Authorisation for making Suppliers Live

This guide explains how to use the functionality that enforces authorisation before suppliers can be made Live in the software. This ensures that buyers cannot engage suppliers for providing goods or services through DirectP2P until they are authorised.

TABLE OF CONTENTS

• Why Authorisation Is Important
• How It Works
• Setting-up Authorisation for Live Suppliers
• Workflow: Making Suppliers Live
  • Requesting Go Live
  • Navigate to the Suppliers tab within the Requirement.
  • Approving Go Live
  • The Authoriser navigates to the Suppliers tab of the Requirement.

Why Authorisation Is Important

Before a supplier can be made Live on a Requirement, the software enforces an additional layer of approval. This process ensures:

• Purchase orders can only be sent to authorised (Live) suppliers.
• Suppliers cannot be made Live without approval from a designated Key User or Authoriser.
• Buyer operations with unapproved suppliers are prevented, promoting compliance and control.

How It Works

Approval Requirement

• If a Requirement is linked to a Threshold requiring authorisation, the approving user must be named as an Authoriser for that threshold.
• If no such Threshold exists, authorisation must come from a second user assigned as the Procurement Manager or Contract Manager in the Requirement.

Status Flow

• Suppliers begin as Qualified.
• Once a Key User requests authorisation, the supplier status changes to Pending Authorisation.
• After approval by the Authoriser, the status updates to Live, enabling buyers to place orders against the supplier.

Setting-up Authorisation for Live Suppliers

Site Administrators can enable this feature as follows:

• Navigate to: Sourcing > Settings > Other Settings.
• Tick the option Enable Require Authorisation to Make Supplier Live.
• Click Save.

Important: If this setting is disabled, any supplier with a status of "Pending Authorisation" will automatically revert to "Qualified."

Workflow: Making Suppliers Live

Requesting Go Live

• Navigate to the Suppliers tab within the Requirement.
• Select the relevant Categories/Lots associated with the supplier.
• Under the Go Live column, the Key User selects Request Go Live.
• The Key User picks an Authoriser from the following options:
  • If the Requirement has a Threshold with Authorisation, the configured Authorisers will appear.
  • If no such Threshold with Authorisation exists, the Key User can select from the Procurement/Contract Managers assigned to the Requirement.
• The supplier's status changes to Pending Authorisation.
• The selected Authoriser is notified of the request to make the supplier Live.

Approving Go Live

• The Authoriser navigates to the Suppliers tab of the Requirement.
• Under the Go Live column, they click Authorise Go Live.
• The supplier's status changes to Live, allowing buyers to place Requisitions against this supplier.

The audit log in the Requirement will log when: Key User has requested a supplier to be made live, and when the authoriser has made the supplier Live.