Glossary

Account 

The way in which work is divided – it could be a particular department, unit or category as determined by the client.

Account code / Budget Code / Cost Code 

The name of a financial code that refers to a budget that is paying for services. On the system this field is editable and is referred to on client sites as budget codes, business units, cost centres, Capital cost code

Administrator

A Key User paid license role, with the highest level of 

The user role which has the most permissions, with access to all the projects and jobs on your site. They are able to add and modify projects, jobs and costs and can define the standard settings and configuration for all users.

Artwork Template

Template with fixed fields that allows users to create on brand local printer friendly artwork.

Audience Group

The specific group that is being targeted by the project / campaign. Users can define or set this up to group any types of audience, project objectives.

Authorisation

For Sourcing/RFX/Procurement - Threshold can be set up with authorisation before work can be actioned on it/ suppliers made live. Authorisers will be required to authorise work (they will get notifications for this)/

Available Item / Catalogue item (Project P2P/ Core/ T&I) (Not for DP2P)

An orderable item that can be set up to have pre-defined costs, generate artwork or simply a request form with document upload.

Benchmarking Cost 

Cost used as a baseline (determined by historical costs taken from past invoices) to measure cost savings.

Budget Rubber Stamper (DirectP2P)

A user who can authorise (or reject) DirectP2P orders placed where a budget rubber stamper has been requested against a Purchase Approval level.

Catalogue

Where clients can place orders for works/services. 

For DirectP2P, this is done via Direct-P2P > Catalogue. Access to catalogue is determined through Requirements.

Catalogue group

Categories of products or services determined by key users, under which different kinds of requests / orders are grouped e.g stationery or design

Categories

Categories are subdivisions within a Requirement that organise procurement activities. Each Category can represent a specific type of good, service, or work or align with a Lot in a procurement process. Categories include settings for supplier qualification, spend limits, rankings, and Cost Mappings (either Cost Categories for Direct P2P or Cost Descriptions for Project P2P).

Charging Batch

Set of costs that need to be charged to clients for work done/goods supplied. This is separated into costs related to work done for (a) internal client (b) external clients (c) jobs that cannot be charged (*please refer to Problem jobs).

Client

Refers to an internal client (e.g. housing department) or an external client (e.g. a school within the council). Has restricted access to the client interface of required modules only.

Client Contact

The contact details of any individual user set up on the system (the individual could be working with client, client’s client or with the supplier).

Client department

A department within the organization, e.g. Young people’s services, Corporate resources etc.

Client Estimate

An estimate for particular job made up of the supplier estimate and mark up, if applicable.

Client interface 

The client ordering system from which clients place requests for the order of goods / services or requests for quotes from suppliers. Orders so placed are 'accepted' or 'rejected' by the key users as required.

Contract Manager

A user type within Requirement that can do everything a Procurement Manager can do in Requirements except creating and publishing notices.

Contributor

Can contribute to jobs, schedules, documents, notes. Has restricted access to the Required Modules with no access to add projects, jobs, costs or specifications.

Cost Category (DirectP2P)

A Cost Category represents a specific good, service, or work that buyers can purchase through the Direct P2P Catalogue. Each Cost Category is linked to a Category or Lot in a Requirement and includes financial tracking codes like General Ledger (GL) and CPV codes (if enabled). Cost Categories help ensure purchases align with organisational controls and budgets.

Cost Group (DirectP2P)

A Cost Group houses Cost Categories. This helps groups Cost Categories together both for Category Management and for buyers placing orders in their Catalogue. The ability to add Cost Groups directly from the Requirements is optional - it can be enabled site-wide, or switched off site-wide depending on the needs of the organisation for control over Category Management.

Delivery Confirmation

Allows suppliers to confirm the delivery of goods/completion of work ordered through Panacea.

May be Mandatory or Optional for DirectP2P

DirectP2P Catalogue (DP2P)

The Direct P2P Catalogue is an intuitive purchasing interface that groups Cost Categories by Cost Group, allowing buyers to easily select and purchase goods, services, or works. Access to the catalogue is defined by the organisation, department, or section assigned as buyers within a Requirement.

Email Hostname

The domain name after the ‘@’ symbol in an email address. This can be used to allow users to generate their own accounts.

Evaluation screen

Where designated users can review/evaluate responses (that they have been authorised to evaluate) for RFX Tender, Research and Quote submissions.

Finance Officer

Has restricted access to specified reports only.

GL Codes (General Ledger)

Finance codes held against Cost Categories for DirectP2P. Can be used to report against expenditure/ be used in the Invoice Export. 

Managed via DirectP2P > DP2P Categories

Goods receipting

Allows clients to confirm the arrival of goods ordered through Panacea.

Mandatory for DirectP2P in order for suppliers to invoice

Interested Provider

Suppliers invited to participate to a questionnaire through the Supplier Management module in order to qualify to provide products or services.

Invoice Export

Module for exporting costs that need to be paid to your suppliers in a document that can interface with your finance systems.

Invoice number

The number provided by a supplier for an approved job / work done

Job

Refers to a distinct element of work. A job could contain various individual orders under it, that can be viewed in the ‘Costs’ tab of a ‘Job Bag’.

Job bag

A feature that allows you to manage your job from start to finish.

Job ID

A unique number that is allocated to all work on the Panacea system. An order (for any goods/services on the available items catalogue) when approved will be given a unique job reference number or job ID. It is made up of the project number and job number within the project.

Key User

A main user who manages the system, projects and other users on the system

Mark-up

Extra cost added to the base cost that is sent to clients to cover other services (e.g. project management).

Matrix / Price matrix. 

A spreadsheet that contains a supplier's costs for any given product they provide.

Order

A request of work placed by a client through the client interface. You can place a request to re-order a completed order.

Organisation

Any organisation (internal / external client or supplier) that is set-up on the system.

Participation screen 

Where you can find all the details related to the interest providers' invitation and participation (including the status) to the questionnaires published through the Supplier Management module.

Purchase Approver (DirectP2P)

Purchase Approvers are users that can reject or approve requisitions (purchase requests) made by other users. This adds another layer of security to your Direct-P2P workflow as it prevents orders being made without validation from a Purchase Approver.

When a requisition is placed that falls into a Purchase Approval range, depending on how that range is set up, the requisitioner will have to select one or multiple purchase approvers and rubber stampers to validate the requisition before any purchase orders can be sent to the supplier(s). 

Purchase Order (PO)

Could refer to confirmation sent to supplier to go ahead and process an order OR an approval received from an external client to process an order. Will usually include a Purchase Order Number - this is mandatory for DirectP2P (whereby all PO's will start with "DPO-").

Preset Calculator

Calculators with pre-defined specifications to order.

Pre-set Unit Prices (DirectP2P)

Instead of requesting a quote from a supplier or a buyer manually typing in a price when placing a Requisition, a Cost Category can be set-up to use a pre-set unit price that can be managed by a Procurement/Contract Manager on a Requirement, or given to the suppliers to provide prices themselves (this will always need to be accepted before they can be used). This allows buyers to speed up their placing of Requisitions when prices have already been provided on the software,

Problem Job

A completed job for a client that cannot be charged as it does not meet the specific criteria set up by the client, e.g. the budget cost code is blank.

Procurement Manager

The highest level user type within Requirement that can manage it as needed, including the ability to create/manage RFX's, create & publish Notices; add suppliers; add Categories (and create Cost Categories/ Cost Descriptions) as needed

Production Schedule 

An itinerary comprising of individual tasks and/or milestones to accomplish a particular job. This can either be pre-defined or created anew in Settings - > Schedule Templates, and is fully amendable. You could use the schedule as a tool for project management, by planning/allocating individual tasks to users, updating schedule with current status, and so on. 

Project

A project is made up of a collection of jobs.

Project Manager

The user who has overall responsibility for a particular project (irrespective of the user type defined on the system), he can add projects, jobs, costs and specifications, with no access to configuration options. He has restricted access to use the Required Modules.

Purchase Approval Ranges

Purchase Approval Ranges are used to create "Purchase Bands" in which you can A) Determine if Purchase Approvers/ Budget Rubber Stampers are required for Requisitions in that Range and B) you can set different Purchase Approvers for different ranges as needed. If a Purchase Approver/Budget Rubber Stamper has been set to required for a set 'Purchase Approval Range', then the Buyer will not be able to proceed with the order until all approvals have been received, 

Requirements

A Requirement is a foundational record in Panacea Software that governs procurement, contract management and purchasing activities. It consolidates all relevant details about a procurement, contract, or spending category, defining who can purchase, what they can purchase, and which suppliers can be used. Requirements also control the workflows and compliance settings associated with procurement processes.

RFX Quote

A questionnaire type that can be given to suppliers. For quote requests from suppliers. Evaluation done in Evaluation screen. 1 scoring option for overall questionnaire, and ability to qualify/disqualify supplier in Requirement. No weighting.

RFX Research Questionnaire (Research)

A questionnaire type that can be given to suppliers/clients. More informal/simplistic questionnaire version of a Tender Questionnaire.

1 score option for overall Questionnaire. No weighting. Reviewing of answers done in Evaluation screen.

RFX Tender Questionnaire (Tender)

A questionnaire type for procurement activities (and due diligence). Can have sections/sub-sections. Scoring for questions. Weighting can be applied per section. Evaluation done in Evaluation screen. Qualification (or disqualification) done in Qualify screen.

RFX Tender Templates (Templates)

Where nominated Key Users can create/edit/update RFX Tender Questionnaire templates. 

Spend Limit

A Spend Limit is a control setting within a Requirement that defines the maximum allowable spending with a specific supplier for a given Category or Lot. Once the limit is reached, Panacea Software prevents further purchases from that supplier under the Category, ensuring budget compliance and effective financial oversight. Requirement managers can adjust Spend Limits as needed, subject to appropriate approvals.

SQ (Standard Questionnaire)

Standard Questionnaire – Used to evaluate potential suppliers and qualify them to provide a service.

Supplier

Provides a product or service and has restricted access to the supplier interface or T&I Services interface of Required Modules only.

Supplier Estimate

The cost of a job as estimated and provided by the supplier.

Supplier Invoice

Invoice number provided by supplier for an approved job / completed work.

Supplier Organisation

The organisation providing product or services. This can refer also to sole traders.

Task

An individual step or action item in a production schedule that is allocated and actioned by the user (e.g. ‘send artwork to supplier’). Tasks can be amended and updated as required.

Timesheet

Tracker of time spent on a particular job. You can define different rates charged per user. Timesheets can be used to compare cost estimate and actual cost of time spent.

Timesheet user

Has the ability to record time worked on jobs which they have worked on or are linked to their name only.

Calculator Trace

Detailed working of how cost is calculated for each supplier, helps understand why one supplier is chosen over the others or where there are errors in price matrices.

User

Any person who has a login to the panacea software system.

User Role

The permissions or level of access granted to the user.

User Type

Type of user e.g project manager, client, designer, etc.