5.5 External Order Processing

If you wish to use PECOS P2P to record orders being processed outside of the system and not send a purchase order to the supplier you will be given External Order Processing options.

The requisition delivery and invoicing screen will contain appropriate choices for you to define how you want the order to be processed in the Requisition Processing Type section.

Depending on the permissions granted to you, either one or both options detailed below will display. If you have not been granted permissions to alternative processing, this section will not display in the requisition delivery and invoicing screen.

The following options are available (the actual displayed text is shown in italics):

• Normal processing: “Normal processing through this system”.

This is the default option which must be changed in order to invoke alternative processing conditions.

• Do not send order but other processing is normal: “Order may have been sent to supplier. Receipts, invoices and matching will be entered manually.”

This option ensures that the orders on the requisition will not be transmitted to the supplier but will be available for normal (manual) receiving and settlement. A copy of the order is sent to the buyer.

Example. A last minute telephone order is placed with a local supplier to provide an emergency repair. The service is received on credit and an invoice issued. No purchase order or retrospective approval is required but receiving, invoicing and settlement must be performed in the usual way.

• Do not send order and complete all other processing automatically: “Order has already been sent to supplier and goods or services received. The system will automatically create a matching receipt and invoice, and settle the order.”

This option ensures that the orders on the requisition will not be transmitted to the supplier and all additional system processing (receipt, invoice and matching) is performed automatically. A copy of the order is sent to the buyer.

Example. A field engineer purchases an item for an emergency repair using a corporate credit card. No purchase order, invoice or payment is required. The transaction is recorded for reporting and accounting purposes.

Note that if alternate processing conditions are selected your requisition might follow an alternative approval path, based on rules contained in your approval plan.