Standard Financial Instructions Practice Guidance Note Logistics Online Ordering and Online Catalogue Condensed Practice Guidance Notes V01 Date Issued Planned Review PGN No: Issue 1 April 2015 October 2018 SFI-PGN-10-02 Issue 2 April 2018 Author / Designation Responsible Officer / Designation Lisa Keith Senior Buyer Part of NTW(O)51-Standard Financial Instructions Policy Tracey Sopp Head of Accounting and Processing Contents Section Description Page No. 1 Introduction 1 2 Logging on to the NHS Supplychain 1 3 Trust and Requisition Point Selection 2 4 Browsing the Catalogue 3 5 Adding Products to an Order 5 6 Masked Products 6 7 Ways of Ordering 6 8 Comparing Products 6 9 Favourites and Standing Orders 8 10 Checkout 10 11 Viewing and Changing an Order 11 12 Accessing Saved Orders 12 13 Reviewing Latest Orders 13 14 Viewing and Changing an Order 13 15 Authorising Orders Explained 14 16 Tracking an Order 14 17 Deliveries and Discrepancies 15 18 Key to Icons Product Information Icons 16 19 Signing Out 17
1 Introduction 1.1 These Practice Guidance Notes aim to give a brief overview of the new on line ordering system for stock from NHS Supply Chain. 1.2 You can browse the catalogue without logging into Online Ordering but you will not be able to place orders or access other information. (Masked products will not be evident also until you have logged on). 2 Logging on to the NHS Supplychain 2.1 Access the system via www.supplychain.nhs.uk/catalogue in the address bar at the top of your internet access screen or use the direct logon screen: http://my.supplychain.nhs.uk/login/account/login?applicationid=1&returnurl =%2fsolo%2f 2.2 Type in your username and password into the boxes provided and press log in. 1
2.3 Alternatively you Click sign in which appears in the top left hand corner of the web page or you could select the option to place an order and it would lead you to the similar log in screen. 2.4 You will have been issued a username for this system by the Supplies Department, following discussions with your line manager. You would have received an e-mail with your username and a separate e-mail with your temporary password, which you will be prompted to change the first time you log in. 3 Trust and Requisition Point Selection 3.1 The first time you log on to Online Ordering you will have to confirm your Trust and Requisition Point. Most people only have access to one Trust and it is shown automatically. 3.2 Below the Trust is a list of Requisition Points that you can access. You can only work with one Requisition Point at a time and the system will not allow you to proceed if you have not selected one. If you only have access to one Requisition Point this is selected for you. If you click on the (change) icon you can select which Requisition Point you require if you have more than one assigned to you. 2
3.3 Once options have been selected press confirm. 3.4 Once you have selected your Trust and Requisition Point, Online Ordering remembers this information and displays it at the top of the page immediately below your name. (See the sample document below). 4 Browsing the Catalogue 4.1 You can access the catalogue in a number of ways on the HOME page see the image below. 3
4.2 By using the Place an Order button you can search on an item and it will retrieve everything with that word. You can also type in the NPC (National Product Code) and click on the search icon. 4.3 Using the search icon at the top right hand corner can narrow your search down by using the following categories: All; Manufacturing Product Code; National Product Code; Supplier; Brand; Description, Contract. 4.4 You can also browse a category either by holding your mouse cursor over Quick Links on the menu bar. This can be accessed from the left hand side set of options also. 4
4.5 You can select sub-sections of the catalogue; Medical and Non-medical. After selecting a sub section of the catalogue it will display the products within that category. 5 Adding Products to an Order 5.1 Each way of searching will bring up this format. You can add products to an order while searching the catalogue, if you have logged in to the Online Ordering Application, by clicking the Add button. 5
6 Masked Products 6.1 Masked products are those that the Trust that do not normally allow you to order. If you are including masked products in search results, they are clearly identified by a statement in red immediately below the product name. These can be omitted from the search by ticking Hide masked products from search at the top left hand corner. 7 Ways of Ordering 7.1 You can create orders in a number of ways: You can order directly from searching the catalogue as above then adding items to your shopping basket / trolley; You can select a favourites list as the basis of your order useful in conjunction with the Trust Standard Lists which are available on all requisition points. (See Section 9). 7.2 Please note that you can only work on one order at a time, if you click new order without saving or checking out the order will be lost. 8 Comparing Products 8.1 You can also compare multiple products by clicking Add to Comparison. 6
8.2 You can view the products by clicking on Product Comparison in the list of catalogue quick links on the left hand page. 7
9 Favourites and Standing Orders 9.1 Northumberland Tyne and Wear have a number of Trust Standard Favourites Lists which are assigned to every requisition point. These lists have been prepared in conjunction with specialists throughout the organisation to reduce costs and standardise products used within the organisation. 9.2 These can be accessed by selecting the favourites at the top of the page. 8
9.3 The current lists available are for stationery and clinical products should be used as a guide when ordering products of this nature. All other products will be masked and not available to order. There is, however, a process in place to have additional items included and this can be accessed via the Trust Intranet within the Supplies Section: http://nww1.ntw.nhs.uk/spider/services/files/1329386383process%20for% 20requesting%20additions%20to%20the%20standardised%20clinical%20 supplies%20list.doc http://nww1.ntw.nhs.uk/spider/services/files/1329386369process%20for% 20requesting%20additions%20to%20standardised%20stationery%20list.d oc 9.4 These Guidance Notes are provided as an overview of the system and how to access it, but the full guidance notes are available to view as necessary http://www.supplychain.nhs.uk/customer-service/ 9
10 Checkout 10.1 The Order Form opens giving an option to include: A local reference, for internal use or reference purposes for your department; Earliest delivery date which automatically defaults to your regular delivery day of the week, this cannot be amended by selecting an alternative day; The ability to add individual item lines to the order. Adding more lines to the order can be done by typing the product number in the NPC (National Product Code) in this box, which is usually three letters and three or four numbers, and pressing either tab or enter key. This will bring up the product details if available with a short description and then the cursor will prompt you to add the line quantity needed; Any lines added in error can be deleted by clicking on the red cross on the right of that line. 10
10.2 Save your Order or Checkout 10.2.1 Click save if you need to return to this order at a later date to add or amend. 10.2.2 Click checkout to submit the order. If you do not have the correct level of authorisation you will be given the option to transfer the electronic requisition to someone with a level above yours by pressing the enter button. If the order requires authorisation from someone else, the opportunity is given for that person to enter his or her username and password at that time. 11 Viewing and Changing an Order 11.1 You can change a saved order until it is authorised and submitted. However, if you have to cancel the order once submitted you can do this by contacting the Supplies Team at St. Nicholas Hospital on 0191 223 2908 or internally 32908. 11
12 Accessing Saved Orders 12.1 You will be able to review and change any saved orders by accessing the top of the screen to My Orders, which gives a drop down box to access orders in various stages. They can be opened by clicking on the relevant section. Clicking on the pencil will give access to the orders and you will be able to make any changes as required. Saved orders need to be Checkout or they won t be ordered. You can search for saved orders using your local reference, req point or NPC code. 12.2 My Orders 12.2.1 The drop down box for My Orders on the menu bar gives access to review orders on the system: Awaiting authorisation; For authorisation; Saved and Latest orders; Unsatisfied lines (items out of stock). 12
13 Reviewing Latest Orders 13.1 Your Latest orders can be searched for using the same drop down menu and entering the relevant information - for status review only. No changes will be available at this point. The system will hold information for the past three weeks only for you to review. Anything before that date could be accessed by contacting the Supplies Team. 14 Order Authorisation 14.1 Once the checkout is complete and requires authorisation from a senior manager, the opportunity is given for that person to enter his or her username and password at that time. Once the authorisation request is complete, as part of the summary of your order, you can see who has been asked to authorise it. 14.2 If you do have a financial limit (see Section 15 on Authorisation) then the order will be sent direct to NHS Supplychain without the need for authorisation. (You can still make changes to an order before it is authorised). 14.3 As part of the summary of your order, you can see who has been asked to authorise it and can check within Latest orders to see who actually approved the order. 13
15 Authorising Orders Explained This function is not available to everyone, and depends of the level of authorisation permitted. 15.1 All requisitions need to be authorised at some point to enable the order to be processed. 15.2 Users must have this function assigned to their profile which will have been agreed with the agreement of Senior Managers and authorised by completing the relevant delegation forms and set up on the Trust s Mosaic system please contact Don Futers donald. futers@ntw.nhs.uk for further advice. 15.3 Those users with the relevant authorisation level will receive an e-mail to inform them that there are orders awaiting approval, but this e-mail will also be sent to a number of other people with authorisation levels for the relevant requisition points. The e-mail will provide a link to access the system or users could log in as normal, viewing My Orders, with the drop down menu and access information. 15.4 Authorisation is done by clicking on the pencil to view the order and to make any changes, and pressing check out if requisition is in order. Using the Red Cross will delete or deny the authorisation of the order. An e-mail will be sent to the requestor. If an authoriser is on holiday then another relevant authoriser needs to be advised, the goods will not be delivered unless the order is authorised. 15.5 All records are kept in the system for three weeks for review or action. 16 Tracking an Order 16.1 Orders can be tracked from the time they are submitted for processing. 16.2 Once orders have been authorised and submitted they can be seen in the list of latest orders, found in the My Orders Section at the top of the page. 14
17 Deliveries and Discrepancies 17.1 If there is a discrepancy on your order or you haven t received your order this needs to be reported within 3 days. You will not receive a credit or replacement if this not adhered to. Reasons for discrepancy could be either an item not received but on the delivery sheet, or the incorrect quantity. If the person that usually checks the deliveries is on holiday then this task needs to be assigned to someone else to prevent not receiving a credit / replacement. Please contact the Supplies Team on 0191 2232908 to report all discrepancies. 17.2 Details of an Order 17.2.1 Please see screen above. The status will change as the order is going through the processing system. 17.3 Order Status Order sent order successfully submitted to NHS Supply Chain; Sent some lines denied order submitted but some lines denied by someone other than the person who created the order; Denied the whole order has been denied by someone other than the person who created the order; Order amended and sent order submitted but someone other than the person who created the order has amended quantities. 17.4 Supply Chain Status Accepted order has been accepted and is being processed; Out of stock shown against an individual line items will need to be reordered; Picked the order has been processed and is being picked and packed; Loaded on the lorry; Delivered arrived at the delivery location and has been unloaded; Blue Diamond these are items delivered by NHS Supply chain, but not held at the distribution centre but they may have an additional lead time. The expected delivery day will be indicated; 15
Received order received but not processed; Supplier out of stock show against individual lines; Incomplete order line not accepted comments listed to indicate reasons; Forward order received earliest delivery date if more than 8 days processing suspended until nearer the time; Cancelled order cancelled. 18 Key to Icons Product Information Icons Blue diamond Non Stock Item delivered by NHS Supply Chain lead time is specified; E E-direct processed by NHS Supply Chain, delivered by supplier lead time is specified; S Item that has been classified as using sustainable resources; E Electro medical item; - Ethically sourced product; C Product subject to COSHH; - Commitment discount scheme; Order management - Authorise an order; Blue pencil edit an order; X delete line from order or favourite. 16
19 Signing Out 19.1 Please make sure that you sign out of Online Ordering when you are not using it. The sign out option is available in the top left corner of every page. 17