Grant Thornton Purchasing Course Manual

Purchasing in Business World 

Course Manual 

Business World

Notices 

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Contents 

Introduction ........................................................................................................... 5 

Training Basics ................................................................................................................................ 5 

Introducing the Course ................................................................................................................... 5 

Supplier Requests .................................................................................................. 6 

2.1 Objectives ................................................................................................................................. 6 

2.2 Overview .................................................................................................................................. 6 

2.3 Screen Definitions ..................................................................................................................... 7 

2.3.1 Header Section ................................................................................................................................ 7 

2.3.2 ‘Supplier Request’ Sub tab ............................................................................................................... 7 

2.3.3 Saving or Submitting ....................................................................................................................... 8 

2.3.4 Supplier Request Task ...................................................................................................................... 8 

2.3.5 ‘Supplier Request Status’ Sub tab ..................................................................................................... 8 

2.4 Actions ..................................................................................................................................... 9 

2.4.1 To open an existing New Supplier Request form ............................................................................... 9 

2.4.2 To begin a New Supplier Request form ............................................................................................. 9 

2.4.3 To action a Supplier Request Task .................................................................................................. 10 

Payment Requests ............................................................................................... 11 

3.1 Objectives ............................................................................................................................... 11 

3.2 Overview ................................................................................................................................ 11 

3.3 Screen Definitions ................................................................................................................... 12 

3.3.1 Header Section .............................................................................................................................. 12 

3.3.2 Payment Requisition Section .......................................................................................................... 12 

3.3.3 Saving or Submitting ..................................................................................................................... 13 

3.3.4 Payment Request Rejected Task .................................................................................................... 13 

3.4 Actions ................................................................................................................................... 13 

3.4.1 To open an existing Payment Request Form ................................................................................... 13 

3.4.2 To begin a New Payment Request Form ......................................................................................... 14 

3.4.3 To action a Rejected Payment Request Task................................................................................... 14 

Purchase Requisitions .......................................................................................... 15 

4.1 Objectives ............................................................................................................................... 15 

4.2 Overview ................................................................................................................................ 15 

4.3 Screen Definitions: Purchasing ................................................................................................ 15 

4.3.1 Purchasing screen ......................................................................................................................... 15 

4.3.2 Purchase request screen ................................................................................................................ 17 

4.3.3 Purchase Line ‘Zoom’ ..................................................................................................................... 19 

4.3.4 Documents .................................................................................................................................... 20 

4.3.5 Saving or Submitting ..................................................................................................................... 20 

4.4 Actions: Purchasing Screen ..................................................................................................... 21 

4.4.1 To view an existing Purchase Requisition ....................................................................................... 21 

4.4.2 To view an expected delivery ......................................................................................................... 21 

4.4.3 To begin a new Purchase Requisition ............................................................................................. 21 

4.4.4 To attach a document ................................................................................................................... 22 

4.4.5 To split the cost of a line ................................................................................................................ 23 

4.4.6 To save the Purchase Requisition as Draft ...................................................................................... 23

4.4.7 To submit the Purchase Requisition for approval ............................................................................ 23 

Purchase Requisition Workflow ........................................................................... 25 

5.1 Objectives ............................................................................................................................... 25 

5.2 Overview ................................................................................................................................ 25 

5.3 Screen Definitions & Actions: Workflow Tasks ........................................................................ 26 

5.3.1 ‘Please insert a Supplier ID’ task .................................................................................................... 26 

5.3.2 ‘Update Requisition’ task ............................................................................................................... 26 

Purchase Reports & Receipting ............................................................................ 28 

6.1 Objectives ............................................................................................................................... 28 

6.2 Overview ................................................................................................................................ 28 

6.3 Screen Definitions ................................................................................................................... 28 

6.3.1 Purchase Order reports.................................................................................................................. 28 

6.3.2 Goods receipt ................................................................................................................................ 30 

6.4 Actions: Goods Receipting ...................................................................................................... 32 

6.4.1 To receipt a Purchase Order........................................................................................................... 32 

Appendix .................................................................. Error! Bookmark not defined. 

7.1 Invoice Level Example .................................................................. Error! Bookmark not defined.

Purchase Requisitioning in Business World - Course Manual 

Introduction 

Training Basics 

Your trainer will explain: 

§ the location of facilities, including toilets and refreshment points 

§ the fire procedures for the building, including the marshalling points, and general 

room safety and comfort 

§ the need to switch off mobile phones and refrain from using the internet during the 

course 

§ the scheduling of breaks during the course, including coffee breaks and a lunch break 

of approximately one hour 

§ How to provide feedback using the forms provided, which must be completed before 

you leave. 

Introducing the Course 

The course combines discussions, demonstrations and exercises to confirm your understanding of 

the topics covered. Exercises can be found in the Workbook that accompanies this Reference Guide. 

Teaching aids, such as PowerPoint presentations, are used where appropriate to help explain 

concepts, processes or procedures. 

In this Reference Guide you will find comment boxes, which include icons indicating the type of 

comment being presented, as follows: 

Icon 

Comment Type 

Note 

Best practice 

Warning 

Navigate to 

Idea 

Page 5 of 32 

© Highpoint 2019 highpoint-services.co.uk


Supplier Requests 

2.1 Objectives 

The objectives of this section are to understand how to: 

• Raise a Supplier Request 

2.2 Overview 

A Purchase Requisition requires a Supplier to be chosen. If the supplier you wish to purchase from is 

not already set up, you can request it by completing the New Supplier Request form. 

If approved, the new supplier will be available for use. The approval workflow looks like this: 

There is a single review step. 

When the review is finished, you will get a feedback task. The new supplier may be rejected, it may 

be that it already exists (in which case the existing Supplier ID will be given) or it may be approved 

and created (in which case the new Supplier ID will be given). 

Page 6 of 32 



2.3 Screen Definitions 

The New Supplier Request form is made up of a number of sections spread across two sub-tabs. The 

fields and other elements of the screen are described below. 

Navigate to Forms ® Forms ® New Supplier Request 

2.3.1 Header Section 

Field 

Form ID 

Form description 

Description 

The ID is auto assigned when saving a new request. The ID (or Form description) can 

then be entered when searching for an existing request 

The first field to be completed when creating a new request – should be the name of 

the supplier followed by “- New Supplier”. 

(Eg: Highpoint Services – New Supplier) 

2.3.2 ‘Supplier Request’ Sub tab 

The Supplier Request section records the key information about the supplier. This includes the 

Supplier Name, Company and VAT Registration numbers, Address and Contact. 

The Payment Request section records the supplier bank account information, for invoice payment. 

Commented [JWB1]: Form CR….Fax , changes to email 

Commented [MV2R1]: Are you saying that there is a Change 

Request for ‘Supplier Fax’ to be changed to ‘Supplier Email’? 

Page 7 of 32 



2.3.3 Saving or Submitting 

At the bottom of the screen you have the option to for approval or so that 

you can return to it later and update it. Either option will produce a Form ID. If you open the form 

while it is still under review, you will see a message at the bottom of the screen telling you it is 

‘currently awaiting approval’. 

2.3.4 Supplier Request Task 

Once the form has been reviewed it will be Approved or Rejected. If approved, the Supplier will be 

created. If rejected, it will be because the supplier already exists or because it has failed to meet the 

necessary criteria for creation. Either way, the form will be updated accordingly and then returned to 

you as a Task. 

The task instruction tells you to “Review the feedback from Purchase Management and choose to resubmit 

your request or accept the feedback”. To review the feedback, click the Supplier Request 

Status sub tab. 

2.3.5 ‘Supplier Request Status’ Sub tab 

Only one of the two sections is completed, depending on whether the request was Approved or 

Rejected. 

• If approved, the new Supplier ID will be provided. 

• If rejected, a reason and comment will be given. If the supplier already exists, the ID 

will be provided. 

Page 8 of 32 



At the bottom of the screen you have the option to 

workflow process. 

, which will complete the 

Or, if you have amended the supplier details based on the feedback, you can choose to 

and await the second review and subsequent approval/rejection. 

2.4 Actions 

2.4.1 To open an existing New Supplier Request form 


Step 

Action 

1 Click into the Form ID field. 

2 Begin typing the ID or description of the request. 

3 Click the relevant option from the list provided and [TAB] to open the form. 

If there is a ‘currently awaiting approval’ message, the form can be viewed but not amended. 

If there is no such message, the form is in ‘Draft’ mode and can be amended and saved again as 

‘Draft’, or submitted for approval. 

2.4.2 To begin a New Supplier Request form 


Step 

Action 

1 Click into the Form description field and enter the following format ‘name of supplier – 

new supplier’. 

2 Complete the relevant fields in the Supplier Details section (you must at least complete 

the mandatory fields, indicated with a red asterisk * ). 

3 Complete the relevant fields in the Payment Details section. 

4 Click the relevant button at the bottom of the screen to complete your entry: 

• Save as Draft (which can be later opened and amended – see action 

3.4.1) 

• Submit form (which can only be viewed later - see action 3.4.1) 

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5 Click OK when informed of the assigned Form ID. 

The form has been successfully save/submitted. 

2.4.3 To action a Supplier Request Task 

Navigate to Tasks ® Supplier Request… 

Step 

Action 

1 Click the relevant Supplier Request task from your task list (which begins Initiator 

feedback…’) to open it in a new screen. 

2 Click the Supplier Request Status tab and view the feedback in the Approved or 

Rejected section. 

3 Make the relevant choice based on the feedback: 

• If the request was Approved: take note of the Supplier ID for use in future 

Purchase Requisitions (and comments if there are any) and click Accept 

Feedback. 

• If the request was Rejected due to a supplier already existing: take note of 

the supplier in the Use Supplier ID field and click Accept Feedback. 

• If the request was Rejected due to ‘More details required’: view the 

comment, amend the information provided on the Supplier Request tab 

and click Re-submit Request. 

• If the request was Rejected due to the supplier failing the checks: read 

the comment and click Accept Feedback. 

Page 10 of 32 



Payment Requests 



• Raise a Payment Request 

3.2 Overview 

If you need to make a one-off ‘sundry’ payment to someone it is not cost-effective to go through the 

supplier creation process. Therefore you can request a sundry payment be made by completing the 

Payment Request Form. 

If approved, the payment will be made by Accounts Payable. The approval workflow looks like this: 

There is a single approval step. 

If approved, the payment will be made. 

If rejected, you will get a task giving information as to why and will have some actions available to 

you. 

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The Payment Request Form a single section and is very simple to complete. The fields and other 

elements of the screen are described below. 

Navigate to Forms ® Forms ® Payment Request Form 

3.3.1 Header Section 

Field 

Form ID 

Form description 

Description 

The ID is auto assigned when saving a new request. The ID (or Form description) can 

then be entered when searching for an existing request 

The first field to be completed when creating a new request – should be the name of 

the payee and a reason for the payment. 

3.3.2 Payment Requisition Section 

This section contains all the fields necessary to request the sundry payment. This includes the Payee 

name, Detail of payment reason, the Cost Center and Work order that should be charged and payee 

bank details. 

Page 12 of 32 




At the bottom of the screen you have the option to for approval or so that 

you can return to it later and update it. Either option will produce a Form ID. If you open the form 

while it is still under review, you will see a message at the bottom of the screen telling you it is 

‘currently awaiting approval’. 

3.3.4 Payment Request Rejected Task 

Once the form has been reviewed it will be Approved or Rejected. If approved, the payment will be 

created. If rejected, the form will be updated with a reason and then returned to you as a Task. 

Clicking on the task will open the form. The Workflow log contains the reason for the rejection. 

At the bottom of the screen you only have the option to 

, which will complete the 

workflow process. Any corrections or amendments to the request would have to be submitted in a 

new form. 

3.4 Actions 

3.4.1 To open an existing Payment Request Form 


Step 

Action 

1 Click into the Form ID field. 

2 Begin typing the ID or description of the request. 

3 Click the relevant option from the list provided and [TAB] to open the form. 

If there is a ‘currently awaiting approval’ message, the form can be viewed but not amended. 

If there is no such message, the form is in ‘Draft’ mode and can be amended and saved again as 

‘Draft’, or submitted for approval. 

Page 13 of 32 



3.4.2 To begin a New Payment Request Form 


Step 

Action 

1 Click into the Form description field and enter the following format ‘name of payee – 

reason for payment’. 

2 Complete the relevant fields in the Payment Requisition section (you must at least 

complete the mandatory fields, indicated with a red asterisk * ). 

3 Click the relevant button at the bottom of the screen to complete your entry: 

• Save as Draft (which can be later opened and amended – see action 

4.4.1) 

• Submit form (which can only be viewed later - see action 4.4.1) 

4 Click OK when informed of the assigned Form ID. 

The form has been successfully save/submitted. 

3.4.3 To action a Rejected Payment Request Task 

Navigate to Tasks ® Payment Request Form… 

Step 

Action 

1 Click the relevant task from your task list (which begins Payment Request Form 

Review…’) to open it in a new screen. 

2 View the Workflow log section to see the reason for the rejection. 

3 Click Task Complete. 

The workflow is completed. 

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Purchase Requisitions 


The objectives of this section are to understand how to… 

• View/amend previously created Purchase Requisitions 

• Raise a Purchase Requisition using the Purchasing screen: 

4.2 Overview 

Purchase Requisitions can be created in the Purchasing screen of Business World. The resulting 

request will be sent to the relevant approvers based on factors such as product, amount and cost 

centre. If approved, a Purchase Order will be created and sent to the Supplier. 

Key Learning Points: 

§ Purchase Requisitions must be raised and approved prior to a purchase. 

§ Purchase Requisitions are automatically distributed for approval by the person/s with 

the relevant authority. 

§ When a Purchase Requisition has been approved, it becomes a Purchase Order (PO) 

and is automatically sent to the supplier. 

§ When goods are received or services are rendered, the PO should be receipted. 

§ When a Purchase Invoice arrives, it will be matched to the PO and receipts. A match 

will mean the invoice can be paid. 

§ There are two types of Purchase Requisitions: 

o Direct: these are coded to chargeable Work orders and are authorised by a 

‘Direct Work Order Manager’. 

o Indirect: these are coded to non-chargeable Work orders and are authorised 

by an ‘Indirect Work Order Manager’. 

4.3 Screen Definitions: Purchasing 

Navigate to Your employment or Procurement ® Start Pages ® Purchasing 

4.3.1 Purchasing screen 

The home screen is split into three sections: 

4.3.1.1 New request 

Click the Purchase request button to begin a new Purchase Requisition. 

Page 15 of 32 



4.3.1.2 Requisitions 

This section gives you access to Purchase Requisitions in any of three possible states: Draft (not 

submitted), In progress (submitted but not yet approved) and Sent (approved and sent as Purchase 

Orders). 

There is a search bar where you can view all types listed above and search for a specific 

request/order by number, name (a label you have assigned) or supplier. Clicking on a line will open 

that request/order. 

The Draft, In progress and Sent boxes have a number indicating the number of requests/orders of 

that type. Clicking the box will display the records (which can be sorted for easier searching) and 

clicking a line will open it. 

Draft items will open as Purchase Requisitions and can be amended and saved as draft 

or submitted. 

In progress items will open as Purchase Requisitions. You can Save as draft which will 

take it out of the approval workflow or you can make amendments and Submit which 

will force it to restart the approval workflow. 

Sent items will open as Purchase Orders. They cannot be amended. 

Page 16 of 32 



4.3.1.3 Expected deliveries 

This navigable calendar will display all POs based on their Delivery date. Click the number to see the 

list or POs and select the desired line to view it in the Goods Receipt screen. 

4.3.2 Purchase request screen 

When you click Purchase request, the screen will open with a ‘breadcrumb trail’ leading back to the 

Purchasing screen. 

The various fields in this screen are described in the table below. Again the screen is split into 

different sections as they serve different functions. 

Field 

On behalf of Requisitioner 

Purchase request name 

Delivery date 

Description 

By default this will be you. If you are raising a Purchase Requisition for 

someone else, select their name here. 

A simple label you can enter to describe the purchase. This can be used when 

searching for your Draft, In progress and Sent items if entered properly. 

Enter to indicate when the goods or services are expected to be delivered 

(leave as default if unknown). The PO can then be seen in your Delivery 

calendar on the front Purchasing screen as a reminder. 

Click the Settings button to: 

Enter a default Supplier that will be assigned by 

default to each purchase line. 

Settings 

View/amend the Cost centre – this indicates 

which budget the purchase cost will come 

from. 

Enter an External reference (if requested by 

the Supplier) that will appear on the PO. 

Page 17 of 32 



Apply to 

selection / all 

By default, the values entered will be applied to all new purchase lines entered. 

If you change the values, you can apply those changes to all (old and new) lines or tick one 

or more lines and aply the change only to them. 

Select who should be receiving the delivery when sent - you or a general 

office address. Your selection will determine the Delivery address. 

Delivery contact / 

Delivery address 

Delivery description / 

attention / information 

Text added into these fields will appear in the PO and can be used to instruct 

how the delivery is made. 

Add Product 

Click to add your first new purchase line and any subsequent lines. 

These are the types of goods/services 

purchases. 

Product 

Start typing the name of the product 

being purchased and choose from the 

list of matching items. 

Or, click the … button to use Value 

lookup to find the item. 

Product 

Description 

Supplier 

Delivery date 

Quantity 

Defaults from the chosen Product but should be changed to be more specific as 

this will appear on the PO. 

Only one supplier should be used in a purchase requisition. Therefore, if you 

choose the Supplier in the Settings window it will be automatically applied on 

each purchase line you create. 

Will automatically be applied as per your entry in the field above. 

Enter as appropriate. 

Page 18 of 32 



Unit 

Price 

Currency 

Currency amount 

This will be automatically applied based on the chosen Product. 

Enter the individual price per unit. 

This will be automatically applied based on the chosen Supplier. 

The calculation of Quantity x Price. 

4.3.3 Purchase Line ‘Zoom’ 

At the right side of each purchase line is a magnifying glass icon. Clicking this will display a ‘zoom’ 

screen. There are 2 tabs: 

§ Cost Categories 

This tab shows the Work order the purchase line is to be charged to, the Tax code to be applied, etc. 

By default, a purchase line is charged only to one Work order, but the Split cost button allows you to 

create more cost lines and therefore split the purchase across multiple Work orders. [VAT 

Receipt/Tax code relationship – might hide VAT recpt via WinOpts] 

Commented [MV3]: Need to pin down exactly what is 

happening with the tax coide before/after saving/submitting. 

Commented [JWB4]: SD to confirm 

Commented [MV5R4]: Await Update 

§ Product Text 

The field in this tab is free text. Information entered here will become a sub-product description line 

on the PO, below the main Product Description entered above. You can enter multiple lines of text 

here which you cannot do on the Product Description. 

Page 19 of 32 



4.3.4 Documents 

Supporting documents can be attached to a single purchase line 

or to the whole purchase requisition using the paperclip icon. 

In the Document archive screen, select the relevant document 

type from the folder options on the left, then click Add a 

Document and upload the document from wherever it is saved. 

The icon turns blue to indicate an attached document: 

If an Engagement Letter is attached, the purchase requisition will be sent to the AP team 

for review during the approval process. 

Commented [JWB6]: More guidance re: what ‘Eng Letter’ 

represents in BW ie label of icon to drive WF 

Commented [MV7R6]: Await definition update 


At the bottom of the screen you have the option to 

the purchase requisition for approval 

or 

so that you can return to it later and update it. Either option will produce a Purchase 

request number. 

Page 20 of 32 



4.4 Actions: Purchasing Screen 

All actions listed below happen in the following screen: 


4.4.1 To view an existing Purchase Requisition 

Step 

1a 

1b 

Action 

In the Requisitions section, enter the Purchase Requisition number or label in the ‘Find 

purchases by…’ field and select the relevant order from the list. 

In the Requisitions section, click the relevant option (assuming there is a number higher 

than 0): 

• Draft – to see / amend an existing draft Purchase Requisition 

• In progress – to view a submitted Purchase Requisition 

• Sent – to view a sent Purchase Order 

4.4.2 To view an expected delivery 

Step 

Action 

1 In the Expected deliveries section, navigate to the date of the delivery. 

2 Click the number in the date and select the relevant Purchase Order number. 

It will open in the Goods Receipt screen, this is covered in Section 6. 

4.4.3 To begin a new Purchase Requisition 

Step 

Action 

1 Click Purchase Request. 

2 If creating the Purchase Requisition on behalf of someone else, change the name in the 

On behalf of Requsitioner field. 

3 Enter a meaningful label in the Purchase request name field. 

4 Select the Delivery date (if known). 

Page 21 of 32 



5 Click Settings and enter/amend: 

§ The Supplier. 

§ The Cost centre (amend if different from the default) 

§ Any required External reference code 

6 Close the Settings window. 

7 Change the Delivery contact if necessary. 

8 Enter the Delivery description, attention and information as required. 

9 Click Add product. 

10 Start entering a Product and choose from the list of matching options. 

11 Amend the Product description to be more specific. 

Commented [JWB8]: Type or Value lookup 

PRODUCT=Collection of type of purchases (goods/services) 

Commented [MV9R8]: Already discussed (definition already 

exists in section above…and type ahead will suffice) – but separately 

there is an issue with Value Lookup. 

12 Enter the Quantity and unit Price. 

13 Amend the default Currency if necessary. 

14 Click the magnifying glass icon on the far right of the line. 

15 In the Cost Categories sub tab: 

§ Choose the appropriate option in the VAT Receipt (Yes/No) field. 

§ Enter the Work order code. 

§ Amend the Tax code as necessary. 

16 Click the Product text tab and enter a full description of the purchase line. 

17 Click Done. 

18 Continue to add subsequent purchase lines as described above from Step 9. 

4.4.4 To attach a document 

Following on from 5.4.3… 

1 Click the Document icon on the right side of the line (if it is to refer to a specific 

purchase line) or at the top right of the screen (if it is to refer to the entire purchase). 

2 Click the relevant document folder on the left. 

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3 Click Add a document. 

4 Click Upload and choose your document. 

5 Amend the Document title and enter a description if necessary. 

6 Click Save. 

7 Add another document or close the window to finish. 

4.4.5 To split the cost of a line 

Following on from 5.4.3… 

1 Click the magnifying glass icon on the far right of the line you wish to split. 

2 In the Cost Categories sub tab: 

§ Click Split cost. 

§ Change the coding of the new cost line as necessary. 

§ Enter the Percentage or Amount to be split (the other line will update 

automatically…but only if the cost is split just two ways). 

§ Repeat until you have as many split cost lines as you need. 

3 If you wish to apply this cost split to all purchase lines, click Apply cost categories to all 

lines. 

4 Click Done. 

4.4.6 To save the Purchase Requisition as Draft 

With a valid Purchase Requisition (all mandatory fields completed)… 

1 Click Save as draft at the bottom of the screen. 

2 A transaction number will be assigned, click OK. 

You can find this draft Purchase Requisition via the number or label (see 5.4.1 above). 

4.4.7 To submit the Purchase Requisition for approval 

With a completed Purchase Requisition… 

1 Click Submit at the bottom of the screen. 

2 A ‘Success’ message will appear, click OK. 

Page 23 of 32 



You can find this draft Purchase Requisition via the number or label (see 5.4.1 above). 

It has now been sent for approval. 

Page 24 of 32 



Purchase Requisition Workflow 


The objectives of this section are to understand… 

• How the approval process works 

• How to deal with a rejected Purchase Requisition 

5.2 Overview 

Purchase Requisitions will enter the automated ‘workflow’ approval process once submitted. If you 

were to open a Purchase Requisition which is In progress, you could Save as draft which will take it 

out of the approval workflow or you can make amendments and Submit which will force it to restart 

the approval workflow. 

The approval process looks like this: 

Once submitted, the system will check to see if you have included a SupplierID on all lines. If you 

haven’t, you will receive a Please insert a Supplier ID task (described below). This will allow you to 

update your Purchase Requisition appropriately. 

Then the system will look at the documentation attached and coding used to decide which of 4 

approval paths is required: Engagement Letter / Direct Project / Indirect Project / Fixed Assets. 

For Indirect and Direct Project purchases, the workflow system also looks at the amount of the 

requisition: purchases under £5000 will be sent to the Work Order Manager and over £5000 will be 

routed to the Work Order Principal. 

Your Purchase Requisition could be Rejected by the approver in which case you will receive an 

Update Requisition task (described below). This will allow you to resubmit an amended version or 

cancel the Purchase Requisition completely. 

Once your Purchase Requisition has been Approved, it will be transferred to a Purchase Order and 

sent to the supplier. 

Page 25 of 32 



5.3 Screen Definitions & Actions: Workflow Tasks 

As shown in the overview above, there are two reasons for you to get a workflow task: 

• if any line from your Purchase Requisition does not have a supplier 

• if your Purchase Requisition is rejected by the approver 

This section looks at each of these tasks and describes the actions to be taken. 

5.3.1 ‘Please insert a Supplier ID’ task 

If you leave the Supplier ID field empty on any of the lines of your Purchase Requisition, you will see 

a Please insert a supplier ID task when you click on Your tasks. 

To fix this automatic rejection of your Purchase Requisition: 

§ click the task to open the screen 

§ click into each line that is missing a supplier and add the supplier 

§ once finished, click 

Your Purchase Requisition will go back into workflow and will now continue to the appropriate 

approver. 

5.3.2 ‘Update Requisition’ task 

If your Purchase Requisition is rejected by the approver, you will see a Update Requisition OrderNo… 

task when you click on Your tasks. 

Page 26 of 32 



To see why it was rejected,click the task to open the screen and click on one of the order lines (which 

will have a warning icon against it). 

With the order line active, you will be able to see the Workflow log which contains the approvers 

reason for rejecting the request. 

Depending on the comment, your subsequent action will be to amend the Purchase Requisition and 

click or abandon the Purchase Requisition . 

Page 27 of 32 



Purchase Reports & Receipting 



• View the status of your Purchases 

• Register a receipt of goods or services 

6.2 Overview 

When a Purchase Requisition is approved, the information will be transferred to a Purchase Order 

and sent to the supplier. You can use reports to view Purchase Orders you have created. 

When an order for goods or services is fulfilled (goods are delivered or services are rendered), you 

will need to register this fact via the Goods Receipt screen. 


6.3.1 Purchase Order reports 

There are multiple ways to view the Purchase Orders you have raised. Here are 3 of them: 

6.3.1.1 Purchasing Screen 


As discussed in Section 5.3, you can use the Sent box to view Purchase Orders. 

Using the Expected delivery calendar will take you directly to the Goods Receipt screen which is also 

discussed in this section. 

6.3.1.2 Your Purchases 

Navigate to Procurement ® Requisitions ® Your Purchases 

This report is dedicated to listing and describing all Purchase Requests you have raised. For each 

request, it tells you the status of its journey through workflow or, if approved, whether it has been 

receipted of not and what the order line detail is. 

Page 28 of 32 



6.3.1.3 Purchase Order Details 

Navigate to Procurement ® Purchase Orders ® Purchase order details 

This report is dedicated to describing only those Purchase Requests you that have been transferred 

to Purchase Orders, subtotaled by Supplier. 

Clicking on any blue OrderNo link will open the Purchase order so you can see each order line. The 

Deliv’d and InvoicedNo columns tell you whether the order has been receipted and/or invoiced 

respectively. 

Page 29 of 32 



6.3.2 Goods receipt 

Receipting a Purchase Order allows for the ‘3 way match’ to happen. This is where the Accoutns 

Payable team attempt to match an Invoice to one or more Receipts on a Purchase Order. If those 

three items match, the invoice can be paid with no futher authoraisation necessary. 

It is important that the receipting is done at the time the goods are received and by the person who 

knows about the purchase…usually the initial requestor. 

Navigate to Procurement ® Purchase Orders ® Goods Receipt 

There are a few elements to the screen: 

6.3.2.1 Header sections 

At the top of the screen are three sections giving the Order number, Supplier, Requestor and 

Delivery date. Clicking the blue Order number link will display a window giving a useful 

order/receipt/invoice history. 

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6.3.2.2 Order details 

This is the section where you perform the actual receipting. It tells you, per line, what has been 

previously receipted and you then choose what to receipt. 

Receipting is done at the Unit price level for service type products and at the Qty received level for 

goods (though the Unit price option is still available – see below). 

If the Order qty matches the Previously received, it means the order has been fully receipted (you 

cannot over-receipt an order). 

If you are partially receipting and need to cancel the rest of the order, you can click the Rest 

cancelled box and choose a Reason code from the drop down box. This has the effect of reducing the 

Purchase Order by the unreceipted amount/quantity. 

Any cancellation should be first discussed with the Supplier. 

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6.4 Actions: Goods Receipting 

Navigate to Procurement ® Purchase Orders ® Goods Receipt 

6.4.1 To receipt a Purchase Order 

Step 

Action 

1 In the Order number field, enter the Purchase Order number or use the Value lookup 

function to find it. Then [Tab] out of the field to show the order lines. 

2 Ensure the relevant order line is selected. 

3 Enter the value to be received in the Qty. received field or, if unavailable, the Unit price 

field. 

4 If there will be an unreceipted amount that you wish to cancel (having spoken with the 

supplier), click Rest Cancelled and choose the relevant Reason code. 

5 Repeat for all lines you wish to receipt. 

6 Once finished, click Save. 

7 Click OK when given a Receipt number. 

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Grant Thornton Purchasing Course Manual

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