C-01-07 Allocate an Order to a Supplier

Who: Scheduler
Why: Select a Supplier who can fulfil all the requirements of the Order.
When: Depending on options chosen at the Categorise Order stage, allocating the Order to a Supplier may take place after pre-Itemising the Orders or after Categorising the Order and before Itemising the Order.
Before you begin
  • Your User Profile must be set up with the correct Role, Workgroup and Invoice Entity (IE) to perform this task. See your ConSol System Administrator for assistance.
  • Contracts must be set up with Suppliers that include the Schedules, Service Categories, Zones, Items and Item Rates used in this Order. If these do not match, the Supplier will not be in the list when choosing to allocate the Order.
Related topics
Procedure

Depending on the option selected during the Categorise Order stage, the Itemise Order stage may occur before selection of a Supplier (effectively a pre-Itemise Order stage). After the Allocate to Supplier stage, the Itemise Order procedure is used again, this time with the selected Supplier’s pricings included. See topic Pre-Itemise an Order for details.

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If pre-itemisation was not chosen during the Categorise Order stage, the standard Order 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.

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  1. On the ConSol menu select Worklist > All.
    The My Worklist Summary appears.
    1-6-04-2_AllocateOrder-worklist-Allocate-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 Supplier Selection.
    NOTE: If there are no Orders requiring allocation (count = 0) you will not be able to click the link. The list of orders requiring allocation to a supplier is displayed.
    1-6-04-2-1_AllocateOrder-OrderList-LBL-NOSHAD.png
  3. Click Action to open the order you wish to allocate to a Supplier.
    N1 - The Allocate Order screen appears with the Suppliers tab (N1) selected.
    N2 - The Zone Schedule and Category selected when categorising the Order are some of the factors which determine the list of available Suppliers.
    • WARNING: If necessary, you can use the [Change] links (N3) to re-categorise the Order. This returns the Order to the Categorise Order screen. If the Order was pre-Itemised, reverting to the Categorise Order stage will cause the list of Items for the Order to be deleted. After Categorising, the Order will have to be Itemised again. See the user guide Categorise an Order for details.
    If the map feature was used during the creation of the Order (see user guide Create Stand Alone Order for details), a map is displayed with a marker pin at the job location (N4) and marker pins for the location of each prospective Suppliers’ depots (N5).
    You can click and drag with your mouse to move around on the map.
    N6 - Use the zoom buttons to zoom the map in or out as required.
    • NOTE: If no map is displayed, the job location was not mapped at the Order Creation stage. If you wish to map the job, scroll down and click the Modify Order button (N6). See user guide Find, Modify & Export Order Details for more information.
    The list below the map shows the Suppliers available to work on the job.
    The information about each Supplier may assist in the selection process:
    N7 - “Unavailable” means the Supplier’s Contract is not active.
    N8 - Click the Contract # to view the Contract between that Supplier and your organisation.
    N9 - The symbols show the Supplier’s state of compliance with contractual requirements. The colour of the symbol indicates the status of that compliance item:
    • Red = compliance document not yet submitted by Supplier.
    • Purple = compliance document submitted but not yet confirmed.
    • Blue = compliance document checked and approved by Yarris support
    • Green = compliance document checked and approved by Customer.
    N11 - The expected cost of this job if undertaken by this Supplier.
    N12 - Capacity is a guide as to whether the Supplier can cope with the work. Green = not too busy to take on the job. Red = too busy to take on the job. This is based on information provided by the Supplier as to the value of work they are able to undertake each day and the value of the orders that they are currently working on.
    • NOTE: The Capacity should only be used as a general guide. For example, the Supplier may show red (too busy) but they may on-forward Orders to sub-contractors. In this case, the Supplier’s capacity to personally perform the work is irrelevant.

    • See the Tips & Troubleshooting section for reasons why particular Suppliers may not appear on the list.
    N13 - The distance to the job location from this Supplier’s nearest depot. The distance is “straight line” distance between the two locations. (It does not take into account driving distance.) The distance is only displayed if both the job location has been mapped and the Supplier has mapped the location of their depots.
  4. To see the location of a Supplier’s depots, click the Select radio button next to the Supplier.
    N14 - The marker pin of the selected Supplier’s depots change colour from blue to green on the map. The depots of all the other Suppliers are identified by blue marker pins.
    N15 - Tap any depot marker pin to see details of the Supplier, the address of the depot and the distance from that depot to the job location.
    • N16 - Use the Attach tab to attach text notes or documents to the Order as required. See the user guides Attach Document to an Order or Project View and Attach Note to an Order/PV - Send Message via Inbox for details.
  5. To search for Suppliers in another State or Zone that may be capable of undertaking the work, do the following:
    1. Select the State and/or Zone as required from the drop down list.
    2. Click the Search Suppliers button.
      The list displays Suppliers available in the selected State/Zone who are capable of undertaking the work
      • NOTE: There are a variety of factors that the Supplier must satisfy in order to appear on the selection list. See the Tips & Troubleshooting section at the end of this document for a list of reasons why a Supplier may not appear on the list.
  6. After reviewing the Supplier options, click the Select radio button next to the Supplier to whom you wish to allocate the job.
  7. Scroll to the bottom of the Order Allocation screen and click the Continue button.
    Other options for action:
    N17 - Click Re-Itemise to revert to the pre-Itemise Order stage and modify the item list.
    N18 - Click Wrong Schedule/Category to revert to the Categorise Order stage.
    • WARNING: Reverting to the Categorise Order stage will cause the list of Items for the Order to be deleted. After Categorising, the Order will have to be pre-Itemised again.
    1-6-04-3-1_AllocateOrder-ReCat-LBL-GREYBACK.png
    N19 - Click Modify Details to open a separate window to edit the basic Order information. See topic Find, Modify & Export Order Details for more information. This does not impact the categorising or pre-itemisation of the Order.
    • 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 Allocate Order is Itemise Order. See topic What is the Basic Order Process? for more information on the stages.
    1-6-04-13_AllocateOrder-next_stage-LBL-GREYBACK.png
    After clicking the Continue button, the Compliance Warning screen will appear if the Supplier has one or more invalid compliance documents.
    1-6-04-13_AllocateOrder-Compliance_Warning-LBL-NOSHAD.png
  8. If you wish to proceed despite the Compliance Warning, click the Yes button.
Tips & Troubleshooting

A Supplier you expect to see on the selection list for Order allocation may not be on the list. This may be for one or more of the following reasons:

  • The Supplier doesn’t have a Contract for the Schedule and/or Service Category specified in the Order.
  • The Supplier’s Contract has been deactivated or the Order Start Date is earlier than the Start Date of the Supplier’s contract. Check the Contract status (see topic Find Contract for details).
  • One or more of the Items on the Order are not included in the Supplier’s Item Rate table. View the Supplier’s Contract and check the Rates tab to see if all Items on the Order are listed.
  • All the Items are on the Supplier’s Rate table but the Start Date of one or more of the Items in the Rates table is later than the Start Date of the Order. View the Supplier’s Contract and check the Rates tab to see the Effective Range of each Item.
  • If there are customised Attribute fields on the Order or individual Order Items (created by the Customer organisation’s Sys Admin role), Suppliers that do not have the attribute in their Contract or do not match the required Attribute value will not appear on the selection list. View the Supplier’s Contract and check the Attribute tab to see if the Attribute is present and what value is set.
  • The Supplier is not in the Zone that has been selected for the Order. See step 6 above.
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