0045099

YesNo

Do you need to order goods and services on or after 12February 2007?

Purchase to Pay Programme (P2P) Process Map

YesNo


Do you need to make a Worthy Cause payment?

Next

The P2P Programme does NOT affect the payment ofWorthy Causes which are paid via SEAS. LINK


YesNo


Do you need to order services that relate to travel and orsubsistence?

Next


The P2P Programme does NOT affect travel orsubsistence? Please click the link to the Travel

Management Intranet site. LINK

YesNo


Do you work in an Executive Agency (EA) or a Non Departmental Public Body (NDPB)?

Next


The issue of Delegated Financial Authority (DFA), which is the authority of the budget holder who will pay for the goods and services you require, is a matter dealt with by each EA and NDPB. Please seek advice or instruction

about DFA from your Procurement/Finance Points of Contact or Line Manager before proceeding.

YesNo


Have you obtained Delegated Financial Authority (DFA), which is the authority of the Budget Holder who will

pay for the goods and services you require, to order the goods and services?

Next


You must not proceed any further until you have obtained the authorisation of Budget Holder to order the value of

the goods and services you require.

YesNo


Do you have a Government Procurement Card (GPC) holder, or is there a GPC holder in your business area?

Yes


Are you likely to order the goods and services you requiremore than once?

No

YesNo


Is the value of the goods and service you require lessthan £5,000? Note certain goods such as IT equipment

should not be ordered or paid for using the GovernmentProcurement Card (GPC). LINK

Do you need to complete an internal process specific to the business area in which you work before ordering the

goods and services that you require?

YesNo


Complete the internal process as per the procedure notes.

Next


YesNo


Do you need to order goods and services from aCollaborative Contract e.g. stationery from Lyreco?

Click the LINK for a full list of the goods and serviceavailable from the Collaborative Contracts.

YesNo


Do you need to order the goods and services you requirefrom a Collaborative Contract using EASEbuy? Note readthe information about the relevant Collaborative Contracton the Scottish Procurement Directorate (SPD) webpage.

LINK



YesNo



Do you work in an Executive Agency (EA) or a NonDepartmental Public Body (NDPB)?

YesNo

Next


The issue of Delegated Purchase Authority (DPA), which is the legal authority to enter into contracts for the

supply of goods and services on behalf of the EA or NDPB that you work for, is a matter dealt with by each EA and NDPB. Please seek advice or instruction about DPA and from your Procurement/Finance Points of Contact or

Line Manager before proceeding.

YesNo

Do you have Delegated Purchase Authority (DPA),which is the legal authority to enter into contracts for thesupply of goods and services on behalf of the Scottish

Executive? LINK


YesNo


Is the value of the goods and service you require less than £25,000 in value?

Next


The value of the goods and services you require is £25,000 or more. You must not proceed any further until

the requirement for DPA has been satisfied. You must contact Procurement Operations on 0131 244 (4)3522

and complete a Request for Procurement Action. Procurement Operations will satisfy the requirement for

DPA by undertaking the necessary procurement exercise.

Next


The value of the goods and services that you require is less than £25,000. You must not proceed any further until

the requirement for DPA has been satisfied. You must contact the Central Purchasing Support Unit (CPSU)

on 0131 244 (4)1655 and complete a Request for Procurement Action. LINK. The CPSU will satisfy the

requirement for DPA by undertaking the necessary procurement exercise.


Once the procurement exercise is complete, does the CPSU purchase the goods and services you require using

the CPSU GPC Card?

YesNo

Next


Once Procurement Operations have completed the procurement exercise and the Contract is in place you will need to raise a requisition on EASEbuy for the goods and

services you require.

Next


The CPSU purchase and pay for the goods and services you require using the CPSU GPC Card. Once the goods

and services ordered are delivered or provided, the cost is recharged from the CPSU to the business area in which you work, via a SEAS Journal raised by the CPSU . Click

Next.

Next


The CPSU raise a requisition on EASEbuy for the goods and services you require using Buy For Rights. The

requisition is forwarded to your EASEbuy Approver for approval. Click Next to go the next step In the Process

Map.

YesNo




YesNo


Is the value of the goods and services you require lessthan £5,000? Note certain goods such as IT equipment


Next


You need to order the goods and services you require using EASEbuy.

Next


You must order the goods and services you require using a GPC.

YesNo


Does the supplier accept payment by VISA GPC?

Next


Order and pay for the goods and services you requireusing a GPC by following the subsequent process steps.

YesNo


Are the goods or services you require available on EASEbuy?

YesNo


Apply to the CPSU to add the supplier of the goods and services that you require on to EASEbuy. Is your

application approved?

Next


CPSU approves application and adds the supplier to EASEbuy.

Next


CPSU rejects application and identifies existing EASEbuy supplier of the goods and services you require.

Next


Order the goods and services you require usingEASEbuy by following the subsequent process steps.

YesNo


Have you checked that the Government Procurement Card (GPC) is the correct purchasing and payment

method for the goods or services you require?

YesNo


Do the goods and service you require cost more than £1,000?

Next


Complete and record the requirement for competitivetendering as outlined in Section 4.2. LINK

Next


Proceed to order the goods and services you require fromthe supplier quoting the required GPC details and confirm

the transaction amount and delivery details.

Next


Record the transaction details in the Transaction Log.

Next


The goods/services are sent to the delivery address andthe VISA Voucher, Receipt/VAT Receipt to the

Cardholder marked "Paid by VISA". These recordsshould be kept with the Transaction Log.

Next


The Cardholder confirms with the recipient of the goodsand or services that the correct goods and or services

have been delivered Section 4.4.2. LINK

Next


Cardholder checks Statement against the Transaction Log and/or Credit Transaction Log to identify and

resolve any inaccuracies, confirm authenticity of transactions highlighted by the Card Officer and follows up

non-delivery of items. Cardholder signs the Transaction Log and passes this and the Transaction Statement to the

Card Officer for checking and approval and retention along with all papers.

Next


Cardholder passes details of any Value Added Tax(VAT) paid that can be recovered (Section 4.5.1) and,or, any journaling requirements (Section 4.6.1) to their

Finance Team.

Next


Card Controller (Section 6.0) must perform periodic checks of the Transaction Logs & Statements (Section

5.6.1 to 6.3) in line with the Reference Guide.

YesNo


Have you checked that EASEbuy is the correct purchasing tool for the goods or services you require?

YesNo


Are you ordering goods and service that are set up as Catalogue for the supplier?

Next


You need to raise a Catalogue requisition for the goods and services you require. LINK

YesNo


Is VAT payable on the goods and services that yourequire? Contact your Finance Team Point of Contact

(FPOC) for guidance on VAT.

Next


Your need to raise a VAT Catalogue Requisition. LINKNote that the VAT Type is automatically selected for you

on Catalogue items.

Next


Your need to raise a Non-VAT Catalogue Requisition.LINK

Next


You need to raise a Non-Catalogue requisition for thegoods and services you require. LINK

YesNo


Does your Non VAT Catalogue Requisition involveConstruction Industry Scheme (CIS) Labour? LINK

Next


You need to raise a Construction Industry Scheme (CIS)Non Catalogue Requisition. Contact your FinanceTeam Point of Contact (FPOC) to obtain guidance

about how to process CIS correctly. LINK

YesNo




Next


Your need to raise a CIS Non Catalogue Requisition -without VAT on the materials element.

Next


Your need to raise a CIS Non Catalogue Requisition -with VAT on the materials element only.

No Yes


You must check the CIS Certificate Type i.e. CIS 4, 5 & 6. Is the supplier's CIS Certificate type CIS 4?

YesNo


Check the CIS End field on the CIS Suppliers Worksteet Tab of SEAS Suppliers List (Codes) Spreadsheet using

the following LINK. Is the supplier's CIS Certificate valid?

Next


Do not proceed any further until you have identified aCIS supplier with a valid CIS 4 Certificate.

Next


Raise your Requisition in EASEbuy for the goods andservices you require ensuring that you add separatelines for the labour and materials, as well as anyagreed delivery charges for the materials. LINK

YesNo


Is VAT payable on the goods and service that yourequire? Contact your Finance Team Point of Cotact


Next


Your need to raise a Non-VAT Non-CatalogueRequisition. LINK

Next


Your need to raise a VAT Non-Catalogue RequisitionLINK. You must select the correct VAT Type on each

line. LINK

YesNo


Do you need to order goods and services that you will receipt over a period of time e.g. a year, which the

supplier will invoice on more than one invoice e.g. utilities etc?

Next


Raise an Open-Ended Order (OEO), by selecting Yes fromthe Open-Ended Order drop down list field on the EASEbuy

Requisition Header. Open-Ended Orders should be raised forboth the remaining balance of existing SEAS Blanket Orders,

as well any future purchase transactions of this type e.g.utilities, scientific research contracts etc. See guidance on

how to raise an Open-Ended PO. LINK

Next


Raise your Requisition in EASEbuy for the goods andservices you require ensuring that you add a separateline for any agreed delivery/collection charges. LINK

Next


For Non Catalogue Requisitions ensure that you selectthe correct the VAT treatment for each requisition line.

LINK

Next


Submit you Requisitions for approval.

YesNo


Have your Requisition(s) been approved?

Next


The order is returned to the Requisitioner to beamended.

Next


Amend the Requisition(s) that have been returned to youby your Approver.

Next


EASEbuy sends the Purchase Order (PO), along with any electronic attachments to the PO, to the supplier by

e-mail or fax.

YesNo


Do you need to change the price or quantity of the goodsor service you have ordered?

Next


Amend the Purchase Order using the Change Order functionin EASEbuy. See the guidance on how to use the Change

Order function. LINK

Next


Resubmit amended Purchase Order for approval.

YesNo


Do you need to cancel the goods or serviced you have ordered?

Next


Cancel the order using the Cancel Order function inEASEbuy. LINK

Next


Receipt the goods and services you have ordered promptly as they are delivered or provided, in whole or in

part.

YesNo


Do you need to return some of the goods? Receipt thegoods that you have received, including those to be

returned, before returning the goods. LINK

Next


Return the goods using the Return function in EASEbuy.LINK

Next


Supplier submits a new or amended invoice, as Creditnotes will not be accepted.

YesNo


Is the supplier of the goods and services Lyreco, Glenmore, Sodexho or Arnold Clark?

Next


EASEbuy Team match the PO against the PurchasingCard Statement and then automatically recharge the

appropriate accounting details.

Next


The supplier submits the invoice in respect of thedelivered goods and provided services quoting the

EASEbuy purchase order number.

Next


The partially or wholly receipted PO, receipt(s) andsupplier invoice are three-way matched via the interface

between EASEbuy and SEAS.

Next


The interface creates the correct accounting entries inthe SEAS General Ledger and Accounts Payable.

Next


The supplier invoice is then paid by SEAS.

Next


The PO, receipt(s), invoice and payment accounting entries for each purchase transaction is available as

Management Information in SEAS.

Do you need to order goods and services on or after 12February 2007?

Yes

Do you need to order services that relate to travel and orsubsistence?

Next

Purchase to Pay Programme (P2P) Main Process Map

Do you need to make a Worthy Cause payment?No

The P2P Programme does NOT affect the payment ofWorthy Causes which are paid via SEAS. LINK

Yes

YesThe P2P Programme does NOT affect travel orsubsistence? Please click the link to the Travel

Management Intranet site. LINK

Do you have a Government Procurement Card (GPC)holder, or is there a GPC holder in your business area?

No

Do you need to order goods and services from aCollaborative Contract e.g. stationery from Lyreco?

Click the LINK for a full list of the goods and serviceavailable from the Collaborative Contracts.


Is the value of the goods and service you require lessthan £5,000? Note certain goods such as IT equipment


Do you need to order the goods and services you requirefrom a Collaborative Contract using EASEbuy? Note readthe information about the relevant Collaborative Contracton the Scottish Procurement Directorate (SPD) webpage.

LINK

Yes

Yes

No


Yes

Close the P2P Process Map and follow the intructions forordering from those Collaborative Contracts which are

NOT ordered via EASEbuy e.g. Taxis. LINK

No

The issue of Delegated Purchase Authority (DPA),which is the legal authority to enter into contracts for the

supply of goods and services on behalf of the EA orNDPB that you work for, is a matter dealt with by each EAand NDPB. Please seek advice or instruction about DPAand from your Procurement/Finance Points of Contact or

Line Manager before proceeding.

Yes

Next

No

Do you have Delegated Purchase Authority (DPA),which is the legal authority to enter into contracts for thesupply of goods and services on behalf of the Scottish

Executive, of sufficient value to order to order the goodsand services you require?

Yes

Next

Next

Is the value of the goods and service you require lessthan £25,000 in value?

Yes

No

No

The value of the goods and services you require is£25,000 or more. You must not proceed any further until

the requirement for DPA has been satisfied. You mustcontact Procurement Operations on 0131 244 (4)3522

and complete a Request for Procurement Action.Procurement Operations will satisfy the requirement for

DPA by undertaking the necessary procurement exercise.

No

Do you need to complete an internal process specific tothe business area in which you work before ordering the


Complete the internal process as per the procedurenotes.

The value of the goods and services that you require isless than £25,000. You must not proceed any further until

the requirement for DPA has been satisfied. You mustcontact the Central Purchasing Support Unit (CPSU)

on 131 244 (4)1655 and complete a Request forProcurement Action. LINK. The CPSU will satisfy the

requirement for DPA by undertaking the necessaryprocurement exercise.

Yes

Once Procurement Operations have completed theprocurement exercise and the Contract is in place you

will need to raise a requisition on EASEbuy for the goodsand services you require.

No

Next

Yes No



goods and services that you require?Yes

No


Is the value of the goods and services you require lessthan £5,000? Note certain goods such as IT equipment


Yes

You need to order the goods and services you requireusing EASEbuy.

You must order the goods and services you require using aGPC.

Are the goods or services you require available onEASEbuy?

Yes

Does the supplier accept payment by VISA GPC?

Order and pay for the goods and services you requireusing a GPC by following the subsequent process steps.

CPSU approves application and adds the supplier toEASEbuy.

Apply to the CPSU to add the supplier of the goods andservices that you require on to EASEbuy. Is your

application approved?

CPSU rejects application and identifies existing EASEbuysupplier of the goods and services you require.

Yes

Order the goods and services you require usingEASEbuy by following the subsequent process steps.

Next

Yes No

Next

Next

No

No Next

Yes

Next

Next

Yes


The issue of Delegated Financial Authority (DFA),which is the authority of the budget holder who will pay forthe goods and services you require, is a matter dealt withby each EA and NDPB. Please seek advice or instruction

about DFA from your Procurement/Finance Points ofContact or Line Manager before proceeding.

No

Yes

Have you obtained Delegated Financial Authority(DFA), which is the authority of the Budget Holder who will

pay for the goods and services you require, to order thegoods and services?

Next

NoYou must not proceed any further until you have obtainedthe authorisation of Budget Holder to order the value of

the goods and services you require.

NextYes

Next

Once the procurement exercise is complete does, theCPSU purchase the goods and services you require using

the CPSU GPC Card?

The CPSU raise a requisition on EASEbuy for the goodsand services you require using Buy For Rights. The

requisition is forwarded to your EASEbuy Approver forapproval. Click Next to go the next step In the Process

Map.

No

The CPSU purchase and pay for the goods and servicesyou require using the CPSU GPC Card. Once the goods

and services ordered are delivered or provided, the cost isrecharged from the CPSU to the business area in whichyou work, via a SEAS Journal raised by the CPSU . Click

Next.

Yes

No




Next

Next

Yes

No

Next

NoHave you checked that the Government Procurement

Card (GPC) is the correct purchasing and paymentmethod for the goods or services you require?

Go back to Main P2P Process Map Page. LINK

Yes

Do the goods and service you require cost more than£1,000?

Complete and record the requirement for competitivetendering as outlined in Section 4.2. LINK

Proceed to order the goods and services you require fromthe supplier quoting the required GPC details and confirm

the transaction amount and delivery details.

No

Yes


Next

The goods/services are sent to the delivery address andthe VISA Voucher, Receipt/VAT Receipt to the

Cardholder marked "Paid by VISA". These recordsshould be kept with the Transaction Log.

Next

Cardholder records all the transaction details in theTransaction Log

The Cardholder confirms with the recipient of the goodsand or services that the correct goods and or services

have been delivered Section 4.4.2. LINK

Next

Next

Cardholder and Card Officer receive BarclaycardBusiness Statement by e-mail from SEAS.

Card Officer highlights transactions requiring particularscrutiny Section 5.1. LINK

Next

Cardholder checks Statement against the TransactionLog and/or Credit Transaction Log to identify and

resolve any inaccuracies, confirm authenticity oftransactions highlighted by the Card Officer and follows

up non-delivery of items. Cardholder signs theTransaction Log and passes this and the Transaction

Statement to the Card Officer for checking and approvaland retention along with all papers.

Next

Cardholder passes details of any Value Added Tax(VAT) paid that can be recovered (Section 4.5.1) and,or, any journaling requirements (Section 4.6.1) to their

Finance Team.

Next

Card Controller (Section 6.0) must perform periodicchecks of the Transaction Logs & Statements (Section

5.6.1 to 6.3) in line with the Reference Guide.

Next

Yes

Purchase to Pay Programme (P2P) GPC Process Map

Next

No

Yes

Yes

Yes

No

Yes

No

No

Next NextNext

Next

Next

No

Next

Next

Next

Have you checked that EASEbuy is the correctpurchasing tool for the goods or services you require?

Are you ordering goods and service that are set up asCatalogue for the supplier?

You need to raise a Catalogue requisition for the goodsand services you require. LINK

You need to raise a Non-Catalogue requisition for thegoods and services you require. LINK

NoYes



You need to raise a Non-VAT Catalogue Requisition.LINK

Does your Non VAT Catalogue Requisition involveConstruction Industry Scheme (CIS) Labour? LINK



Next

Yes

You need to raise a Construction Industry Scheme (CIS)Non Catalogue Requisition. Contact your FinanceTeam Point of Contact (FPOC) to obtain guidance

about how to process CIS correctly. LINK

Is VAT payable on the on the materials only? Contactyour Finance Team Point of Cotact (FPOC) for

guidance on VAT.

You need to raise a VAT Non-Catalogue RequisitionLINK. You must select the correct VAT Type on each

line. LINK

You need to raise a Non-VAT Non-CatalogueRequisition. LINK

You need to raise a CIS Non Catalogue Requisition -without VAT on the materials element.

You need to raise a CIS Non Catalogue Requisition -with VAT on the materials element only.

Next

Do you need to order goods and services that you willreceipt over a period of time e.g. a year, which thesupplier will invoice on more than one invoice e.g.

utilities etc?

You must check the CIS Certificate Type i.e. CIS 4, 5 &6. Is the supplier's CIS Certificate type CIS 4?

Check the CIS End field on the CIS Suppliers WorksteetTab of SEAS Suppliers List (Codes) Spreadsheet using

the following LINK. Is the supplier's CIS Certificate valid?

Do not proceed any further until you have identified aCIS supplier with a valid CIS 4 Certificate.

Next

Raise your Requisition in EASEbuy for the goods andservices you require ensuring that you add separatelines for the labour and materials, as well as anyagreed delivery charges for the materials. LINK

Yes

Next

Raise an Open-Ended Order (OEO), by selecting Yes fromthe Open-Ended Order drop down list field on the EASEbuy

Requisition Header. Open-Ended Orders should be raised forboth the remaining balance of existing SEAS Blanket Orders,

as well any future purchase transactions of this type e.g.utilities, scientific research contracts etc. See guidance on

how to raise an Open-Ended PO. LINK

Raise your Requisition in EASEbuy for the goods andservices you require ensuring that you add a separateline for any agreed delivery/collection charges. LINK

Yes

Next

For Non Catalogue Requisitions ensure that you selectthe correct the VAT treatment for each requisition line.

LINK

Next

Have your Requisition(s) been approved?

Next

EASEbuy sends the Purchase Order (PO), along withany electronic attachments to the PO, to the supplier by

e-mail or fax.

Yes

Amend the Requisition(s) that have been returned to youby your Approver.

No

Do you need to change the price or quantity of the goodsor service you have ordered?

Next

Do you need to return some of the goods? Receipt thegoods that you have received, including those to be

returned, before returning the goods. LINK

No

Is the supplier of the goods and services Lyreco,Glenmore, Sodexho or Arnold Clark?

No

The supplier submits the invoice in respect of thedelivered goods and provided services quoting the

EASEbuy purchase order number.

No

Amend the Purchase Order using the Change Order functionin EASEbuy. See the guidance on how to use the Change

Order function. LINK

Cancel the order using the Cancel Order function inEASEbuy. LINK

No

Next

Do you need to cancel the goods or serviced you haveordered?

No

Yes

Resubmit amended Purchase Order for approval.

The partially or wholly receipted PO, receipt(s) andsupplier invoice are three-way matched via the interface

between EASEbuy and SEAS.

Next

The interface creates the correct accounting entries inthe SEAS General Ledger and Accounts Payable.

Next

The supplier invoice is then paid by SEAS.

Next

The PO, receipt(s), invoice and payment accountingentries for each purchase transaction is available as

Management Information in SEAS.

Next

Yes

Next

EASEbuy Team match the PO against the PurchasingCard Statement and then automatically recharge the

appropriate accounting details.Yes

Return the goods using the Return function in EASEbuy.LINK

Supplier submits a new or amended invoice, as Creditnotes will not be accepted.

Next

Next

Next

No

Submit you Requisitions for approval.

Next

Yes

Receipt the goods and services you have orderedpromptly as they are delivered or provided, in whole or in

part.

No

You need to raise a VAT Catalogue Requisition.LINKNote that the VAT Type is automatically selected for you

on Catalogue items.

The order is returned to the Requisitioner to beamended.

Next

0045099

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Transcript of 0045099