Direct P2P Buyer: Catalogue and Basket

Direct P2P Buyers can place orders for goods and services to send to suppliers via the Catalogue.

Orders are called Requisitions, which act like a batch, or shopping basket, that you can add lots of separate Purchase Items to. This helps to keep your orders organised.

Catalogue

Direct P2P > Catalogue

The catalogue allows you to browse the different types of goods or services (called Purchase Items) that you can order. 

• Purchase Items are organised into different categories. Click on a category to view the different types of Purchase Items you can order 

Build a Requisition

To place an order, you need to build up a Requisition by adding Purchase Items to it. Requisitions act like a shopping basket, so you can add as many Purchase Items as you like to build up your order. 

• for example, if you wish to place a requisition for a charity event you can add everything for that event as individual Purchase Items, from catering (e.g. sandwiches, cupcakes, soft drinks) to entertainment (e.g. custom banners, festoons, balloons etc.).

N.B: You can only create one Requisition at a time - you can't start building up one Requisition and then build up another at the same time. You must finish building and place your current Requisition before you can build the next one.

• Click the Request button next to a Purchase Item to specify the details to add to your Requisition
• If you need to firstly obtain a price quote from a supplier for the goods/service, or if you need to add pricing evidence along with the price, click the Quote button. Please find guidance on how to manage Quotes here Direct P2P - Quote Requests 
• If you already know the price, you can add the Purchase Items directly. Input a description for the Purchase Item (e.g. Ham Sandwiches), the quantity you need and the unit price (this is the price per 1 item, so whatever you input in here will be multiplied by the quantity you've inputted), then click Add. You should now see a Grand Total for the Purchase Item.
  • If you need to add another Purchase Item for the same type, (e.g Tuna Sandwiches) you can repeat the above steps
• Once you're happy, click Add to Requisition and your Purchase Item(s) will be added 
• You can then go back to the catalogue and repeat the above steps to add as many Purchase Items as required to your Requisition

Requisition basket

Your Requisition basket can be accessed via the Requisition button, which can be found in upper-right hand corner of the Catalogue and the Purchase Items (Buyer) screen. The number icon indicates how many Purchase Items are currently in your Requisition. 

Place a Requisition

The Requisition basket is where you can specify the details of your Requisition and then submit it. 

• Input the Details and Budget
  • Label Requisition - for e.g Charity Event
  • Requisition on behalf of - select if you wish to place the Requisition on behalf of a different Buyer. This Buyer will then be able to manage the Requisition
  • Using Budget - the Budget Code, Cost Code, Purchase Order etc. the Requisition is to be charged against
• Review and edit the Purchase Items you added to your Requisition
  • Select the supplier to use from the drop-down list. Only approved suppliers for the type of goods/service selected will appear in the drop-down list
  • Change the description, quantity or unit price if required
    • Purchase Items added via a Quote Request will have the Unit Price greyed over and are unable to be edited
  • Use the red bin icons if you wish to remove any Purchase Items you added
• Calculate the Approval by clicking the Calculate button
  • This will calculate which Approval Range the Requisition falls within (the total price of the Requisition) which determines how many Purchase Approvers and/or Budget Holders are required
• If required, select the Purchase Approver(s) and/or Budget Holder(s)to send the Requisition to from the drop-down list
  • You will need to add the minimum amount of Purchase Approvers required
  • You can go over the minimum required and select multiple Purchase Approvers to send to
    • You'll still only need the minimum to approve it. e.g if only one Purchase Approver is required but you select three, you will still only need one of those Purchase Approvers to approve the Requisition. 
• Once happy with the Requisition, click the Send for Approval button
  • If permitted, you can also opt to treat the Requisition as an "Exception" if required - this allows you to skip to a certain stage in the workflow. Please see here for guidance on Exceptions.
• Once your Requisition has been submitted, your Requisition basket will now be empty and you can build a new Requisition
• The submitted Requisition can now be found in the Purchase Items (Buyer) screen for you to manage and track the progress of. For guidance on navigating this screen, please see here.
• For guidance on the workflow after placing a Requisition, please see here.