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INTRODUCTION

The legal commitment is the act by which a public structure establishes an obligation from which a financial charge (or expense) will result. This obligation results in particular from a contract, a market, an agreement, an order, a deed of sale, a deliberation...

The "commitments" application of the Chorus Pro portal services allows a public entity to create and send commitments to suppliers and allow them to consult them and issue the corresponding invoices.

In the Chorus Pro portal services, the terminology used for public entities is “commitment” while for suppliers the term used is “order”. The completion of this reference (the commitment number) can be made compulsory by public entities that so wish. The completion of this data establishes a link between the invoicing and the order.

The « commitments » application allows the update of the repository of all the commitments shared by the public entity with its suppliers. It allows the supplier to inform the public entity that places an order with him if he is able to honor it, to carry out a search in this repository of commitments according to several search criteria and thus obtain the information required for a commitment in particular and be able to draw up the invoice if the commitment number is required therein.

This user guide is intended for suppliers, its purpose is to explain how to consult and manage commitments/orders received from public entities.

In the Chorus Pro portal services, the commitments made available to suppliers are grouped under the generic term "Ordering" regardless of their type: lease, subsidy, purchase order, service order, other contracts.

To access these features, log in to your account on the Chorus Pro services portal by clicking on the "Log in" button at the top right of the screen.

In the login screen, enter your email address and password in the dedicated fields and click on "Login".

Once logged in, go to the "Ordering" domain, then to the "Commitments" application.

You arrive on the following screen which allows you to consult an order received from a public entity:

To consult your received orders you must click on the button "search order".

You will be able to refine your search in order to obtain a targeted and faster result.

Start by indicating your role on the orders you want to search : « recipient of an order ».

Once the role is selected, search criteria by content are available:

The actions proposes for each order are related to the status of the order :

  • To be processed : Refuse, Modify, Download
  • Considered : Modify, Download
  • Refuse : Consult, Download
  • To be recycled : Consult, Download
  • Close : Consult, Download

The following chapters present the possible actions on the commands: consult, download, modify.

You can view the orders received from the search results. Click on the icon representing a document.

The order opens and presents all the information of the received commitment :

  • General informations
  • Terms of payment and amount
  • Order issuer
  • Recipient of the order
  • Recipient of the invoice
  • Service details
  • Atachments
  • Delivery informations

You can follow the order through the evolution of its processing status: "Order status" (2), "Status history" and "Actions history" (3).

  • The "Order Status" section (2) shows all the statuses that can be assumed by the commitment. The current status is highlighted by a dark color. In this example, thestatus is "To be recycled". The statuses of the order are:
    • Draft : Exclusive to the portal, allows you to make changes before sending the commitment to the receiver. It is only visible to the sending structure.
    • To be processed : The commitment is forwarded to the receiver to be considered or rejected.
    • Considered : The commitment is accepted by the receiver who can complete it with a receiver reference.
    • Refuse : The commitment is denied for any reason other than the need to correct the commitment. This is a final status.
    • To be recycled : The commitment has been rejected because of information to be corrected, it can be modified by the issuer to issue it again.
    • Close : The commitment can no longer receive invoices. It has been closed but it is possible to reactivate the commitment in case of an error on the part of the issuer.
    • Delete : The commitment can be deleted as long as the receiver has not processed it or if the receiver has rejected it because of information to be corrected. This is a final status.
  • Click on the "Consult" button in the "Status History" section (3) opens a window detailing the history of the statuses taken by the order.
  • Click on the "Consult" button in the "Actions History" section (3) opens a window detailing the history of actions performed on the order.

To download an order received from the search results, click on the download icon in the "Actions" column on the relevant order line.

You will then be prompted to choose between downloading only the order or downloading the order and its associated attachments.

You will be able to save the PDF or .zip file produced on your workstation.

When an order has been sent to you, its default status is "To be processed". Several possibilities are available to you, you can :

To make your choice, click on the three dots "..." in the "Action" column and select the action you wish to take on the order received.

Several possibilities are available to you, you can :

  • Refuse allows you to refuse the order.
  • Edit allows you to modify the order by adding, for example, a supplier reference and you will be able, at the end of the modification, to click on the button "Take into account", if you have the capacity to honor the order, or to click on the button "Refuse" if you cannot honor the order.
  • Download allows you to download the order or the order and attachments

To refuse an order click on the "Refuse" button.  A window will appear inviting you to indicate the reason for the refusal as well as a comment motivating the refusal.

Reasons for refusal are submitted to you in the "Reason for refusal" field. You can make your choice from a drop-down list. They are of the type :

  • Error in the commitment data: you reject the order because of a data error. It will return to the issuer who will have to modify it. The status of the commitment will then change to "To be recycled" ;
  • Impossibility to honor the order: you refuse the order because you will not be able to satisfy it under the conditions requested. It will return to the issuer who will not be able to modify it. The status of the order will then change to "Refuse".

You can also refuse the received order from the order modification screen by clicking on the "Refuse" button at the bottom left of the screen.

To modify an order, click on Edit, all the information contained in the order is then displayed :

  • General information
  • Terms of payment and amount
  • Order issuer
  • Recipient of the order
  • Recipient of the invoice
  • Service details
  • Attachments
  • Delivery informations

You have the possibility to modify certain fields, in particular to add a "Receiver reference" on the "Recipient of the order » data. Indeed, the "Receiver reference" field is used to specify internal information for your management as a supplier.

At the very bottom of the order display, you have several buttons :

  • If you have made changes, click on the save button.
  • To accept the commitment received, click on the "Accept" button, a window will appear to invite you to validate your choice again. Click on "Confirm". The status of the commitment received becomes "Taken into account".

  • To refuse the commitment received, click on the "Refuse" button, a window will appear to invite you to validate your choice. Click on "Refuse" and the status of the order will change to "Refuse".

  • To download the order, click on "Download".

As a supplier, you can make the link between the commitment issued by the public entity and the invoice by entering the commitment number when entering or submitting it.

In terms of commitment management, entering the commitment number in the invoice will add the amount of the past invoice and its current status (submitted, paid, etc.) to the list of associated invoices. The total amount of invoices made available for payment will be updated when the invoice is made available for payment by the public entity.

The public entity and the supplier have the possibility to follow the invoices related to this commitment.

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Last Update: April 28, 2022  

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