Placing Rate Card Order

By Customer User ( on the Customer Catalogue)

Customer Users can place the Rate Card order directly through the Customer Catalogue

Log into to the Customer Catalogue
Find your item and click Add to Basket
Add attachments (if enabled) and continue by adding to the basket
Confirm the Quantity and hit Checkout
Confirm Delivery details and provide Order confirmation details
Hit Save Order

This will send an email to the Account Manager and all system users who can manage this customer in Claritum.

This creates a project in Claritum with "Placed" status.

On behalf of Customer User

If your Customer User does not have access to the Customer Catalogue you can place the order on behalf of them through the main Claritum system.

Go to Jobbag --> New RFx.
Navigate the catalog to find the Rate Card item you want to order and click ‘Create RFx’ button.
Select the customer for the request by typing the user’s name into the ‘Customer Member’ field.
Provide Quantity
Hit Next
Confirm Delivery Address and hit Save
Provide Customer Purchase Order number ( depending on the configuration it may not be mandatory)
Hit Place Order button

Orders Requiring Authorisation

Depending on your system configuration orders placed by customers via the Customer Catalogue or placed on behalf of them via the main system may require authorisation before the order can be sent to the Supplier.

To authorise the order:

Go to your project
Under Purchase Order section click on Authorise link
Provide Delivery Date if necessary
Hit Authorise button

This will send an email to the Supplier who will fulfil the order.

The project will now move into "In Progress" status.

Please note that orders placed with Internal Suppliers will not require authorisation and will be routed directly to the supplier after the order is placed.

Order Completion

Once the supplier completed the order you can mark the supplier activities as completed

Go to Pricing section
Click on Job completed link
Supplier Rating window may come up, depending on your system configuration. Please rate the supplier and hit Save.

At this stage your project will change the status into "Complete".

If you want to complete multiple projects in one go you can use Claritum's batch process.

Go to View All listing, from the Status field select 'Can be completed' and hit 'Go'. This will show you a list of all projects you can mark as complete. Select those to be completed and hit Batch process selected button

Reconcile Supplier Invoice

Single Supplier Invoice

Go to your project
Hit Reconcile Invoice link you can find in Pricing section
Provide Invoice Date and Invoice Number
Hit Invoice Received

Multiple supplier invoices

Go to Suppliers → Purchase Invoices
Look for invoices in Completed
Select one of Supplier Invoices
Hit Add line items button to select more invoices to reconcile and hit Receive Selected
Provide Invoice Date and Invoice Number if not available
Hit ‘Invoice Received button

Claritum allows Supplier to reconcile their own invoices. Make sure the Supplier have the 'Can enter invoice details' privilege enabled in the Supplier User profile.

For more information about Supplier Invoices refer to our Training Documentation for Part 5 - Invoicing article

Issuing Customer Invoice

To issue a single Customer Invoice:

Go to your Project
Click View details to be invoiced link
Check invoice details
Hit Save
Hit Approve
Provide Invoice Date
Hit Issue

To issue multiple (consolidated) Customer Invoice:

Go to Customers → Sales Invoices
Look for invoices in ‘New’ status
Click on one of the Customer Invoices
Hit Add line items
Select invoices and hit Consolidate selected
Make sure tax rate is selected for all invoice lines
Hit Save
Hit Approve
Provide Invoice Date
Hit Issue

For more information about Customer Invoices refer to our Training Documentation for Part 5 - Invoicing article

For information on how to create Rate Cards, please refer to Part 14 - Catalogue Management article

Browser not supported