Direct P2P Buyer: Purchase Items (Buyer)

Modified on Mon, 27 Jan at 3:18 PM

The Purchase Items (Buyer) screen allows you to have an overview of and manage your Requisitions, which are separated out into individual Purchase Items. Depending on your access, you may see Requisitions that have the Buyer set as yourself, or as a user belonging to your Section, Department or Organisation.

PI# - unique number to identify the Purchase Item
Requisition - the Requisition the Purchase Item belongs to. You can click on a Requisition name to filter your screen to just Purchase Items belonging to that Requisition
Stage and Status- indicates which stage of the workflow the Purchase Item is in (please see below for details on each stage and status)
- Cancelled and Invoice Submitted status' will only appear in the Archive screen

Stage	Status
Approval	Submitted - the Requisition (with the PI's) has been submitted and is awaiting approval from a Budget Holder and/or Purchase Approver.
	Approved - the Requisition (with the PI's) has been approved by all required Budget Holder(s) and/or Purchase Approver(s).
	Rejected - the Requisition (with the PI's) has been rejected by a Budget Holder and/or Purchase Approver
	Draft - the Requisition (with the PI's) has not be submitted.
	Problem - the Requisition (with the PI's) has not successfully been submitted as some data provided is incorrect/missing.
	Cancelled - (only available in the Archive) the Requisition (with the PI's) has been cancelled before it has been fully purchase approved/ a PO being sent to the supplier.
Order	Sent - a Purchase Order for the PI has been sent to the supplier.
	Rejected - the delivery of the PI has been rejected. Buyer can either Cancel the PI or Reinstate the PI.
	Cancelled - (only available in the Archive) the PI was cancelled after the Purchase Order for the item was sent. This is after it has been Rejected by the Buyer.
Delivery	Delivered - the supplier has submitted Delivery of the PI.
Delivery	Receipted - the delivery of the PI has been confirmed (receipted) by a Buyer.
Invoice	Submitted - (only available in the Archive) the supplier has submitted an Invoice for the PI.

Quantity - the quantity for that Purchase Item. If this has been diverged there will be a blue arrow symbol, and hovering over this will highlight the linked Purchase items it's been split from

Folder icon

Click on this to view and download all documents linked to the Purchase Item, including:

The Purchase Order document that's automatically generated
Any delivery evidence uploaded by the supplier
Any Invoice documents uploaded by the supplier

Messages

Click on this to send and receive messages to the supplier or internal users, in relation to the Purchase Item.

New messages sent to you will be indicated by a number icon
Switch between Supplier Chat and Internal Chat

History

Click on this to view a history log of the Purchase Item. This records:

All actions taken to the Purchase item, with the date, time and the user who made the action
When the stage or status of the Purchase Item has changed

Columns, filtering and reporting

You can modify the columns that are shown in this screen and pull it off for reporting.

Click on the Columns button to bring out a list of different columns you can choose from. Columns with a tick next to them are already selected. Simply select/unselect the columns you wish to see.
You can filter the screen by using the Search bar. You can search using requisition name, supplier name, stages and status's, for e.g if you just want to filter to see all Purchase Items in the order stage
You can filter the order in which Purchase Items are displayed by clicking on a columns name to order by that column alphabetically
You can pull of a report of your filtered Purchase Items screen by clicking on the Print, Excel or PDF buttons