Core Business Systems Support / OrderPoint Shoppers User Guide V2.3 September 2018 Public document Page 1 of 84 OrderPoint School Shoppers User Guide This guide takes you through creating shopping carts (internal and punch-out catalogues and free description) and goods receipting including returning goods. A quick step shoppers guide is also available on our SAP for Schools pages on the SchoolsNet website (no log in required). For assistance: call the Core Business Systems Support Team on 01629 538088 or email [email protected]
Transcript
Core Business Systems Support / OrderPoint Shoppers User Guide V2.3 September 2018 Public document
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OrderPoint School Shoppers
User Guide
This guide takes you through creating shopping carts (internal and punch-out catalogues and free description) and goods receipting
including returning goods. A quick step shoppers guide is also available on our SAP for Schools pages on the SchoolsNet website
(no log in required).
For assistance: call the Core Business Systems Support Team on 01629 538088 or email [email protected]
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Contents
1. OrderPoint Information for Shoppers ............................................................................................................... 5
2.2 OrderPoint Main Menu Screen ....................................................................................................................... 8
2.3 Creating Any Type of Shopping Cart .............................................................................................................. 9
2.4 Naming Your Shopping Cart .........................................................................................................................11
2.5 Adding a Note to Your Approver – Optional ..................................................................................................11
2.6 Changing a Delivery Address – Optional ......................................................................................................12
2.7 Entering the Account Assignment – Cost centre or SIO number...................................................................13
2.8 Selecting the Type of Shopping Cart .............................................................................................................14
3.1 Selecting a Punch-out Catalogue ..................................................................................................................16
3.2 Search for Your Products by Product Code, Keyword or Product Category .................................................17
3.3 Completing Your Order in the Punch-out ......................................................................................................20
3.4 Checking the Details of Your Punch-out Shopping Cart – All Catalogues .....................................................21
3.5 Ordering Your Shopping Cart.........................................................................................................................24
4.2 Adding the Vendor ........................................................................................................................................30
4.3 Duplicating a Line ..........................................................................................................................................32
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4.4 Viewing and Checking the Details of Your Shopping Cart ............................................................................34
4.5 Ordering Your Shopping Cart ........................................................................................................................36
4.6 Saving Your Shopping Cart ...........................................................................................................................37
4.7 Searching for a Vendor on OrderPoint ..........................................................................................................38
4.8 Adding a Note and/or Attachment for the Vendor - Optional .........................................................................40
5.2 Adding Items to Your Shopping Cart .............................................................................................................44
5.3 Viewing and Checking the Details of Your Shopping Cart ............................................................................46
5.4 Ordering Your Shopping Cart ........................................................................................................................48
5.5 Saving Your Shopping Cart ...........................................................................................................................49
6 Old Shopping Carts ...........................................................................................................................................50
7 Finding and Checking Your Shopping Carts and Purchase Order Numbers ...............................................52
7.1 Shopping Cart/Purchase Order Frequently Asked Questions .......................................................................53
7.2 Finding Your Shopping Carts (and checking their status) .............................................................................54
7.3 Finding an Individual Shopping Cart ..............................................................................................................55
7.4 Finding a Selection of Shopping Carts ..........................................................................................................56
7.5 Awaiting Approval status – Editing or Adding items ......................................................................................58
7.6 Approved Status – Viewing a Purchase Order and When/How it was Sent ..................................................60
7.7 Saved Status – Editing or Adding Items ........................................................................................................63
7.8 Outstanding Items to Goods Receipt .............................................................................................................65
7.9 Deleting a Shopping Cart .............................................................................................................................66
8.2 How to Goods Receipt (Confirm) Part and Full Deliveries .............................................................................75
8.3 How to Delete a Confirmation ........................................................................................................................79
8.4 How to Return Delivery a Confirmed Item ......................................................................................................81
9 Help and Assistance ..........................................................................................................................................84
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1. OrderPoint Information for Shoppers
OrderPoint is an electronic procurement system used to request goods and services effectively and efficiently. It communicates
with SAP and allows real time commitment updates. It is for ordering goods where the exact price is known (so ensure you include
any delivery charge).
The OrderPoint process:
Shopper enters the order information into a shopping cart and once approved, a commitment is made against the GL code in
your budget (net amount)
Approver is automatically notified by email and logs into OrderPoint to approve (or reject) the cart
o Approvers approve shopping carts within their financial approval limit (£1,000 / £5,000 / Unlimited)
o At this point of approval: i) the Purchase Order (PO) number is generated
ii) a pdf copy of the order is sent to the Vendor and
iii) committed amount(s) appear in your selected GL code(s) in your budget
Goods arrive in school - Shopper/Approvers goods receipt these and GL code in the budget is debited with the actual cost
and the committed amount removed
Invoice goes to Accounts Payable, County Hall (sent by the Vendor directly to Accounts Payable. If sent to school, send onto
Accounts Payable, do not keep in school)
Vendor is paid (on payment terms) when the goods have been receipted, the quantity/price and the invoice is received by
Accounts Payable
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1.1 Accessing OrderPoint To access OrderPoint, you have to log into the Juniper Portal (a desktop icon on your pc) to see the OrderPoint (bookmark) link.
Double clicking on this brings up the OrderPoint log in screen.
If you are not currently set up, your Head teacher will need to complete the New User form SAP and databooks and email it to
Note: if you want to log into SAP and OrderPoint, always log into SAP first.
Log on
Enter your OrderPoint User ID - your payroll
number
Enter your Password
Click on the Log on button
Note: If you are already logged onto OrderPoint and wish to log into SAP, you need to log off OrderPoint first. However, if you are already logged into SAP, you are able to log into OrderPoint. Note: Please read the disclaimer notes – For Schools OrderPoint Users Only
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2. Shopping Carts
There are three types of shopping carts (orders) Shoppers can create in OrderPoint:
Punch-out catalogue orders – a secure link to the vendor’s website to select goods/services, returning back to OrderPoint to
create the shopping cart. Prices and stock levels are immediately visible, cutting down on possible delays and discrepancies –
see Section 3
Free description orders – when you know the price of a product/service and the vendor is not available in either catalogue
option – see Section 4
Internal Catalogue orders - containing products/services with prices set based on contracts agreed with selected vendors eg
Lyreco, Arco, Frank Berry – see Section 5
Follow Sections 2.3 to 2.7 for the initial steps in creating any type of shopping cart and then follow the relevant Sections 3, 4 or 5 to select a punch-out, free description, internal catalogue
2.1 Frequently Asked Questions How do I know if a Vendor is on OrderPoint? Most Vendors you currently use will be available in OrderPoint. You can check by creating a ‘mock’ free description shopping cart, see Section 4.7 Searching for a Vendor on OrderPoint or by emailing [email protected] How do I add a new Vendor into OrderPoint? If your checks show the Vendor is not on OrderPoint, complete a MD4 school vendor request form. Who should a Vendor contact if they have a query about an invoice or payment? Initially, the Vendor should contact the school to establish if the goods/services have been received and if the invoice has been sent to Accounts Payable. If the invoice has been submitted, the Vendor should email [email protected] .
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The item(s) I want to order are not available within an OrderPoint catalogue. How do I order it? Check that the Vendor is on OrderPoint, then use the free description shopping cart option to enter details of the item(s). See Section 4 Free Description Shopping Cart. How do I show a delivery charge on my order? Always check for any delivery charges/minimum order cost. The delivery charge is added to the shopping cart as a free description line item, see Section 4.3 Duplicating a line. How do I show a discount code/account number or attach an item to my order? In the Notes and Attachments tab, see Section 4.8 Adding a note or attachment. How can I add/change/delete items in a shopping cart? You can make changes to your shopping cart before it has been approved, ie with a status of “Awaiting Approval” or “Saved”. See Section 7.5 and Section 7.7 Awaiting Approval and Saved Status – Editing or Adding items.
2.2 OrderPoint Main Menu Screen
As you log in, you see the home screen with the following menu options:
Home-School Shopper: click on this to return to home
page.
Has sub menus of:
o Work Overview > Inbox – rejected shopping cart
items will show here
o Shopping Area – view the status of your shopping
carts eg Awaiting Approval, Saved
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o Personalization – where you can check your user
details and set up Team shopping
Purchasing: Create shopping carts and confirm goods.
Has sub menus of:
o Shopping cart - create new shopping carts
o Shopping cart template – schools do not use this
option
o Confirmation – to goods receipt your goods
/services
2.3 Creating Any Type of Shopping Cart
Every type of shopping cart is initially created in the same way:
Log into OrderPoint
Click on the Purchasing menu
Click on Shopping Cart - a pop up window displays – Create Shopping Cart
Follow the sections 2.3 to 2.7 to name the cart, add a note to approver (optional) enter a cost assignment (cost centre or SIO) or change the default delivery address (optional).
Then go to the relevant sections of this guide - 3, 4 or 5 depending which type of cart you wish to create.
See next page to view the Create Shopping Cart window
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2.4 Naming Your Shopping Cart
Enter a meaningful name in Name of shopping cart
eg your initials/Vendor name/brief description of order/date
Doing this makes it easier for you (and your approver) to easily identify your cart at a later date. Note: the shopping cart number is generated as soon as you click on Shopping Cart.
2.5 Adding a Note to Your Approver – Optional
If you wish to, type a note for your Approver in Approval
Note
This could be an information note, a Governors minute number, or to say that goods are required urgently.
Your approver will view this whilst approving your shopping cart.
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2.6 Changing a Delivery Address – Optional
Your school’s delivery address is set as the default in OrderPoint. However if you have a split site school, you may need to change the delivery address within a particular shopping cart in order for the goods to be delivered to the required site.
Click on Set Values (Default Settings)
Extend the pop up window to show the Delivery
Address/Performance Location tab
Type in the address required on the left hand side of the
window, click OK
Or click on the search squares and search by Post code
You can overtype the text in the Additional Name field to
add the name of the person the goods are being ordered
on behalf of.
Note: This changed delivery address will only apply to the shopping cart you are in. If you would like a new default delivery address adding to your user profile, please email [email protected]
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2.7 Entering the Account Assignment – Cost centre or SIO number An account assignment is required for each shopping cart ie to charge the cost of it to, either your cost centre or an SIO. You select from the following options:
Cost Centre - which requires your cost centre eg CIP1234. From September 2017, you have two new cost centres to use for expenditure on Devolved Formula Capital (DFC) and General Capital Reserve (GCR), eg for DFC – CHD1234, for GCR – CHG1234
Order – which requires an SIO eg 5000123
Click on Set Values (Default Settings)
Click into the Account Assignment tab
In Account Assignment Category click on the drop down arrow to select eg Cost Center or Order
In Assign Number, either search for your number or type in your cost centre or SIO, then click Enter (on keyboard)
Now click OK
The selection in Account Assignment Category eg Cost Center, must match the number in Assign Number eg CIP1234.
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Note: you can assign your shopping cart to one or more account assignment (cost center/SIO) by Percentage:
Click on Split Distribution to generate lines
Enter the split, editing the Percentage column in each line, click Ok
To split the cost of the shopping cart by Value or Quantity can only be done at line item level once all items have been added to the shopping cart – see Section 3.4 Viewing and Checking details of your shopping cart
2.8 Selecting the Type of Shopping Cart
Click on Add Item to select the type of shopping cart you want to create
Now please go the relevant sections in this guide for the type of shopping cart you wish to create:
Punch-out Catalogue – Section 3
With Free Description – Section 4
Internal Catalogue – Section 5
Old Shopping carts – Section 6
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3 Punch-out Catalogue Shopping Carts
A punch-out catalogue is a link within your OrderPoint shopping cart which securely accesses a Vendor’s website.
The shopper selects goods/services and then returns those items back into your shopping cart in OrderPoint.
Those line items are populated with the description, correct price, pre-determined GL code (named Product code in OrderPoint), quantity and Vendor details.
The Vendor can supply the goods and services with minimal discrepancies as shoppers can see if a product is in stock and select alternatives if required.
It is important that you read the disclaimer below before you use the punch-out functionality:
1. Derbyshire County Council (DCC) have enabled technology in OrderPoint to allow schools to purchase goods and/or
services from the external product catalogues of selected suppliers (the “Services”).
2. DCC cannot recommend the use of any particular supplier that can be accessed via this technology, and any school using
the Services shall be solely responsible for selecting a particular supplier of the Services. The school will also need to
demonstrate that it has complied with the regulations and procedures (including Value For Money obligations) as set out in
the Derbyshire Scheme for Financing Schools.
3. Accordingly, whilst DCC have taken reasonable care in providing this purchasing facility through OrderPoint, other than
where it is negligent, DCC cannot accept liability for any damages or losses howsoever incurred by any school where such a
school uses the Services.
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3.1 Selecting a Punch-out Catalogue
Although each Vendor’s punch-out catalogue website is unique, the ordering processes are similar, ie searching for the item(s), entering the quantity, adding the item(s) to the basket and then returning the goods into your OrderPoint shopping cart. Note: please be aware that websites can “time out” so if you are selecting a large quantity of items, it is best to regularly click on Proceed to Checkout/Complete Punch-out to bring the items back into the shopping cart, click on Save, then click on Edit and go back onto the website (click Add Item, click the Vendor punch-out) to continue ordering.
You can search for items by: o Product code – eg catalogue number o Keyword – eg crayons o Product type - eg stationery
As at September 2017, the available punch-out catalogues are: o Arco in Schools o ESPO Schools o Lyreco Schools o YPO
Once you have named your cart and added the Account Assignment (cost centre or SIO) (Sections 2.3 to 2.7):
In Item Overview, click on Add Item
Click on your required Vendor
The punch-out catalogue link takes you out to the Vendor’s website
Ensure the window is fully maximised
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The following screens refer to the YPO and ESPO catalogues:
3.2 Search for Your Products by Product Code, Keyword or Product Category YPO: Search by Product Code
You are taken to the Quick Order Builder page
If you know the product code (catalogue number), type
it into the Product code field and click Enter on your
keyboard
Enter your required quantity and click Add
ESPO: Search by Product Code
You are taken to the home page
Type in the product code (catalogue number) into the Search field and click Find
Click on the product and then enter quantity required
The green tick shows if the product is in stock
Click Add to Order
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YPO: Search by Keyword
In the Home or Quick Order builder page, type your keyword into the Search field
As you type, a list of related items appear, click on the relevant item
Enter the quantity required and click Add to basket
ESPO: Search by Keyword
From the home page, type your keyword into the Search field and click Find
Scroll to find your product, then click on the description/picture
As before, enter the quantity required and Add to Order
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YPO: Search by Product Category
Click on Products to view the categories
Click on a category and drill down to the required item
Enter the quantity and click Add to basket
ESPO: Search by Product Category
Click on a product category eg Arts & Crafts
Select an item from the list (on the left) or click on a sub category and keep drilling down until you find the item you require
Enter the quantity of the item and click Add to Order
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3.3 Completing Your Order in the Punch-out YPO: Completing Your Order
When your order is complete, click on the Basket icon
(top right)
In the Basket, you can Update quantities or Remove
items as required
ESPO: Completing Your Order
When your order is complete, click on the purple Checkout button (right hand side)
Your order details display, giving you the option to edit or remove quantities or items
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Click Proceed to checkout
This returns the items back into your OrderPoint
shopping cart
Click Continue Checkout
Click Complete Punch-out
This returns the items back to your OrderPoint shopping cart
3.4 Checking the Details of Your Punch-out Shopping Cart – All Catalogues
The contents of your basket have now been transferred into your OrderPoint shopping cart
Note: Items are assigned the appropriate Product Category (GL code) which cannot be changed.
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The Delivery Date defaults to 7 days’ in
future. If you want to change the date, use the
calendar or overtype in each line
To see full details of your cart, highlight any
line item and click on Details to view the
information tabs
Item Data tab - contains the basic item
information such as price, GL code (Product
Category), quantity, VAT
Delivery Address/Performance Location
tab - if you need to change the delivery
address for the goods ie if you are a split-site
school
Notes and Attachment tab – add a note or
attachment to the Vendor – see Section 4.8
Account Assignment tab - if you need to
change the cost centre/SIO for the selected
line only
Or
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Split the line item by Quantity or Value ie assigning the quantity or cost of the line item to different SIOs and/or cost centre:
Select the Cost Distribution ie By Quantity or Value
Click Split Distribution (creates extra lines)
Edit in each line, as required: o Quantity or Value o Account assignment category –
Order or Cost Center o Assign number – SIO or Cost
centre
Click Enter on your keyboard to save
Up to this point, you can re-visit the Vendor’s website to add more items to your shopping cart by clicking on the Vendor name link in Add Items.
You can add a free description line to a punch-out shopping cart – see Section 4 – Free Description Shopping Cart.
If you save and close out of the shopping cart, this may lose the cost centre/SIO for any new additional items you may later select. You will have to go to the Account Assignment tab for each additional line to input this.
When you are happy that all details of your punch-out shopping cart are correct:
Click on Check - a message will display if the shopping cart has no errors
Note: If error messages appear when you click on Check, you will need to resolve these before you can click Order. Errors are listed per line item.
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Common errors are missing or incorrect entries in the Account Assignment tab (see above example) – “error in account assignment” – do you have matching entries in the Account Assignment Category and Assign Number fields ie if Category is Cost Centre, the
Number should be your cost centre.
Please contact the Core Business Systems Support Team for any assistance in resolving the errors.
3.5 Ordering Your Shopping Cart
If the shopping cart has no errors, it can be ordered
Click Order
A message will display, confirming you have successfully created a shopping cart
Note: You may wish to make a note of the shopping cart number
Click on Close
The shopping cart has now been sent to your OrderPoint approver(s), who receive an email notification and then log into OrderPoint to approve the cart. At approval, the Purchase Order is created and emailed automatically to the Vendor. Note: Saving the shopping cart – we do not recommend saving a punch-out catalogue shopping cart to return to later.
Most Vendors use email as their preferred method of receiving Purchase Orders. A small minority prefer to receive the Purchase Orders by post. These go out by second class post on the same day if approved by 3 pm and the next day if approved after 3 pm.
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4. Free Description Shopping Cart
4.1 Selecting Free Description
Use this option when you know the Vendor is not available as a punch-out or internal catalogue in OrderPoint. Before you create a free description shopping cart, ensure you know the following information:
Is the Vendor available on OrderPoint? How to find out - see Section 4.7 Searching for a Vendor on OrderPoint
The accurate quotes/prices
The product/catalogue code or description of the item(s)
The GL code to charge to (in OrderPoint, this is known as the Product Category)
Does a delivery charge apply? If so, add a separate line item – see Section 4.3 Duplicating a line
Do you need to add a note (eg your account number/discount code) or an attachment – see Section 4.8 Adding a note or attachment for the Vendor
Once you have named your cart and added your Account assignment (cost centre/SIO) – (sections 2.3 to 2.7):
Click Add Item
Click With Free Description
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The Add Item with Free Description pop up window appears:
Product Type: Material - do not change this to Service as if you do, you will be unable to goods receipt
Type in a Description of the first item, use its catalogue/product number, if you know it
Internal note: this note stays in the shopping cart, the Vendor cannot view this. You do not have to use this field.
Product category - (the GL code): if you know this, type it directly in – add two zeros as a prefix eg 00145520 Or if you don’t know it:
Click on the search box
In the Search Product category screen, search either by:
Description - type all or part of the Product Category Description eg *stationery*
Or
If you wish to view the full list of codes, click on Start Search
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This brings up the full list of GL codes in another screen. They
are listed in numerical order, as on your Annex 1.
To find the correct GL code by its description, click on the Description column heading and select Sort in Ascending (or Descending) Order
Then scroll down the list to find the code you require
For either search, with the Product Category number displayed:
Click on the description/number, which takes you back to the previous Add item screen, and populates the Product Category number and description
Quantity / Unit: o Type in Quantity required o Enter the Unit of measure by either typing directly in
here eg EA (each)
Or
by clicking on the search box , then in the next screen, click Search
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This brings an alphabetical list of units of measure to select from
Click on the correct unit, which again populates the Unit field back in the Add item window
Net price / Currency: type in the net price per item / GBP is pre-populated.
Delivery Date: defaults to today’s date and will automatically be brought forward by 7 days when you are back in the cart If you need to edit the date, either type the date in the format DD.MM.YYYY
or select from the Calendar button
Click Add to Item Overview
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The details of your first item are displayed in the first line of your shopping cart
Note: Please do not enter any text/numbers in the Product ID field
At the top left of the screen is a warning message relating to missing Vendor information
Follow the next section to select your Vendor
X
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4.2 Adding the Vendor
With the first line of the order highlighted, click on the Details button
The information tabs display
Click on the Sources of Supply / Service Agents tab
Click in the Supplier search box at the bottom of the tab
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Click into the blank field for Search term 1, type in all/part of the Vendor name
Note: Do not search in Business Partner – this will give an error when checking your cart.
Note: Typing an asterisk *at the start and end of the word will bring up all Vendors containing that word Click on Search
Note: You can click on the drop down arrow in Search Term 1 to search by Postal Code if preferred.
Results will display:
Click on your Vendor number or name - the details will then populate the Supplier field in the Sources of Supply tab
Now click Assign Supplier You must click Assign Supplier to complete the action.
Details of the Vendor show in the shopping cart line item in the Supplier field (far right)
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Adding a note and/or attachment for the Vendor (Optional) see Section 4.8 A note eg discount code or account number, shows on the Purchase Order. An attachment eg a quote or school logo, accompanies the Purchase Order when it is emailed/sent to the Vendor.
4.3 Duplicating a Line
Duplicating your first line item (once all details are entered, including the Vendor and you have checked it) is the time saving way to create a shopping cart with several line items. Including adding a delivery charge line. Item description, price, quantity, etc can then be edited in the duplicated line(s). Before duplicating a line, you must always Check for errors (or any errors will also be duplicated).
After you have fully entered your first line item, click on Check
A message will display if the shopping cart has no errors
Note: If error messages appear when you click on Check, you will need to resolve these before you can click Duplicate. Please contact the Core Business Systems Support Team if you need assistance.
With the first line item highlighted, click on Duplicate. This creates a duplicate line.
Change the information for this line as required by clicking on the Details button to show the information tabs:
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In the Item Data tab, you can overtype the existing text with details of second line item:
o Description - product number
o Product Category* – GL code
*Note: Please be aware that if you change the Product Category (GL code) or the Unit of measure, the Vendor details will be removed and will need to be re-added by going to the Sources of Supply/Service Agents tab. For guidance, please go back to previous section Adding a Vendor.
o Product ID – do not enter text here (it will create
errors on checking)
o Price - net price per item
o Quantity/Unit*
o Tax / Amount – VAT rate
With all changes made to that line, click on Check – this updates the line details and checks for errors
If error free, continue to use the Duplicate button to duplicate as many lines as required for your shopping cart
Note: Deleting a line: If you duplicate too many lines and need to delete a line, highlight the line and click on the Delete button.
When your order is complete, click on Check and then click Order
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4.4 Viewing and Checking the Details of Your Shopping Cart
To see full details of your cart, highlight any line item and
click on Details
The Item Data tab contains the basic information of your ordered item:
o Product ID – do not enter text/numbers here (this
will create errors when clicking on Check)
o If you need to change the VAT rate, do this in the
Currency, Values and Pricing section by
clicking on the drop down arrow in Tax / Amount
o Select the appropriate VAT rate (this automatically
saves – no OK or Save button)
Note: The default setting is standard rated VAT at 20%
Use the yellow arrows to move onto the next line item
The Delivery Address/Performance Location tab is where you can edit the address goods should be delivered to ie if your school has a split site
The Account Assignment tab is where you can change the cost centre/SIO (for the selected line only)
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Or split the line item by Quantity or Value ie assigning the quantity or cost of the line item to different SIOs and/or to cost centre:
o Select the Cost Distribution ie By Quantity or By Value
o Click Split Distribution (creates extra lines)
o Edit in each line, as required:
Quantity or Value Account assignment category – Order or
Cost Center Assign number – SIO or Cost centre
There is no Save button, clicking on Enter on your keyboard updates the changes
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4.5 Ordering Your Shopping Cart
If the shopping cart has no errors, it can be ordered
Click Order
A message confirming you have successfully created a shopping cart will display
Note: You may wish to make a note of the shopping cart number
Click on Close
The shopping cart has been sent onto your OrderPoint Approver(s), they receive an email notification and then log into OrderPoint to approve the cart. At approval, the Purchase Order is created and emailed automatically to the Vendor. Errors: If errors display at the top left, you need to resolve these before you can order the cart. Errors are listed per line item. Common errors are missing or incorrect entries in the Account Assignment tab (see opposite example) – “error in account assignment” – do you have matching entries in the Account Assignment Category and Assign Number fields ie if Category
is Cost Centre, the Number should be your cost centre.
Please contact the Core Business Systems Support Team for any assistance in resolving the errors.
Most Vendors use email to receive Purchase Orders. A small minority prefer to receive them by post which go out by second class post on the same day if approved by 3 pm and the next day if approved after 3 pm.
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4.6 Saving Your Shopping Cart
If you have to, you can save the shopping cart and return to it later, to continue adding or editing items.
Click Save
If you stay in the shopping cart, click on Edit when you want to continue adding or editing your items
Then click Check
Click Order
If you need to, click Close to exit the shopping cart
The cart is now saved for as long as you need it to be
To go and find your shopping cart and edit, please follow Sections 7.2 and 7.7
Then to continue editing the cart, please go back to the start of this section
When you are finally ready to complete your cart, click Check and then if no errors show, click Order
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4.7 Searching for a Vendor on OrderPoint You can check in OrderPoint if a vendor is set up by doing the following, which is a shortcut to the Vendor search as shown Section 4.2.
In the Purchasing menu, click on Shopping Cart
Click Add Item and select With Free Description
Type “a” into the Description field
You now also need to type a GL code in Product Category – eg 00140210
Click Add to Item Overview
Doing this allows you to click on the Details button to access the Source of Supply/Service Agent tab
Click on the Sources of Supply / Service Agents tab
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Click in the Supplier search box at the bottom of the tab
In the Search Supplier window, in the blank Search term 1 field, type in all/part of the Vendor name.
Note: Typing an asterisk at the start and end of the word will bring up all Vendors containing the word
Click on Search
If the vendor is on OrderPoint, this will display.
If you want to check further, please contact the Core Business
Systems Support Team. If you wish to add the Vendor to OrderPoint, please complete a MD4 school vendor request form.
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4.8 Adding a Note and/or Attachment for the Vendor - Optional
You can add a note or attachment onto any type of shopping cart. A note eg special instructions, discount code, customer account number, will show on the Purchase Order (in the Vendor Text field).An attachment eg quote or school logo accompanies the Purchase Order when it is forwarded to the Vendor.
To add a note to the Vendor: If the note is applicable to the whole order eg discount code, add the note to the first line of the order.
With the first line item (or relevant line item) of your cart highlighted, click on the Details button
Click on the Notes and Attachments tab
Click on Vendor Text
Overtype the existing text with your own message and click OK This will not delete the description of your item in that shopping cart line
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The note is added and will appear in the relevant line item on the Purchase order (when the cart is approved) under the heading Vendor Text.
To add an attachment:
With the first line (or relevant) highlighted, click Details button
Click the Notes and Attachments tab
Click Add Attachment
Click Browse to navigate to the document’s location (where your document has been previously saved to)
Double click on the document name – the file name will populate the File field
Type a Description if you wish
Untick the checkbox Visible Internally only. This ensures
the attachment goes with the Purchase Order to the vendor
Click Ok and the attachment then shows on screen
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5. Internal Catalogue Shopping Cart
OrderPoint catalogues contain items with agreed prices based on contracts placed between the Council and the vendors. Selecting items from a catalogue populates the product category (GL code), VAT rate, Vendor and price. The product category (GL code) cannot be altered. The shopper enters the cost assignment (cost centre or SIO), enters any change in delivery address, selects the quantity of items, edits the delivery date (if required). Current available catalogues include Lyreco - stationery supplies, Frank Berry - paper and stationery products, TTS – educational supplies.
5.1 Selecting Internal Catalogue
Once you have named your cart and added your account assignment (cost centre/SIO) – sections 2.3 to 2.7:
Click on Add Item and select School Catalogue
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The catalogue screen displays
All available catalogues are listed under Supplier (right hand side)
Scroll down the Supplier list to find your required Vendor, then tick the Vendor name
This will display all the catalogue items for that selected Vendor
The number of pages for that vendor display at the bottom left
Search for your items by using the Keyword search field:
Type in your keyword eg paper and click
Search. Results will display
Note: Use an asterisk at either side of the keyword eg *paper* and all items with that keyword in their description display eg copier paper, paper towels.
The Keyword search facility will search through all vendor catalogues without ticking the Supplier, useful if you know what you want to order but don’t know which Vendor. .
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5.2 Adding Items to Your Shopping Cart
Select the item you wish to order by checking the tick box in the Select column
Edit the Quantity by overtyping
Click Add to Cart
Continue ordering your goods as required, moving onto next page(s) as required. Ensure
you add all items to cart before moving onto the next page.
When your ordering is complete, click on Cart Preview
The Cart Preview screen shows your selected items - the description, net price, product category (GL code), vendor
Click Transfer Items if you wish to proceed with the order
If you need to change the quantity, overtype the amount, then click Recalculate. This updates the quantities and prices. Then click Transfer Items
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Your selected item(s) populate the line items of your cart eg description, product category (GL code), price, quantity, VAT, Vendor (Supplier)
Scroll to the right to see all details of the order, including the net, VAT and gross amounts
The Delivery Date defaults to 7 days’ in
future.
If you need to edit this, either over type the
date or click on the calendar icon to select the
required date, for each line item.
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5.3 Viewing and Checking the Details of Your Shopping Cart
To see full details of your cart, highlight any
line item and click on Details
This opens up the information tabs of the cart:
The Item Data tab contains the basic information of the item eg description, quantity, price, VAT rate
Note: You should not need to edit any data for an internal catalogue item in the Item Data tab.
In the Notes and Attachments tab – you can add a note or attachment to the Vendor – see Section 4.8 Adding a note or attachment for the Vendor
In the Account Assignment tab you can change the cost centre or SIO number for a particular line
OR
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Or split the line item by Quantity or Value ie assigning the quantity or cost of the line item to SIO and/or cost centre:
Select the Cost Distribution ie By Quantity or Value
Click Split Distribution (creates extra lines)
Edit in each line, as required: o Quantity or Value o Account assignment category –
Order or Cost Center o Assign number – SIO or Cost
centre number
Click Enter on your keyboard to update
In the Delivery Address/Performance location tab, you can edit the delivery address for this selected line eg if ordering goods for split site schools in one order
To move onto the next line item, click on the yellow arrow
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5.4 Ordering Your Shopping Cart When you are ready to send your shopping cart for approval:
Click on Check to check for any errors in your cart
A message with a green tick will display if the shopping cart has no errors and can be ordered
Click Order to create the shopping cart (Note: use the Save button only if you need to close out of the shopping cart now and add further items later)
A message confirming you have successfully created a shopping cart appears.
You may wish to note down the shopping cart number
Click on Close The shopping cart now goes to your OrderPoint approver(s) who receive an email notification and then log into OrderPoint to approve the cart. At approval, the Purchase Order is created and emailed automatically to the Vendor.
Most Vendors use email as their preferred method of receiving Purchase Orders. A small minority prefer to receive the Purchase Orders by post. These go out by second class post on the same day if approved by 3 pm and the next day if approved after 3 pm.
Note: If you have errors, you need to resolve these before you can order your cart. Errors are listed per line item. Common errors are missing or incorrect entries in the Account Assignment tab (see opposite example) – “error in account assignment” – do you have mis-matched entries in the Account Assignment Category and Assign Number fields ie if Category is Cost Centre, the Number should be your cost centre.
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Please contact the Core Business Systems Support Team for any assistance.
5.5 Saving Your Shopping Cart
If you have to, you can save the shopping cart and return to it later, to continue adding or editing items.
Click Save
If you stay in the shopping cart, click on Edit when you want to continue adding or editing your items
To then order the cart, first click Check
Click Order
If you need to, click Close to exit the shopping cart
The cart is now saved for as long as you need it to be
To go and find your shopping cart and edit, please follow Section 7.2 and Section 7.7
Then to continue editing the cart, please go back to the start of this section
When you are finally ready to complete your cart, click Check and then if no errors show, click Order
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6 Old Shopping Carts
If you regularly create shopping carts for the same item eg copy paper, you can re-use an old free description shopping cart, saving time as it brings through all details, including cost centre/SIO in cost assignment*. This process creates a new shopping cart number. Note: always check that the prices are still accurate.
Click Purchasing, then Shopping Cart
Name your cart
*Cost Assignment - do not click on Set Values as this detail is brought over from the old cart
Click Add Item
Click on Old Shopping Carts and Templates
In this screen, if you know the shopping cart number, enter this in Number of Shopping Cart
If you don’t know, select a relevant Time Frame
Tick Include Completed Shopping Carts
Click Search
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Results will display. Click on your required cart and click Ok
Full details of the old cart are brought through, with a new shopping cart number
Check the following:
o Prices - are up to date o Delivery date – will be 7 days in future o Quantities - correct for this new order o Items – do you need to delete or add any new
items? o Name – give the cart a new name
Finally, click Check for errors
Click Order
Click Close
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7 Finding and Checking Your Shopping Carts and Purchase Order Numbers
Once you have created or saved your shopping carts, you will find them in your Shopping Area (in the Home-School
Shopper menu)
Shoppers can only view their own shopping carts here, not their colleagues’ (unless you are Team Shoppers and the carts
are team shopping carts. For more information on team shopping, please contact [email protected]
The shopping area displays items in the shopping carts line by line
You can use (a variety of) search filters to find your cart(s) eg by shopping cart number
The Shopping Area does not automatically update so use the Refresh button to update the results
Go into the shopping cart/purchase order to view or edit details eg the pdf of the Purchase Order, confirmations of goods
receipts (status dependent)
Check here to see if you have any outstanding items to goods receipt
Shoppers should, on a regular basis, monitor which status their shopping carts are at in OrderPoint eg has it been approved
(and the goods are on their way to you), is it awaiting approval, is it saved?
The different status types are:
o Awaiting approval - You can still edit the cart or delete it at this point
o Approved (and the Purchase Order has gone to the Vendor) – You cannot edit the shopping cart after approval
o Saved – You can edit the cart or delete it
o Rejected – You can edit the cart or delete it (Home > Work Overview)
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7.1 Shopping Cart/Purchase Order Frequently Asked Questions How can I make changes to a purchase order? You cannot. Once your shopping cart has been approved, the Purchase order is created and goes to the Vendor by email or post. You would need to contact your Vendor so they do not send the goods and you would also need to cancel the order (and create a new one, if required). How can I cancel a purchase order or delete items on the order? Email [email protected] quoting the Purchase order number and/or the line items to be cancelled and give the reason you are requesting this “block”. How do I get an order re-sent, that was not received by the vendor? Shoppers and Approvers can view the Purchase Order and the date and email it was sent to. They can also view/save/print a pdf copy of the order to send onto the Vendor. See Section 7.6 Approved Status – View Purchase Order. I have paid an OrderPoint invoice through the VIM process in error, how do I resolve this? Email [email protected] quoting the Purchase order number and ask them to block the order and confirm that no further invoices will be received for this order. This clears the committed amounts. The vendor has not received our order? Check the status of your shopping cart in your Shopping Area (see Section 7.2 and 7.3 Find your shopping cart). If the status is Saved, the cart is still with you for further editing or ordering (see Section 7.7 Saved Status – Edit or Add Items); if the cart is Approved, the Purchase order has gone to the Vendor, and you can check if their email is correct, (see Section 7.6 Approved Status – View Purchase Order).
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7.2 Finding Your Shopping Carts (and checking their status)
Click on Home-School Shopper
Click on Shopping Area
Ensure Shopping Carts is highlighted (underneath Active Queries)
Are the search fields open or closed?– if they are closed, the search button shows as Show Quick Criteria Maintenance
If they are open, the button shows as Hide Quick Criteria Maintenance
Click on Show Quick Criteria Maintenance to open the search fields
Note: If you are re-using the same search criteria, click on the Refresh button to update the screen results
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7.3 Finding an Individual Shopping Cart
With the search fields open – (Hide Quick Criteria Maintenance button showing)
To view an individual shopping cart, type the shopping cart number into the Shopping Cart Number field
Select an appropriate Timeframe and click Apply
If you don’t know the shopping cart number, you could use one or more of the filters eg:
o PO Number - Purchase Order Number o Status – eg Saved o Creation Date - when you created it o Including Completed Shopping Carts – tick if
you’re searching for an old cart Note: The search fields hold the numbers /criteria you have pre-entered/selected so ensure you remove or edit these for your next search.
The shopping cart displays - one line per line item of your cart
The status of your shopping cart shows in the Status column eg Approved – the Purchase order has gone to the Vendor (by email or post)
Click on the shopping cart number (on any line with that number) which takes you into the entire cart
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7.4 Finding a Selection of Shopping Carts
Click Home-School Shopper, Shopping Area
With the search fields open (Hide Quick Criteria Maintenance button showing)
To view a selection of shopping carts, you can search by one or several of the following criteria, as appropriate:
o Timeframe eg search over last 7 days o Status - eg search for any Saved carts o Creation Date - when you created the carts o Including Completed Shopping Carts – if
you’re searching for old carts
Ensure you have removed any other criteria eg shopping cart number
Click Apply
The shopping carts will display
Note: The search fields will hold the numbers/criteria you have entered/selected so edit or remove these for your next search.
If you keep the same criteria eg Timeframe of last 7 days, click Refresh to update the page
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To make it easier to view the shopping cart lines, you can click on column headings to sort the lines eg Shopping Cart Number
Click on the Shopping Cart Number column heading
Click either Sort in Descending or Ascending Order (Descending shows most recent carts at top)
This groups the line items per shopping cart number
Use the horizontal and vertical scroll bars to view information about your cart, including its status
Check the Status column to see at what stage your shopping cart is at:
o Awaiting Approval – the shopping cart is in the
Approvers’ inbox awaiting their approval
o Approved – the Purchase Order has been
emailed/sent to the Vendor
o Saved – the shopping cart is still with you, to edit or
click Order
o Rejected – the shopping cart is back with you to take
action to amend
Clicking on the shopping cart number takes you into the shopping cart
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7.5 Awaiting Approval status – Editing or Adding items
The shopping cart has not yet been approved. You can edit the cart or add more items, the Purchase Order has not yet been created and sent to the Vendor.
Click Home-School Shopper, Shopping Area to find your shopping cart
Click on the shopping cart number
Within the Display Shopping Cart window**, click on Edit
Click Continue to the document in approval message
The screen title changes to Change Shopping Cart and Order
Add items or edit items as required
When all edits have been made, click on Check
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If no errors show, click on Order The shopping cart now goes to the Inbox of the Approver and its status is Awaiting Approval. The cart number remains the same. Note: Do not click on Save
** Please note: if when going into your shopping cart to
edit, you see the message “you have an open task for
this document”, click the Show my Tasks button.
(This happens when you red cross out of a cart, rather
than click Close).
In the next screen, click Process Now
And your cart is ready to edit, Check, Order and
Close as usual.
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7.6 Approved Status – Viewing a Purchase Order and When/How it was Sent The Purchase Order number has been generated and the pdf of the Purchase Order has been emailed or posted to the Vendor. You can view the Purchase Order and see when and how it was sent to the Vendor.
Home-School Shopper, then Shopping Area to find your shopping cart
With your shopping cart line items displayed, scroll to the right to the Item Status column
Click on the blue text ”Follow-on Document Created” or click into the shopping cart number on any of that shopping cart’s lines
This takes you into the Related Documents tab of the shopping cart window
Here you can see the Purchase Order number eg 6500367476
To view the pdf order, click on the Purchase Order number
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The Display Purchase Order window opens, click on Print Preview (top left)
Click Open to the “open or save pdf” message – which will show at the bottom of your screen
The pdf Purchase order displays showing the full details of your order:
o Order number
o Order date (date it was approved)
o The shoppers’ email address in Requested by
o All line items of your order
o Any note to the vendor in Vendor Text
o Payment method - and the instructions to the Vendor to send the invoice to Accounts Payable.
Close out of the pdf – click on File, then Exit
NOTE: DO NOT PRINT OR SAVE THE ORDER UNLESS THE VENDOR HAS NOT RECEIVED THE ORIGINAL PURCHASE ORDER. In this instance, please send to the vendor but emphasise that this is a copy of the original order, to prevent duplicate goods arriving.
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To view how the order was sent to the Vendor and the date:
Exit the pdf
Back in the Display Purchase Order window click on Header, then on Output
Latest Output shows the date/time sent and the email address it went to
Additional Output Requested via shows how the order went to the vendor shows ie email or printed/posted
To exit out, click Close in all windows until you return to the main OrderPoint menus
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7.7 Saved Status – Editing or Adding Items
The shopping cart has not yet been ordered. You may be waiting to add or edit items. To go into your shopping cart:
Click Home-School Shopper, then Shopping Area and find your shopping cart
You may need to click on Refresh
Click on the shopping cart number in any line of the shopping cart
The shopping cart window opens, but not in its usual format – instead it displays as Shop in 3 steps: Step 2
Click on Edit
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If your cart is complete and you want to send onto your approver:
Click on 3 Complete and Order
The Order button is now active, click on Order
If you want to add or edit items in your cart:
Click Check
You can now add or edit items as required and in the same way as creating your shopping cart. Please refer to the relevant sections to continue: Section 4 Free Description or Section 5 Internal catalogue
When you have finished making changes/additions, click on Check
If the shopping cart has no errors, click 3 Complete and Order
Click Order
A message confirming you have successfully created a shopping cart will display.
Click Close to exit the shopping cart
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7.8 Outstanding Items to Goods Receipt
As a shopper, you should regularly look in your Shopping Area to see if you have any outstanding items to goods receipt. Failure to goods receipt items you have received could delay the invoice payment to the vendor. Checking your outstanding items also enables you to see if you have received all the goods ordered and if necessary, to query this with the vendor.
Click on Home-School Shopper
Click on Shopping Area
Ensure Shopping carts is highlighted in Active Queries
Click Show Quick Criteria Maintenance to open the search fields
Change the timeframe as appropriate
Select Open for Confirmation in Status
Click Apply
Shopping carts with outstanding items will display below
If you wish, click into the shopping cart number to take you into the shopping cart
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7.9 Deleting a Shopping Cart
You can only delete a shopping cart with a status of “Awaiting approval” or “Saved”.
For both statuses, first find the shopping cart:
Click Home-School Shopper
Click Shopping Area
Ensure Shopping carts is highlighted in Active Queries
Find your shopping cart using the search fields (which are open if the button displays as Hide Quick Criteria Maintenance) and click on Apply
(If the search fields are closed, click on Show Quick Criteria Maintenance, enter the shopping cart number, click Apply)
With the shopping cart lines displaying:
1. To delete a Saved Shopping cart:
Click into the grey cell to the left of the shopping cart number (you can click on any of the shopping cart lines) – this highlights the line
Click Delete
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Click Yes to the deletion confirmation message – this will delete the entire shopping cart
A successful deletion message displays – the shopping cart is deleted
2. To delete an Awaiting Approval shopping cart:
With the shopping cart lines showing in the Shopping Area
Click on the shopping cart number (on any shopping cart line)
The Display Shopping Cart window appears, click Edit
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Click Continue to the Change document in approval message
The Document recalled message displays at the top left of the screen
Click Delete
Click Yes to the confirm delete cart message (this deletes the entire cart)
The successful deletion message appears, click Close
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7.10 Rejected Shopping Cart
Your Approver may decide to reject a shopping cart back to you if there are items/quantities which need to be edited/removed. They should add a comment giving the reason for rejecting the cart. They should not change the cart themselves. Rejecting any item will reject the entire shopping cart back to you for correction (the Purchase order is not created). The rejected cart returns to you through the OrderPoint workflow process and will appear in your OrderPoint Inbox for you to edit.
Click Home-School Shopper, then Work Overview
Your Inbox will display
The rejected shopping cart shows as one line with text of Accept Decision/Adjust Shopping Cart number 1000xxxxx
Note: Only shopping carts with Accept Decision / Adjust shopping cart require action
Click on the blue text Accept Decision/Adjust Shopping Cart number
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This takes you to the Accept Changes to Shopping Cart window
Click on Edit to edit the shopping cart
Then click OK to the following Additional Information message
Click Continue to the next message
Note: Do not click on the Accept button.
Clicking on Accept accepts the rejection, and makes the shopping cart defunct. If you click on Accept in error, you will need to create another shopping cart. yaccepting the rejection, preventing you from editing the cart. If you do click on Accept and you need to make the order, you have to create another shopping cart.
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Read your Approver’s comment (reason for rejection) in Approval Note
To amend the shopping cart:
To delete a line of the order, highlight that line and click on Delete
To amend details (eg to amend the quantity), highlight that line item and click on Details
The information tabs display below and you will be in the Item Data tab where you can edit the order information, eg quantity, product description, price, VAT rate
Note: do not enter text in the Product ID field
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Edit other information as necessary in the tabs of:
o Account Assignment – cost center/SIO number
o Notes and Attachments – which go to Vendor
o Delivery Address / Performance Location - where goods should be delivered to, if not to the default address
o Source of Supply / Service Agents – which Vendor has been selected
Once you have made the required changes, click on Check
Note: Do not click Save
A successful message will display
Click on Order This re-submits the shopping cart back to your Approver for approval of the entire cart. The cart number remains the same.
Click Close
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8 Goods Receipting – Shoppers
Any goods or services ordered in OrderPoint must be confirmed on the system as soon as they are received. This ensures that vendors are paid promptly.
Do not wait until you have all delivery notes for an order before receipting the goods in OrderPoint. This may hold up the payment of interim invoices to the Vendor.
When a part delivery is received, receipt this part delivery in OrderPoint as soon as possible.
If you receive the invoice or credit note from the vendor (instead of it going directly to the Accounts Payable Team at County Hall, Matlock):
o Please receipt the goods in OrderPoint o Stamp the invoice or credit note (see below) o Write the Purchase Order number on the invoice or credit note o You do not need to write your DFE number or GL code o Send to Accounts Payable in your pink folder
Example of stamp
Note: OrderPoint vendor invoices cannot be paid unless you have receipted your goods in OrderPoint. Consequently, this causes a strain on our good working relationships with vendors and in some cases vendors place a ‘stop’ on further orders from any school or council department being accepted by them.
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8.1 Goods Receipting Frequently Asked Questions Type of goods receipt (confirming delivery of your goods):
Full delivery – when you receipt all goods (line items) on the Purchase Order
Partial delivery – when you receipt some of the goods and/or a partial quantity
Zero receipt – when you will never receive the goods eg if discontinued. You also need to tick the last delivery tick box.
Last delivery tick box – tick this on each line item when all quantities of the item have been received, this closes that line and removes any outstanding committed amount in your budget
When do I goods receipt a Purchase Order in OrderPoint? As soon as possible after you receive the goods/services. This ensures the vendor is paid promptly. Do I wait to goods receipt until I receive all the items on the Purchase Order? No, you must receipt the goods as you receive delivery of them – this is known as a Partial goods receipt. Failure to do this promptly could result in the vendor’s invoices being blocked for payment and the vendor could then place the council on ‘stop’ preventing further orders to that vendor. I have to return goods which I have already goods receipted, what do I do? Create a return delivery in OrderPoint, see Section 8.4 How to Return Delivery a Confirmed Item. Do this as soon as possible before any invoices are submitted by the Vendor. Accounts Payable emailed me regarding a missing goods receipt OR a difference in the receipted quantities. What do I do? Follow the guidance in Section 8.2 How to goods receipt part and full deliveries. If the Purchase order is outstanding because this was issued to an incorrect Vendor, email [email protected] with the Purchase Order number and ask them to block the order. Then goods receipt with quantity(ies) of zero and tick last delivery. I have received a greater quantity than on the Purchase Order? (eg special offer) If you are keeping the item(s), you will only be able to goods receipt the quantity ordered. The invoice will then go through the Price/Quantity discrepancy process and your Approver will be able to approve this, if appropriate. If you are returning the item, ask the Vendor to issue a credit note.
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8.2 How to Goods Receipt (Confirm) Part and Full Deliveries As soon as possible after receiving the goods, log into OrderPoint to confirm the delivery (make a goods receipt). The Purchase Order number should be on your delivery note or invoice.
In OrderPoint, click on Purchasing then Confirmation
In the Search Purchase Order screen, type in the Purchase Order Number
Click Search
Note: if you do not know your Purchase Order number use the Shopping Cart Number field to type in the shopping cart number and then click Search
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The Purchase Order number will display below (only if there are items to goods receipt)
Click on the small black arrow next to the purchase order number to open up details of the order
Check that the order items correspond to the delivery note/invoice and Purchase order number. Your total order quantities show here in the Ordered Quantity column and any items already confirmed in the Confirmed Quantity column.
To confirm your items, click Continue
This takes you into the Create Confirmation screen Note: It is important that the following information is entered as
these details will appear on your SAP reports eg KSB1.
Confirmation Name: Vendor name/Brief description of the goods/ Invoice number (if known)/your initials
Reference Document: Delivery or invoice number
Delivery Date: Do not change this date
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Next enter the goods received (full or part delivery):
In Confirm Quantity overtype the zeroes, with the quantity received for each line item
Note: The Confirm Quantity fields shows zeroes as default,
so you must enter the quantity received.
Outstanding Quantity shows the quantity of goods ordered/outstanding in each line item
If you have a large order, you may find it quicker to click Copy All Outstanding Quantities. This automatically updates the Confirm Quantity number to the Outstanding Quantity number in all outstanding items.
Displaying more lines on screen:
The Create Confirmation screen displays the first 10
line items of your order. If you have a large multi-line
order, you can increase the number of lines visible to
make it easier to receipt your goods:
Click on Settings (right hand side of screen)
Change the Number of Visible Row Count from 10 to 50 and click Ok 50 lines will now be visible in this confirmation and in all future confirmation screens.
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If full or final delivery of each item has been made, tick the Last Delivery box for each line item. This will close the Purchase Order and clear any outstanding committed amount in the GL code in your budget
Note: Do not tick Last Delivery on a line item if you have
outstanding quantities - as this will close the item/order.
Finally, click Confirm
Note: Do not tick SAVE as your confirmation will not post
into the ledger (and into your budget) and the Accounts Payable Team will not be able to post your invoice (and the vendor will not be paid).
A Confirm Document message appears. Click Yes
A successful confirmation message displays at the top left, with its confirmation number
Click on Close (Do not use the red cross).
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8.3 How to Delete a Confirmation It is possible to delete a goods confirmation eg if the information has been entered incorrectly or if an order was mistakenly confirmed. It is important to cancel the confirmation as soon as you are aware of the mistake. If the Delete Confirmation button is greyed out, this means the invoice has been processed and you cannot delete the confirmation. In this instance contact the Core Business Systems Support Team for assistance.
Click Home-School Shopper, then Shopping Area
Click on Confirmations (underneath Active Queries)
To find your confirmation, ensure the search fields are open (ie click Show Quick Criteria Maintenance)
Type your confirmation number into the Number field
Note: If you don’t know the confirmation number, you can enter the Purchase Order number
Select a relevant Timeframe
Click Apply
Your confirmations will display per line item of the confirmation
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If you have more than one confirmation number displayed, use the scroll bar (at the right hand side) to navigate up and down the list, or click on the column headings to sort (as when searching for shopping carts)
Click into the grey cell to the left of the Confirmation line you wish to delete (the line highlights), then click on the Delete/Cancel button
Click Yes to the Confirm delete message (this will delete
the entire confirmation, not just the selected line)
The Create Cancellation screen displays:
Click Check
Then click Confirm
Confirmation of the cancellation (deletion) displays, click Close
Note: Selecting any line item of the Confirmation number will bring up the entire confirmation for that number
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8.4 How to Return Delivery a Confirmed Item If you have received items from the vendor and then have to return them, you should create a return delivery confirmation in OrderPoint. First, contact the vendor to collect the goods and ask for a credit note if replacement goods will not be delivered.
Click on Home, then Shopping Area
Click Confirmations (under Active Queries)
To find your confirmation, ensure the search fields are open (ie click Show Quick Criteria Maintenance)
Type your confirmation number into the Number field
Note: If you don’t know the confirmation number, you can enter the Purchase Order number
Select a relevant Timeframe
Click Apply
Your confirmations will display, per line item of the confirmation
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If you have more than one confirmation number displayed, use the scroll bar (at the right hand side) to navigate up and down the list, or click on the column headings to sort (as when searching for shopping carts)
Select the confirmation line you require by clicking in the grey cell to the left of the confirmation number (selecting
any line item of the Confirmation number will bring up the entire confirmation)
Click on Return Delivery
This opens the Display and Process Return Delivery screen, enter the following:
Name of Return – Vendor name and brief description why goods returned
Returned on - do not change this date
Reference Document Number - if applicable ie if vendor has issued a returns note
Return Quantity – enter the quantity of items you have returned
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Last Delivery tick box:
o If replacement items are to follow – untick this (for the returned items only).
This allows you to goods receipt the replacement goods when they arrive in school.
o If you will not receive replacement items, tick the box
This releases the committed amount from the GL code back into
the budget.
Now click Details
Click the Notes and Attachments tab
Click Reason for Return Delivery
Select the appropriate reason from the list and click Save
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Click Check, for errors
Click Confirm Return
Confirmation that your return delivery has been completed will display, giving a number which you may wish to note
Click Close
9 Help and Assistance
Core Business Systems Support Team - for OrderPoint and SAP queries Telephone 01629 538088 or email [email protected]
Accounts Payable – for OrderPoint invoice queries Telephone 01629 538749 or email [email protected]
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