Direct-P2P (DP2P): Supplier View

As a Direct-P2P Supplier, you can receive orders from Buyers and respond to, view and manage these. 

• Quote Requests
• Viewing Incoming Orders
• Messaging the Buyer about an order
• Marking your order as delivered
• Receipted/Rejected Goods
  • Receipted:
  • Rejected:
• Submitting an Invoice
• Partially Delivered/Receipted/Invoiced orders
• Credit/ Negative Lines
  • Credit Note
  • Deduct when submitting an Invoice

Quote Requests

You may first be sent Quote Requests from Buyers asking you to provide a quote for a Purchase Item they're requesting.

• You'll be notified via e-mail when you're sent a Quote Request to respond to. Please see here for guidance on viewing and responding to Quote Requests. 
• If you're successful and your quote has been chosen/accepted, you'll then be sent an order for the purchase item with the price you quoted. Please see below on how to view incoming orders.

Viewing Incoming Orders

Buyers will send you Purchase Orders for a Requisition.

• You'll receive an e-mail with a Purchase Order document attached when a Buyer sends you an order
• Navigate to Direct P2P > Purchase Items to see a list of your orders 
  • Incoming orders will have the Stage as Order and Status as Sent
• Orders are separated into individual Purchase Items
  • The Requisition indicates the name of the order the Purchase Item was placed in
  • You can click on the name of a Requisition to filter your screen to just show all Purchase Items belonging to that order
• Click on the file icon to view the Purchase Order document for a Purchase Item from within the site

Messaging the Buyer about an order

You can send and receive messages to/from buyers against a Purchase Item

• Click on the 'Messages' button to send and view new and past messages
  
• New messages sent to you from a Buyer will be indicated with a number
  • Once you view new messages the number indication will disappear

Marking your order as delivered

You'll need to mark your orders as delivered once you've completed it. You can mark a whole order as delivered, individual purchase items as delivered, or even partial delivery of a purchase item. 

• Click on the 'Delivered' button next to the relevant Purchase Item
• This will open up a new screen showing all Purchase Items belonging to that order
• Select the Purchase Items you wish to confirm delivery for
• You can amend the quantity of a Purchase Item if you wish to only deliver a portion of it  
  • If the quantity of the Purchase Item is 1 and you need to partially deliver, you can amend the price instead. For e.g if you're delivering half now, you would amend it to half the price
  • See Partially Delivered/Receipted/Invoiced orders
• Input a delivery date and time
• You can add a comment and upload delivery evidence if you wish
• Click "Delivered"
  • Purchase Items that have been delivered will now have the Stage as Delivery and Status as Delivered. 
• Buyers will now Receipt (accept) or Reject the delivery of the goods 

N.B: Depending on the workflow set on your site, buyers can Receipt/Reject your orders without you marking them as Delivered

Receipted/Rejected Goods

Buyers can either Receipt (accept) or Reject your orders either once you've marked them as Delivered, or they can do this without you marking as Delivered (if your site set-up allows).

Receipted:

• These will have the Stage of Delivery and Status of Receipted
• Buyers can partially receipt goods (for instance, if they are unhappy with a portion of it) which will split the order in two and create a new entry 
• Once receipted, you can then send an Invoice

Rejected:

• These will have the Stage of Delivery and Status of Rejected
• We recommend corresponding with the Buyer using the Messaging feature 

Submitting an Invoice

Once the buyer has Receipted (accepted) the delivery of an order, this will now allow you to submit an Invoice.

• Click on the 'Invoice' button next to the Purchase Item
• This will now open the "Invoice Purchase Items" screen showing all receipted Purchase Items belonging to the same order
• Tick the Purchase Items you wish to submit an Invoice for.
  
• You can also amend the quantity of the Purchase Items if you wish to submit separate invoices for different portions
• Input an Invoice Number and the Invoice Date and Time
• Upload your scanned Invoice document, then click 'Invoice'
• The Invoiced Purchase Items will now automatically be Archived so they're cleared from your Purchase Items screen
  • You can access Archived PI's by clicking on the 'Archive' button
• Invoiced Purchase Items will have the Stage of Invoice and Status of Submitted

Partially Delivered/Receipted/Invoiced orders

Purchase Items can be partially delivered, receipted/rejected or invoiced, by changing the quantity or price to only confirm a portion of the order.

• These will be split in two and creates a new entry with a unique PI#, with the remaining quantity to deliver/receipt/invoice
• This PI will have a diverging arrows icon next to the Quantity to indicate this, and hovering over this icon will highlight the original PI it's split from 
• This portion can then be managed separately

Credit/ Negative Lines

Negative Purchase Items may be raised to allow Credit Notes to be submitted/ deduct the credit when uploading an outstanding invoice. 

These options will only be available if the Purchase Item is in the status Receipted

Credit Note

For when you need to provide the Buyer with a Credit Note which can then be processed as a Refund instead of being deducted from a payment/ part-payment of a future invoice

• Against the relevant Purchase Item, click Credit Note
• From here, you can then provide the details associated with the credit note:
  • Credit Note Number
  • Credit Note Data
  • Upload the Credit Note file/document
  • Ensure you have selected the relevant Purchase Items associated with the Credit Note
• When all the information is provided, you can then select Submit Credit Note - the Credit Note is now submitted and ready to be included in the Invoice Export
  • The connected Purchase Item(s) will now be moved to "Archived"
  • Submitted Credit Notes will have the Stage: Credit and Status: Submitted
  • You can view the details of the Credit Note details, including the document, in History

Deduct when submitting an Invoice

For when you need to deduct the sum to be paid against an Invoice by applying a "Credit" to that Invoice

• Against the relevant Purchase Item click Invoice
• This will now open the "Invoice Purchase Items" screen showing all available receipted Purchase Items
  • Tick the Purchase Items you wish to submit an Invoice for, including the 'Credit' negative line
    
  • You can also amend the quantity of the Purchase Items if you wish to submit separate invoices for different portions
  • Input an Invoice Number and the Invoice Date and Time
  • Upload your scanned Invoice document
  • You will notice that the Totals will be reflect the Invoice total of the costs added together, and that the 'Credit' costs have been deducted
  •  Click Invoice
• The Invoiced Purchase Items (including the negative Cost) will be moved to "Archived" so they're cleared from your Purchase Items screen
• Invoiced Purchase Items will have the Stage of Invoice and Status of Submitted
• You can view the details of the Invoice, including the document, in History