This guide will cover the basics for placing an order within the Procurement Partners web portal.
To begin, navigate to https://oncare.net/ and click (in upper right corner), then enter your user name and password and log in. This will bring you to the Procurement Partners home page.
Note: Not all tabs or features explored in this document will be available for all users. If you do not have access to something in this guide and you think you need access, reach out to your administrator.
The Order dropdown at the top of the screen contains many options for beginning a new order. This guide will not cover all of these options, but will focus on the primary order functions within the system.
Add Order – Begins a new order from the organization’s loaded Catalogs. This has the same function as the Start new Order button on the home screen. You will need to choose an Order Guide for this order type.
Search Orders (Workflow) – Look up all orders in the system, whether they have been submitted to the vendor or not. It prioritizes a tab that shows orders assigned to the user via the organization’s workflow.
Order from Vendor Website – Connect to a vendor’s website directly using Punchout technology to create an order.
Shop from Vendor Catalog – Begins a new order from the loaded Vendor Catalogs. Unlike Add Order, this is not restricted by available order guides.
Add Requisition Form – Allows user to create a custom purchasing request.
Add Cash Order – Allows user to create a journal-style purchase entry to capture expense.
The Order dropdown also includes options to search or perform other special order functions.
Search PO – Allows user to search through orders that have been submitted to the vendor.
Order Guides – Allows user to search through their order guides.
Standing Order – Allows user to create a recurring / saved order, so that items can be easily picked out and re-ordered in the future.
Quotes – Allows user to create a quote and submit to the vendor for approval.
Add Order
When you begin a new order either by clicking Start new Order or by selecting Add Order from the Order dropdown, you will see an Add Order prompt.
Facility – Select appropriate facility for order.
Department – Select appropriate department for order. This may not be visible for all users.
Category - The category will determine which order guides are available to you and which GL codes and/or budgets should be charged.
Order Guide – Select appropriate order guide to dictate which items will be available.
On Behalf Of – Place the order on behalf of another user. Note that all confirmations and correspondences regarding the order will be sent to the user chosen here.
You can also select More Options:
Sort By / View Mode – Select the sort method and view mode for the order. This can be changed on the next screen as well.
Group By – Adjust grouping by category, vendor or none.
Order Name – Give your order a name here.
Include Order Guide Quantities – If your organization has quantities assigned to their order guide, this will pull those quantities.
Load Only Items in [Department] – Narrow the selection to only items in your selected department.
Only from History – Narrows your selection to products purchased in the past month to the past two years (select the value in the dropdown below).
Once you’ve clicked on the Start New Order prompt, you’ll be brought to the Order screen.
You can adjust settings or add filters to your results on the left side of the screen. You can browse for items after applying filters in the center of the screen, and you can search for items using the Search bar at the top of the item list.
You can see more information about your item by clicking the small “i” next to the item.
If your organization uses budgets, you will see your budget information above the shopping cart on the right side of the screen.
Add items to your cart by entering a quantity or clicking the + next to the quantity. Remove the items by clicking the – next to the quantity.
When viewing your Shopping Cart, you can make changes to your items if needed by clicking the quantity symbols or by manually overwriting the quantity. To remove an item from your cart, click the trash can icon if you have only one of said item, or manually overwrite the quantity to 0.
Note: if you remove all items from a cart it does not delete the cart or cancel the order; you need to click X Cancel Order in the upper left corner of the screen.
Group By – adjust the grouping of items in your cart
Search Cart – search for items in your cart by keyword or item number
Send Order – moves on to the confirmation screen, if applicable
To proceed with your order, click the Send Order button (above) or the Send button at the bottom of the shopping cart.
You may see an additional confirmation screen depending on your individual approval rights; if so, click Approve and complete the order to proceed. Otherwise, your order is all done!
Order from Vendor Website (Punchout)
The Order from Vendor Website feature allows you to connect directly to a vendor’s website using Punchout technology. When you navigate to this screen, you will see the Create Order From Vendor prompt:
Property – Select appropriate facility for order.
Department – Select appropriate department for order.
Behalf Of – Place the order on behalf of another user. Note that all confirmations and correspondences regarding the order will be sent to the user chosen here.
Order / Cash Order – Select the appropriate option for what type of order or record you wish to create with the selected vendor.
Once you have selected the appropriate options, click on the logo of the vendor to which you wish to connect. This will automatically log you into the vendor’s website.
An example of a vendor's website, connected via Punchout
Note: You may need to adjust your pop-up blocker settings to allow the punchout window to open.
At this time, shop within your vendor’s catalog to pick out the items you wish to purchase. When you are ready to proceed, review your cart and click the Place Order / Submit Shopping Cart / Checkout button (the verbiage may vary based on vendor). This will transfer your cart back to the Procurement Partners system and you can complete your order.