selected Item ID is entered in the Order.
      N4 - The description of the Item is displayed.
    3. You can optionally add a note/description of the Item. (maximum 500 characters)
    4. Enter the quantity of this item in the Order Qty.
      In this example, the item added to the Order is 10 hours of labour by the Plumber.
  4. Repeat step 9 for each item that needs to be added to the order.
  5. If you need more rows to add more items to the Order, select from the Add More Items drop-down list.
    Extra blank lines are added to the item list.
  6. To remove an item from the list, select the Item ID and delete it (press the Delete key on the keyboard).
    The Order Qty is automatically removed.
    • NOTE: Because this stage is pre-Itemising the Order prior to allocating it to a Supplier, there are no costings for the items (N1). Each Supplier’s costing may vary. At this stage you are only defining what is required to complete the work. After selecting the Supplier, the Itemise Order screen is used again to check costings of the selected Supplier.
  7. To move the Order on to the next stage, click the Continue Button.
    The Order is moved on to the next stage and the relevant role for that stage is notified by email and, if activated, ConSol notification message.
    • Depending on how your ConSol workflow is configured, some stages of the Order generation may be automated. In the standard Order cycle, the next stage after pre-Itemising the Order is Allocate Order. See topic What is the basic Order Process? for more information on the stages.

Tips & Troubleshooting

  • NOTE: If you use the Save & Copy button (N1) to create a new Order based on this Order, the list of items is not copied. You will have to itemise the new Order. If you are adding high volumes of items to multiple Orders, it may be more efficient to use the Bulk Import Orders and Bulk Import Items functions.
  • N2 - Click the Wrong Schedule/Category button to revert to the Categorise Order stage in order to select a different Zone, Schedule and/or Service Category.
    WARNING: Reverting to Categorise Order will cause the list of items to be lost.



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