Buyer User Guide: How do I raise a free text order?

AD team Updated by AD team

How do I create a free text order?

If your organisation facilitates free text ordering through Purchasing (formerly known as Advanced Marketplace), these can be placed via the Free Format module. This guide covers how to use the module, but if you would prefer to watch a video guide please click here.

The Free Format module can be used to create an order for an item that does not exist on a catalogue. As a minimum, all catalogue suppliers will be available for you to create a free format order with. Your organisation may have provided a list of non-catalogue suppliers as part of their contracted Purchasing solution; if this is the case, these suppliers will also be listed. 

  1. From the Purchasing homepage, navigate to the free format module (on the right hand side if this has been enabled at your organisation):
  2. Once in the module, select the supplier you wish to purchase from. Suppliers can be selected either alphabetically, or by searching for them.
Only pre-loaded or catalogue suppliers are available on the module. If the supplier you wish to order from is not listed, please contact your procurement team who have the functionality to upload new suppliers.
  1. If you chose a catalogue supplier, you will be prompted. Select No thanks to allow you to continue with the free format process:
  2. The Supplier Details screen will display information about the supplier. Click Next:
  1. This page is where you will manually add the product(s) that you wish to order from this supplier:
    Please note that the free format module can be configured to meet the requirements of each buying organisation, so it is likely that your view will contain different fields etc.
  2. Complete the form. Both the fields Part Number and Item Description will use your inputted information to search the supplier's existing catalogue (if applicable) to find the product(s). If the item already exists, you will be given the option to choose the product from the catalogue, or, by completing the form you can continue through the free format process.
    1. You can add multiple lines by clicking the Add new line button, and likewise can delete lines by clicking Delete selected lines
    2. You can leave a comment to the supplier if required (up to 450 characters). This will appear on the order.
  3. Once you have added all of the products needed, click Add to basket
  4. The free format line(s) will appear in the basket, where you can opt to do any of the following:
  • Continue Shopping (further catalogue items can be added)
  • Add additional free format lines (for the same or a different supplier)
  • Change Unit Price or Quantity of free format lines and Update Basket
  • Empty Basket
  • Select and Delete Lines
  • Create requisition
Free format lines are indicated by a blue ribbon on the left of each line.

How did we do?

Buyer End User (eReqs and basket workflow users only): Multi Factor Authentication for logins

Buyer User Guide: Searching on the Purchasing marketplace

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