Yes No: Purchase To Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map
Do you need to order goods and services on or after 12

February 2007?
No
Yes
No
Yes
The P2P Programme does NOT affect the payment of

Worthy Causes which are paid via SEAS. LINK
Next
Do you need to order services that relate to travel and or

subsistence?
No
Yes
The P2P Programme does NOT affect travel or

subsistence? Please click the link to the Travel
Management Intranet site. LINK
Next
No
Yes
Next
No
Yes
Next
No
Yes
Are you likely to order the goods and services you require
more than once?
No
Yes
Is the value of the goods and service you require less

than 5,000? Note certain goods such as IT equipment
should not be ordered or paid for using the Government
Procurement Card (GPC). LINK
No
Yes
No
Yes
Next
Do you need to order goods and services from a

Collaborative Contract e.g. stationery from Lyreco?
Click the LINK for a full list of the goods and service
available from the Collaborative Contracts.
No
Yes
Do you need to order the goods and services you require

from a Collaborative Contract using EASEbuy? Note read
the information about the relevant Collaborative Contract
on the Scottish Procurement Directorate (SPD) webpage.
LINK
No
Yes
No
Yes
Next
Close the P2P Process Map and follow the intructions for
ordering from those Collaborative Contracts which are
NOT ordered via EASEbuy e.g. Taxis. LINK
Next
Do you work in an Executive Agency (EA) or a Non

Departmental Public Body (NDPB)?
No
Yes
Next
Do you have Delegated Purchase Authority (DPA),

which is the legal authority to enter into contracts for the
supply of goods and services on behalf of the Scottish
Executive? LINK
No
Yes
No
Yes
Next
Next
No
Yes
Next
Next
Next
No
Yes
Next
more than once?
No
Yes
Is the value of the goods and services you require less

No
Yes
Next
Next
No
Yes
Order and pay for the goods and services you require
using a GPC by following the subsequent process steps.
Next
No
Yes
No
Yes
Next
Next
Order the goods and services you require using

EASEbuy by following the subsequent process steps.
Next
No
Yes
No
Yes
Complete and record the requirement for competitive

tendering as outlined in Section 4.2. LINK
Next
Proceed to order the goods and services you require from

the 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 and

the VISA Voucher, Receipt/VAT Receipt to the
Cardholder marked "Paid by VISA". These records
should be kept with the Transaction Log.
Next
The Cardholder confirms with the recipient of the goods

and or services that the correct goods and or services
have been delivered Section 4.4.2. LINK
Next
Next
Cardholder and Card Officer receive Barclaycard

Business Statement by e-mail from SEAS.
Card Officer highlights transactions requiring particular
scrutiny Section 5.1. LINK
Next
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
Next
No
Yes
No
Yes
Next
Is VAT payable on the goods and services that you

require? Contact your Finance Team Point of Contact
(FPOC) for guidance on VAT.
No
Yes
Your need to raise a VAT Catalogue Requisition. LINK

Note 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 the

goods and services you require. LINK
Next
Does your Non VAT Catalogue Requisition involve

Construction Industry Scheme (CIS) Labour? LINK
No
Yes
You need to raise a Construction Industry Scheme (CIS)

Non Catalogue Requisition. Contact your Finance
Team Point of Contact (FPOC) to obtain guidance
about how to process CIS correctly. LINK
Next

No
Yes
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.
Next
No
Yes
No
Yes
Do not proceed any further until you have identified a

CIS supplier with a valid CIS 4 Certificate.
Next
Raise your Requisition in EASEbuy for the goods and

services you require ensuring that you add separate
lines for the labour and materials, as well as any
agreed delivery charges for the materials. LINK
Next
Is VAT payable on the goods and service that you

require? Contact your Finance Team Point of Cotact
No
Yes
Your need to raise a Non-VAT Non-Catalogue

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

LINK. You must select the correct VAT Type on each
line. LINK
Next
No
Yes
Raise an Open-Ended Order (OEO), by selecting Yes from

the Open-Ended Order drop down list field on the EASEbuy
Requisition Header. Open-Ended Orders should be raised for
both 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

services you require ensuring that you add a separate
line for any agreed delivery/collection charges. LINK
Next
For Non Catalogue Requisitions ensure that you select

the correct the VAT treatment for each requisition line.
LINK
Next
Next
No
Yes
The order is returned to the Requisitioner to be

amended.
Next
Amend the Requisition(s) that have been returned to you

by your Approver.
Next
Next
Do you need to change the price or quantity of the goods

or service you have ordered?
No
Yes
Amend the Purchase Order using the Change Order function

in EASEbuy. See the guidance on how to use the Change
Order function. LINK
Next
Resubmit amended Purchase Order for approval.
Next
No
Yes
Cancel the order using the Cancel Order function in

EASEbuy. LINK
Next
Next
Do you need to return some of the goods? Receipt the

goods that you have received, including those to be
returned, before returning the goods. LINK
No
Yes
Return the goods using the Return function in EASEbuy.

LINK
Next
Supplier submits a new or amended invoice, as Credit

notes will not be accepted.
Next
No
Yes
EASEbuy Team match the PO against the Purchasing

Card Statement and then automatically recharge the
appropriate accounting details.
Next
The supplier submits the invoice in respect of the

delivered goods and provided services quoting the
EASEbuy purchase order number.
Next
The partially or wholly receipted PO, receipt(s) and

supplier invoice are three-way matched via the interface
between EASEbuy and SEAS.
Next
The interface creates the correct accounting entries in

the SEAS General Ledger and Accounts Payable.
Next
Next
Next
Purchase to Pay Programme (P2P) Main Process Map
Do you need to order goods and services on or after 12

February 2007?
The P2P Programme does NOT affect travel or

subsistence? Please click the link to the Travel
Management Intranet site. LINK
Yes
No
Do you need to make a Worthy Cause payment?
Yes
Yes
Do you need to order services that relate to travel and or

subsistence?
The P2P Programme does NOT affect the payment of

Worthy Causes which are paid via SEAS. LINK
Next

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.
Yes
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.
Yes
more than once?
No
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?
No
Next
Yes
Do you have a Government Procurement Card (GPC)

holder, or is there a GPC holder in your business area?
No
Close the P2P Process Map and follow the intructions for
ordering from those Collaborative Contracts which are
NOT ordered via EASEbuy e.g. Taxis. LINK
Complete the internal process as per the procedure

notes.
No
Yes
Do you need to order the goods and services you require

from a Collaborative Contract using EASEbuy? Note read
the information about the relevant Collaborative Contract
on the Scottish Procurement Directorate (SPD) webpage.
LINK
Yes
Yes
No
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?


than 25,000 in value?
Do you have Delegated Purchase Authority (DPA),

supply of goods and services on behalf of the Scottish
Executive, of sufficient value to order to order the goods
and services you require?
No
Yes
No
No
Yes
No
No
Yes
Do you need to order goods and services from a

Collaborative Contract e.g. stationery from Lyreco?
Click the LINK for a full list of the goods and service
available from the Collaborative Contracts.

The issue of Delegated Purchase Authority (DPA),

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.
Next
No
Yes
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 131 244 (4)1655 and complete a Request for
Procurement Action. LINK. The CPSU will satisfy the
requirement for DPA by undertaking the necessary
procurement exercise.
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
Next
Once the procurement exercise is complete does, the

CPSU purchase the goods and services you require using
the CPSU GPC Card?
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.

notes.

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.
Yes

notes.
No
Next
Is the value of the goods and services you require less

Yes
Yes
No
You must order the goods and services you require using a
GPC.
Next
Does the supplier accept payment by VISA GPC?
Next
more than once?
No
Next
Yes
You need to order the goods and services you require

using EASEbuy.
No
Yes
Yes
No
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
Next
CPSU approves application and adds the supplier to

EASEbuy.
Next
Yes
Are the goods or services you require available on

EASEbuy?
No
Apply to the CPSU to add the supplier of the goods and

services that you require on to EASEbuy. Is your
application approved?
Next
Yes
Yes
No
Order and pay for the goods and services you require
using a GPC by following the subsequent process steps.
Order the goods and services you require using

EASEbuy by following the subsequent process steps.
CPSU rejects application and identifies existing EASEbuy

supplier of the goods and services you require.
Next
Next
Purchase to Pay Programme (P2P) GPC Process Map
Go back to Main P2P Process Map Page. LINK
No
Have you checked that the Government Procurement

Card (GPC) is the correct purchasing and payment
method for the goods or services you require?
Yes
Do the goods and service you require cost more than

1,000?
Yes
Yes
Complete and record the requirement for competitive
tendering as outlined in Section 4.2. LINK
No
Next
Proceed to order the goods and services you require from

the supplier quoting the required GPC details and confirm
the transaction amount and delivery details.
Next
Next
The goods/services are sent to the delivery address and

the VISA Voucher, Receipt/VAT Receipt to the
Cardholder marked "Paid by VISA". These records
should be kept with the Transaction Log.
Next
The Cardholder confirms with the recipient of the goods
and or services that the correct goods and or services
have been delivered Section 4.4.2. LINK
Next
Cardholder records all the transaction details in the
Transaction Log
Next
Cardholder and Card Officer receive Barclaycard
Business Statement by e-mail from SEAS.
Card Officer highlights transactions requiring particular
scrutiny Section 5.1. 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.
Have you checked that EASEbuy is the correct

purchasing tool for the goods or services you require?
Yes
You need to raise a Catalogue requisition for the goods
and services you require. LINK
Yes
You need to raise a VAT Catalogue Requisition.LINK

Note that the VAT Type is automatically selected for you
on Catalogue items.
Next
Are you ordering goods and service that are set up as

Catalogue for the supplier?
Yes
You need to raise a Non-Catalogue requisition for the

goods and services you require. LINK
No
Next
Next

Does your Non VAT Catalogue Requisition involve

Construction Industry Scheme (CIS) Labour? LINK
No
No
You need to raise a VAT Non-Catalogue Requisition
LINK. You must select the correct VAT Type on each
line. LINK
You need to raise a Non-VAT Catalogue Requisition.

LINK
Yes
Next
You need to raise a Construction Industry Scheme (CIS)

Non Catalogue Requisition. Contact your Finance
Team Point of Contact (FPOC) to obtain guidance
about how to process CIS correctly. LINK
Next
Is VAT payable on the on the materials only? Contact

your Finance Team Point of Cotact (FPOC) for
guidance on VAT.

No
You need to raise a Non-VAT Non-Catalogue

Requisition. LINK
You need to raise a CIS Non Catalogue Requisition without VAT on the materials element.
Next
You must check the CIS Certificate Type i.e. CIS 4, 5 &
6. Is the supplier's CIS Certificate type CIS 4?
Next
Next
Do not proceed any further until you have identified a

CIS supplier with a valid CIS 4 Certificate.
Yes
No
Next
For Non Catalogue Requisitions ensure that you select

the correct the VAT treatment for each requisition line.
LINK
Next
Submit you Requisitions for approval.
No
Have your Requisition(s) been approved?
Next
Next
The order is returned to the Requisitioner to be

amended.
No
Next
Yes
EASEbuy sends the Purchase Order (PO), along with

any electronic attachments to the PO, to the supplier by
e-mail or fax.
Resubmit amended Purchase Order for approval.
Next
Do you need to change the price or quantity of the goods

or service you have ordered?
Next
Yes
Amend the Purchase Order using the Change Order function

in EASEbuy. See the guidance on how to use the Change
Order function. LINK
Yes
EASEbuy Team match the PO against the Purchasing

Card Statement and then automatically recharge the
appropriate accounting details.
No
Cancel the order using the Cancel Order function in

EASEbuy. LINK
Yes
Do you need to cancel the goods or serviced you have

ordered?
No
Receipt the goods and services you have ordered

promptly as they are delivered or provided, in whole or in
part.
No
Return the goods using the Return function in EASEbuy.

LINK
Yes
Do you need to return some of the goods? Receipt the

goods that you have received, including those to be
returned, before returning the goods. LINK
Next
No
Supplier submits a new or amended invoice, as Credit

notes will not be accepted.
Is the supplier of the goods and services Lyreco,

Glenmore, Sodexho or Arnold Clark?
No
The supplier submits the invoice in respect of the

delivered goods and provided services quoting the
EASEbuy purchase order number.
Next
Next
The partially or wholly receipted PO, receipt(s) and

supplier invoice are three-way matched via the interface
between EASEbuy and SEAS.
Next
The interface creates the correct accounting entries in

the 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.
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?
Yes

services you require ensuring that you add a separate
line for any agreed delivery/collection charges. LINK
Next
No

services you require ensuring that you add separate
lines for the labour and materials, as well as any
agreed delivery charges for the materials. LINK
Next
Amend the Requisition(s) that have been returned to you

by your Approver.
You need to raise a CIS Non Catalogue Requisition with VAT on the materials element only.
Next
Next
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?
Raise an Open-Ended Order (OEO), by selecting Yes from

the Open-Ended Order drop down list field on the EASEbuy
Requisition Header. Open-Ended Orders should be raised for
both 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
Yes
No
Next
Next
Yes
Next

Yes No: Purchase To Pay Programme (P2P) Process Map

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Purchase to Pay Programme (P2P) Process Map

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

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

The P2P Programme does NOT affect the payment of

Purchase to Pay Programme (P2P) Process Map

Do you need to order services that relate to travel and or

Purchase to Pay Programme (P2P) Process Map

The P2P Programme does NOT affect travel or

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Is the value of the goods and service you require less

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Do you need to order goods and services from a

Purchase to Pay Programme (P2P) Process Map

Do you need to order the goods and services you require

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Do you work in an Executive Agency (EA) or a Non

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Do you have Delegated Purchase Authority (DPA),

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Is the value of the goods and services you require less

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Order the goods and services you require using

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Purchase to Pay Programme (P2P) Process Map

Complete and record the requirement for competitive

Purchase to Pay Programme (P2P) Process Map

Proceed to order the goods and services you require from

Purchase to Pay Programme (P2P) Process Map

Record the transaction details in the Transaction Log.

Purchase to Pay Programme (P2P) Process Map

The goods/services are sent to the delivery address and