Purchase to Pay

Purchase to Pay Process Map: Identify Need for Buying Goods Purchase to Pay introduction Identify need for Goods Identify potential suppliers Purchasing Equipment over £100k Check correct payment route Tenders and Quotations Order goods/services Order with requisition No purchase requisition Using Marketplace Payment Requests Receive or Reject goods/services Manage invoices Open PO's and Invoices on hold Key Financial Controls

No Purchase Requisition

The cost of the purchase is under £100 or on the List of Exceptions to Purchase Order Requisitioning (67kb)

  • Place the order with the supplier by telephone or manual requisition form, keeping a record of the purchase on a departmental system
  • When the goods/services have been received, log this on the departmental system
  • Alternatively, for one-off small purchases, consider if use of Petty Cash is appropriate.
Note: Purchase Orders will be required for purchases under £100 where the supplier specifically requires one, where a zero-rated certificate is required, or where hazardous or controlled goods are being purchased.

A departmental credit card is used to pay for the purchase

  • Card purchases must be logged, in line with the Application for a Departmental Credit Card (158kb)
  • Credit card statements must be sent to the Accounts Payable team no later than 20 days from the statement date