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Procure to Pay Process

Contract requisitions and purchase orders are necessary for competent management and control of obtaining products both internally and externally for your business to perform successfully. A purchase requisition is an internal document presented to the purchasing division. It describes the supplies to purchase from an outside merchant.

Information Contract Requisitions Need:

Purchase requisitions differ from each business but most commonly demand certain necessary data:

  • Department requesting 
  • Classification and quantity of items requested
  • Proposed cost of items purchased
  • Vendors name

Approver or the one who Denies a Contract Requisition Order:

Ir will be the purchasing department who will approve or deny the contract requisition. While businesses depend on making purchases, smaller purchases are often bought directly from retailers using a company credit card, eliminating the purchasing department’s requisitioning.

When do you need a Contract Requisition Orders:

Conventional procedures of many businesses demand a purchase requisition when a purchase amount is expected to exceed. 

Only after the purchase requisition has been approve that a purchase order is sent to the vendor.

Information included on a Purchase Requisition:

Like purchase requisitions, purchase orders depends from business to business but usually demand some necessary details:

  • Purchasing office name
  • Classification and quantity of items requested
  • Ship to address
  • Terms of payment and instructions of invoice
  • Purchase Order number

A purchase requisition number usually has the same number as the purchase order to support recording purposes. A purchase order is deemed an agreement between the vendor and the buyer once the vendor accepts it. A purchase order is transmitted to an outside vendor most of the time, and at times it may be used internally.

When a department wants to purchase an item within the organization’s other department, many ask for an interdepartmental purchase order presented by the purchasing department. Substantial businesses with separate operating budgets, interdepartmental purchase orders can be beneficial for accounting purposes.

Why a Contract and Purchase Requisitions need to be Evaluated?

The vendor must review all numbers, quantities, and terms of the purchase order. It then becomes reasonable to negotiate the terms and conditions needed before receiving the purchase order or agreement. Retainage is a part of the total cost withheld when all obligations are met. Any retainage needs to be discussed and considered before taking the contract. 

When received, both participants should review the contract to guarantee that the terms and obligations are clear. This is notably essential if there were discussions made before approval.

Most contracts involve tremendous details, but in evaluating the primary contract, some essential items should be part of and analyzed to guarantee that both parties meet the terms:

  • Ensure accuracy by reviewing the items, quantities, and terms
  • Evaluate the agreed price and retainage
  • Verify terms of pricing to clarify specific details, such as settled damages and charges for permits
  • Validate schedule terms to explain specific information, like weekend, holiday, evening work, weather delays, etc.
  • Payment terms should display when the final payment is processed.

The contract’s entirety should be reviewed and sifted through, but the list discussed are essential to review upon taking the contract. A well-written contract that both parties understand can help reduce future challenges once the contract started.

Benefits of P2P

  • Let’s you receive ordered items to multiple locations.
  • Saves receiving addresses in systems. 
  • Transfer alternate receiving addresses to your purchase orders with ease.
  • Eliminate wrong address delivery.
  • Freight, installation, handling, or other miscellaneous charges applied on a purchase order.
  • Itemize and tracking of miscellaneous charges.
  • Model fixed or percentage-based miscellaneous charges.
  • Accurate and automatic miscellaneous charges application to purchase orders.
  • External and Internal receiving notes on purchase documentation.
  • The external and internal receiving notes are maintained in a stand-alone system.
  • Eliminate errors due to miscommunications on handling requirements.
  • Saves time accessing the correct purchasing documentation for a given purchase order.
  • Ease in creating repeat orders for your vendors.
  • It lets you copy your existing purchase orders to create new ones.
  • Eliminates entry errors of complex orders with multiple purchase order lines.
  • It eliminates manual entry of similar purchase orders manually.
  • It gives guidelines for minimum, multiple, or maximum purchase order quantities.
  • Let you define minimum, multiple, maximum, and standard purchase quantities at an item level.
  • Automatically check and correct the purchase order quantities during order placement.
  • It does not cause order quantities inefficiencies in internal operations when there are irregular purchases.
  • Purchase and stock items in different units of measure.
  • Lets you use various units of measurement for different purchase orders for the same item.
  • Automatically convert the unit purchase price based on the purchase unit of measure.
  • Create duplicate units of measures records to model item-level conversions.
  • Saves time converting to different units of measure during order placement.
  • Allows purchase prices change for different vendor groups.
  • Allow purchase price agreements with your vendors for certain items.
  • Allow purchase price agreements to change by date, purchase volume, or currency.
  • Automatically apply the right purchase price based on purchase price agreements during order placement.
  • Accept vendors different discount levels.
  • Allow discount agreements with your vendors for certain purchased items.
  • Allow purchase discount agreements to change by date, sales volume, and currency.
  • Automatically apply the right discounts based on purchase discount agreements during order capture.
  • Prevent vendors from charging you an incorrect purchase price.
  • Prevent vendors from offering you the wrong purchase discounts on your purchase orders. 

Generate requisitions

After the blueprints/TOR/SOW has been finalize, create a purchase requisition. A requester sends the filled-out purchase requisition form after meeting all essential administrative requirements. 

Purchase requisition approval

Department heads or procurement officers then review submitted purchase requisitions. It may be approved or rejected after evaluating the need, checking the available budget, and confirming the purchase requisition form. If incomplete, it is sent back to the requestor to correct and resubmit.

Generate a PO

Purchase orders are created after the approval of purchase requisitions.

Approved purchase order 

Purchase orders will be sent to be approved to guarantee the correctness of blueprints. After it gets approved, it will be dispatched to vendors. 

Receipt

After the product gets delivered, the buyer checks the items or services and make sure that it complies with the terms.

Supplier performance

After the receipt process, several circumstances like quality, speedy delivery, responsiveness, service, agreement compliance, Total Cost of Ownership (TCO). Negligence is flagged in existing records and data systems for future use.

Invoice

When a receipt is approved, including the purchase order, the vendor invoice, and the receipt of the goods. If there are no errors found, an invoice will be approved and transmitted to the finance team for payment expense. In the case of mistakes, the invoice is sent back to the vendor with a reason why its rejected.

Payment

When an approved invoice is received, the finance team will process payments according to the agreement terms. Payment made falls into any of the following category:

  • advance
  • partial
  • progress or installment
  • final
  • holdback/retention payments.

About the Author: AJ Amjad Khanmohamed

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