Direct P2P Buyer: Quotes and Price Evidence

Direct P2P Buyers can utilise Job Bags in order to either:

• Upload document evidence for approved pricing
• Request a quote for goods/services from approved suppliers, in the cases where you don't have a pre-approved price

The Job Bag allows you to add a Cost with a quantity, unit price and supplier. This cost can then be added to a Requisition like a normal Purchase Item, and will be linked to it's job bag.

How job bags work for pricing evidence:

• Job bags have a Documents tab, where you can upload documents for your pricing evidence
• You can add a cost on the job bag with the price, quantity and select a supplier, and then add this cost to a Requisition as a Purchase Item
• Once submitted, the Purchase Item will have a 'Quote Details' button next to it on the Purchase Items screen. Clicking on this takes you straight to its linked job bag
• Budget Holders and Approvers can then access the pricing evidence documentation in the Documents tab of the job bag

How job bags work for requesting supplier quotes:

• You can add a 'Quote Request' cost on a job bag, which allows you to select approved suppliers and request a pricing quote from them
  
• A suppliers quote can then be selected and locked in as the price with the supplier 
• This can then be added to a Requisition as a normal Purchase Item with the price, quantity and supplier
• Once submitted, the Purchase Item will have a 'Quote Details' button next to it on the Purchase Items screen. Clicking on this takes you straight to its linked job bag

Creating a Job Bag for Direct-P2P costs

First you'll need to select the relevant catalogue item to create a job bag for.

• Head to Direct P2P > Catalogue
• Select the relevant item on the catalogue by clicking Request next to it
• Click on the 'Quote' button
• This should now bring up a pop-up called Request Quote. Input a title for the request and a delivery date, then click 'Proceed' 
• A job bag will now be automatically created where you can manage the Direct P2P Quote Request 
  • The job will have the title you inputted when you submitted the Quote Request and can be found via Project Management > Job List
• You should automatically see a pop-up called Add New Cost. If you don't, you'll need to click the '+Cost' button when within in the job bag at the top

Adding the Cost

You now need to add the details of your cost to determine whether you're using approved pricing, or if you're sending out a quote request.

For already approved pricing:

• At the top of the pop-up, you should see the 'Standard Calculator' automatically selected as Agreed Price
• Input the Quantity you need and the Rate (this is the price per 1 item, so whatever you input in here will be multiplied by the quantity you've inputted), then click 'Calculate'
• This will now show you the list of Approved suppliers for this type of goods/service. Click 'Select' next to the relevant supplier
• Scroll down and tick the 'Approved' checkbox, and click 'Add and Close' at the bottom. You will now see this is a cost within the Costs tab of the job

For sending out a quote request:

• Please see https://panaceaapplications.freshdesk.com/a/solutions/articles/15000059328 for guidance on adding a cost for a quote request, sending it out and selecting a suppliers quote
  

How to upload pricing evidence:

You can use the Documents tab of the job to upload any evidence for the agreed price.

• Go to the Documents tab of the job bag
• Select the relevant folder 
• Click on the 'File Upload' button to then select the files you wish to upload for evidence
• You can also click 'Add a Link' if you wish to store any links as evidence

Add the Cost to your Requisition

Now you've added the Cost and uploaded your pricing evidence into the job bag, or received and selected a suppliers quote, you can now link and add it to your Requisition basket as a Purchase Item.

• Go back into the Costs tab of your job bag
• Click on the 'Add to Requisition' button 
• You should now be prompted to input a Commence date and End date
  • These dates will automatically be the same as your deliver deadline for the job, but if there is a longer term commitment associated with this cost (e.g 2 year license or contract) you can amend the dates to reflect this
  • The Commence date and End date will also be automatically created as Tasks (assigned to the logged-in user) to the Schedule tab of the job, and appear under the users My Tasks screen on the homepage. These tasks cannot be deleted (only amended)
• This will then be added to your Requisition basket as a Purchase Item. You cannot edit the supplier, price or quantity of this in your Requisition basket.
• You can then build up the rest of your Requisition and submit it as normal

Once submitted, Purchase Items linked to a job bag will have a '£Quote Details' button next to them. Clicking on this takes you to the linked job bag where pricing evidence can be viewed.