Newcastle University

Procure to Pay (P2P)

Approvals

• Approvals within SRM will be via email and will be based on the total value of the shopping cart. The email to approvers will contain detailed cart information however the email will have a link to SRM if the approver needs to see even more information. Approval or rejection will take place via links in the email.

• For items bought from the e-marketplace there will be a self-approval limit of £500.

• For other spend (i.e. non catalogue items and shopping carts above £500) there will be a simple 1 or 2 step approval process, though shopping cart over £25k will require “checking” by Procurement before financial approval, as is current practice. A summary of the approvals matrix is outlined below. A full version can be downloaded as a pdf document by clicking here.

• Over 90% of Newcastle University’s spend is less that £25k and will therefore fall into the self-approval or single step approval category.

• Central shoppers can create shopping carts for users from other Schools/Services. This is called “Shop on Behalf Of”. In such cases the approver is determined by the hierarchy of the person the shopping is being done of behalf of, not the central shopper.

• When a cart is fully approved a purchase order will be automatically created and will be sent to the supplier. This will go electronically if the supplier can accept electronic orders. If not the PO will be emailed to shopping cart creator to forward it manually to the supplier.

• If the cart is rejected it will be emailed back to the cart creator to accept the changes or change the cart. If the cart changes the approval process will take place again.

• Once the goods have been received and receipted or the service has been confirmed the invoice can be paid. For more information on payment of invoices click here.