Procure to Pay (P2P)

The current purchasing process

Current process graphic

The current purchasing process is time consuming, wasteful and prone to human error. It relies on manual entry of purchase orders and invoices into SAP and the transmission of these documents back and forth between the purchaser and supplier.

The problems with this method

• We currently have approximately 7,000 live suppliers on SAP, yet nearly a third of these suppliers were dealt with on only one occasion in 2008-09.

• Over half of invoices are received without purchase orders making it difficult to manage budgets on SAP.

• More than 400 staff across the University are currently involved in processing invoices, with 60% of users keying fewer than 2 invoices per week.

• Delays in processing documents can lead to late payments meaning an increased workload for suppliers and the University in chasing and resolving payment issues.

• The complexity of this process encourages human error. Prices and catalogue numbers can be entered incorrectly, necessitating further administration.

• Paper documentation can be easily misplaced.

The proposed solution

The P2P system currently being developed will replace the current, inefficient method of purchasing goods and services, automating and simplifying the process involved.
Click here to find out how P2P will work.