Direct P2P Buyer: Workflow

Direct P2P Buyers can place orders for goods and services to send to suppliers, and manage and oversee these. 

• Orders (called Requisitions) are built up and placed via the Catalogue, which you can find guidance on here. 
• Once orders are placed, they can be overseen and managed via the Purchase Items (Buyer) screen. You can find extra guidance on how to navigate this screen here.

TABLE OF CONTENTS

• Step 1: Build your Requisition
• Step 2: Place your Requisition
• Step 3: Requisition is Pending Approval
• Step 4: Submit a Purchase Order
• Step 5: Receipt Delivery
  • Receipting an order:
  • Rejecting an order:
  • Partial receipting or rejecting of an order:

Step 1: Build your Requisition

First you need to build up your order (Requisition) by adding Purchase Items.

• Add your Purchase Items to your Requisition via the Catalogue.
• For guidance on browsing and using the catalogue to add Purchase Items to your Requisition, please see here.

Step 2: Place your Requisition

Once you've built up your Requisition, you then need to finalise the details and submit it for approval.

• Review your Requisition basket and input all the details required, select the Approvers and submit your Requisition.
• For guidance on the Requisition basket and submitting a Requisition, please see here.

Step 3: Requisition is Pending Approval

Once submitted, your Requisition will move to the Purchase Items (Buyer) screen (separated out into each individual Purchase Item) where it awaits approval from a Purchase Approver(s) and/or Rubber Stamper before you can send Purchase Order(s) to the supplier.

Requisition is still awaiting approval:

• Stage: Approval 
• Status: Submitted
• You can add more Approvers to send to by clicking on the Purchase Item and selecting additional Purchase Approver(s) from the drop-down
• You can send messages to approvers using the messaging feature. For guidance on using the messaging feature, please see here.

All Approvers required have approved the Requisition:

• Stage: Approval
• Status: Approved
• You can now send Purchase Orders to the supplier (see Step 4)

Requisition has been rejected by an Approver:

• Stage: Approval
• Status: Rejected 
• Click on the Requisition to view the reason the Approver has given
• You'll need to re-build and submit a new Requisition from scratch if you need to send it out again
• Rejected requisitions need to be cancelled to clear it from your Purchase Items screen and move to the Archive
• You will need to cancel the Requisition by clicking the 'Cancel' button on the right-hand side. This will move the Requisition to the Archive screen
• You'll need to submit the Requisition again from scratch

Step 4: Submit a Purchase Order

Once your Requisition has been approved, you can now send a Purchase Order(s) to the supplier.

• Click the 'Send PO' button next to a relevant Purchase Item
• This will open up the Send Purchase Order(s) modal, and show all Purchase Items belonging to the same Requisition
• Select the Purchase Items you wish to include in the Purchase Order. You can send them out at different times or all in one go
• Input the expected delivery date and time and add a note for the supplier if you wish, then click the 'Send' button

The Purchase Order(s) have now been sent to the supplier(s), and the order will appear in the suppliers interface.

• Stage: Order
• Status: Sent
• A Purchase Order document will automatically be created and stored against the Purchase Item
  • If the same supplier is selected for multiple Purchase Items, these will all be on one Purchase Order document
• You can send messages to suppliers using the messaging feature. For guidance on using the messaging feature, please see here 

Step 5: Receipt Delivery

Once the supplier has marked the order as delivered, you can then either receipt or reject the order. 

Supplier has marked the order as delivered:

• Status: Delivery
• Stage: Delivered
  • Depending on how your site is set up, you may not have to wait for the supplier to confirm delivery on their end in order to receipt or reject an order, and can do so any time after the Purchase Order has been sent. Please contact your Direct-P2P Admin, or contact [email protected] for confirmation on which workflow your organisation is using. 
• You can view and download any Delivery Evidence documents the supplier has uploaded, stored in the folders icon against the Purchase Item

Receipting an order:

• Click on the ' Receipt' button next to a relevant Purchase Item
• This will open up the Receipt Purchase Items modal, and show all Purchase Items belonging to the same Requisition that you can receipt for
• Select the Purchase Items you wish to include in receipting. You can also change the quantity to partially receipt an order - please see below under "Partial Receipting or Rejecting an order" for guidance on this.
• Click the 'Receipt' button when ready.
• Status:Delivery
• Stage: Receipted
• The supplier will now be able to submit their Invoice for the Purchase Item.

Rejecting an order:

• Click on the 'Reject' button next to a relevant Purchase Item
• This will now open up the Reject Purchase Items modal, and show all Purchase Items belonging to the same Requisition that you can receipt for
• Select the Purchase Items you wish to reject. You can also change the quantity to partially reject an order - please see below under "Partial Receipting or Rejecting an order" for guidance on this
• Input a reason for why you're rejecting the order delivery - the supplier will be able to see this on their end. Then, click the 'Reject' button.
• Status: Order
• Stage: Rejected
  
• You now have two options on how to handle the rejected Purchase Item. Either click:
  • Cancel - for example, if you and the supplier agree that they will no longer be required to deliver what has been rejected. This will move the Purchase Item to the Archive screen. 
  • Reinstate - for example, if the supplier has agreed to make corrections and fulfil the order. This will revert the rejection and allow the supplier to confirm delivery again and for you to receipt the order.

Partial receipting or rejecting of an order:

• When receipting or rejecting a Purchase Item, you can modify the amount in the "Quantity" field if you need to receipt or reject only a portion of the goods
  • If the quantity is set to 1, you can modify the "Price" field instead to partially receipt or reject
• These will then be split into new entries with unique Pi#'s in your Purchase Items screen 
  • for example, your Purchase Item was ordered for a quantity of 6, and you receipt 3 and reject 1. This would then be split into three separate entries - one for the unreceipted goods (quantity of 2), one for the rejected (quantity of 1) and one for the receipted items (quantity of 3)
• Split Purchase Items will have a blue diverging arrow icon next  to their quantity to indicate this. Hovering your  mouse over this icon will highlight all linked Purchase Item entries. 
• If you need to reinstate any partially rejected goods, these will not be merged into the remaining unreceipted items from the same Purchase Item (if any) and will instead remain as a standalone entry with a unique Pi#