OneSource Concierge eprocurement CREATE A PURCHASE ORDER - UTILIZING ORDER GUIDES Instructional Guide: Create a Purchase Order - Utilizing Order Guides Submit a Purchase Order Order Confirmation Technical Support Monday - Friday 7:00 A.M. 7:00 P.M. EST Need Help? Click Submit Case Link on Every Screen Assistance Logging In? Call (844) 599-1678
OneSource Concierge Table of Contents Locate the Order Guide Section 2 Select an Order Guide 3 Purchase Order Section 5 Steps to Create Purchase Order 5 Print Order Guide 5 Enter Quantities 6 Review Order 6 Save a Purchase Order for Later 7 Confirm / Proceed with Purchase Order 8 Submit Purchase Order 8 Order Confirmation 9 Approvals Required 9 1
1. To create a Purchase Order, use an order guide. 2. You can locate the order guide section from two areas. a. The quickest way to locate order guides is from the dashboard quick link section. i. Go to quick links and move your curser to the Use an Order Guide link and click on it. b. An alternate way to locate order guides is by using drop down lists beginning on the OneSource Concierge tool bar (View>Purchasing>Order Guides). i. Move your curser to the top of the screen and hover over View. A dropdown list will appear. ii. Move your curser down and hover over Purchasing. A dropdown list will appear. iii. Move your curser to Order Guides and click on it. 2
A new screen called Purchasing - Order Guides will appear. Note the property location is displayed. If you purchase for multiple locations, use the drop down and select the appropriate location. 3. Locate the Order Guide you would like to use to create a purchase order. a. To sort the Order Guide Name column, click on the up/down arrow to the right of header to reverse the sort order. b. To conduct searches and narrow down results, enter key words or dates (as applicable) within the blank boxes under each column. 4. Click on the desired link located under Order Guide Name to select an appropriate Order Guide. 3
5. A new screen will appear with details about the selected Order Guide. The Order Guide will include three key sections Header, Items, and Estimated Totals / Review Order. a. Header Section - i. Bill To - should read your company name. ii. iii. Ship To - should read your location name, the location where the goods will be delivered. Order Contact Name this field will display your name; if it does not, please type in your first and last name. b. Items Section - i. All items within the selected Order Guide will appear in a list format. ii. Details for items include: Item Name, Manufacturer, Price, etc. iii. Item Search - Utilize Quick Search feature (in the Header Section) or enter known details about the item in the blank box below the column headers. iv. Note: Adding items to an Order Guide and/or Purchase Order (from a catalog or requesting an item to be added to an Order Guide) will be covered in a supplemental instructional guide. 4
c. Estimated Totals / Review Order Section(s) i. A box will be floating on the right side of your Order Guide. You can click on Hide Totals while you are working on the order if it is in your way. Click on Show Totals and it will reappear. ii. Another view of estimated totals is located at the end of the item list at the bottom of the page. 6. There are 3 primary steps to create a Purchase Order Print Order Guide, Enter Quantities, and Review Order: a. Print the Order Guide to obtain a hard copy list of items for your daily inventory - i. Move your curser over the list of items and right click with your mouse. The following list of options will appear (Export/Print PDF, Export/Print XLS, Show/Hide Columns, Clear Filters, Expand All, and Collapse All). ii. iii. Click Export to PDF or Excel and select Open when prompted whether you want to open or save. (To expedite in the future, if your Order Guide hasn t changed, you can Save it for quick reference.) Click Print 5
b. Enter Quantities - i. Inventory - Take the printed Order Guide or inventory sheet to your storage room and, based on your par levels, enter the quantity needed for each item within the empty Order box on the sheet. ii. Take the inventory sheet back to the computer and enter the quantity of the first item needed in the appropriate box. You can tab to the next item or use your cursor to enter quantities needed for all items. c. Review Order - Once you have finished entering the quantities, click on Review Order which is found at the top right of your screen or a second area at the bottom of the item list. i. A new screen will open and will contain only the items you had entered quantities for; also note the GL Account numbers are now viewable for each item. a. Delivery Date: On the top left there is a mandatory box to enter the date you want your order delivered. Click on the Down Arrow and select the delivery date. b. GL Accounts: Each item has already been set up with an approved GL Account. If you need to edit or add a GL Account, contact your Controller or General Manager. c. Comments: On the bottom left there is a comment box for you to input information to the supplier regarding the order. 6
ii. Edit/Go Back: a. If you need to make an edit or if you forgot an item, click on the Edit/Go Back button at the bottom of the Purchase Order and it will take you back to the Order Guide. b. An alternate way to go back and make edits is by using the drop down list on the OneSource Concierge tool bar (Edit>Go Back). a. Move your curser to the top of the screen and hover over Edit. A dropdown list will appear. b. Move your curser down to Go Back and click on it. c. To edit a quantity, change the amount (enter 0, if the item is not needed). d. Note: Do not to click on the Red X as that will remove the item completely from the Order Guide. e. Follow the same process as noted previously enter correct quantities and review the order. d. To save the Purchase Order for later click on Save for Later and then click on the Save button. A confirmation message will appear indicating you have a saved Purchase Order. i. To retrieve the saved Purchase Order, navigate back to the order guide like you are going to place a new order. Preloaded quantities will be saved and you can resume ordering. 7
7. To delete or remove a saved Purchase Order: a. Navigate to the WorkFlow queue. You do this be selecting View > Workflow Queue form the Concierge menu. b. Place a check mark in the box to the left of the Confirmation # column, next to the word Queued and then click on the red X Delete. c. To proceed with submitting the saved Purchase Order, Navigate back to the order guide as if you were going to place a new order. Your quantities will be saved and the order guide will load with your saved quantities in place(see instructions for placing an order using an Order Guide). d. Confirm Order Request: On the bottom left you will see a Square Button to the left of I have reviewed this order and wish to proceed. Click on this box and it will turn Blue. e. Submit Purchase Order: If you are ready to proceed with the order, click on Submit Order on the lower right side of the screen. i. The default shipping selected will be Standard which indicates the order will be processed. f. Order Confirmation: A box with appear with your Purchase Order details and you can print your order. You may receive a note alerting you to the order status. If approvals are required, the order will be noted as pending approval. g. Approvals: Food Purchase Orders are not routed internally for approval, they are directly submitted to the vendor. Non-food Purchase Orders are required to be routed for approval. Your approver will be notified by email that orders are pending. 8