11/1/2007
RECEIPT, RECEIPT, RECEIPT!
Purchase to Pay will go live early this year and it is vital that you receipt the goods and services you have ordered on EASEbuy once they are received.
Under Purchase to Pay, a 3-way matching process is central to the proper accounting and payment of transactions. Quite simply, if the purchase is not receipted by you on EASEbuy then the 3-way matching process cannot be concluded and invoice payments will be delayed.
3-way matching is the process by which the Purchase Order, Receipt and Invoice for goods and services are matched against each other, eventually allowing final payment of the invoice. It works like this:
· Stage 1: Requisitioners ordering the goods on EASEbuy will automatically generate a Purchase Order with a unique number.
· Stage 2: Once the goods or services have been delivered, the requisitioner will then retrieve the purchase order on EASEbuy and receipt to acknowledge delivery.
· Stage 3: Those who receive and process the invoices will then perform the 3-way match of the purchase order, receipt and invoice in SEAS - checking to ensure that the quantity and price are the same as in the original order. Once matched, payment can then be made.
This process highlights the importance of requisitioners following Stage 2 and receipting goods or services on EASEbuy once they are received. Failure to receipt prevents the 3-way matching process being completed, leading to likely delays in payment to suppliers.
Checks will be carried out by a P2P support team on invoices that are not receipted and purchasers will be reminded to receipt the goods. Persistent failure to do this will lead to Division Heads being informed.
If you still require EASEbuy training arrange it now by e-mailing:
SEAS.training@scotland.gsi.gov.uk
Further information about the Purchase to Pay programme is available from our intranet site at /purchasetopay
You can also comment on the changes directly to the Purchase to Pay Programme Team by e-mailing p2pprogrammeteam@scotland.gsi.gov.uk
8/11/2006
PURCHASE TO PAY PROGRAMME - INITIAL USER TESTING
The first tranche of user testing on the Purchase to Pay Programme has now been completed.
Initial user testing on the interface between EASEbuy and SEAS - where purchase ordering, receipting and payment of goods and services is carried out - has now been completed. A big thank you to the volunteers from the Executive and Agencies who took part in this very useful exercise.
Results have highlighted encouraging progress made while also identifying areas that need to be tested further before the system goes live. Further testing will continue over the next month. The programme will not go live until testing has been satisfactorily completed.
As a result, the previously advertised go live indicatior of late-autumn 2006 is now revised to early 2007. We will inform you of the exact date well in advance.
Remember the four 'must do's' of Purchase to Pay:
· You must use EASEbuy to order your goods and services, unless using GPC.
· You must attend EASEbuy training before you can access the EASEbuy system.
· Remember that from the go live date, all purchases must carry a Purchase Order number, except when using GPC.
· You must receipt goods and services on EASEbuy as soon as they are received. If you don't, payments could be delayed.
If you still require training arrange it now by e-mailing:
SEAS.training@scotland.gsi.gov.uk