P2P Purchasing Channels and Scope

Sourcing Process

Process
  1. Business completes a Procurement Services Request (PSR) form and submits to procurementrequests@rmit.edu.au
  2. Free form order created in P2P System by SS&P on behalf of requester post contract
  3. SS&P notify Finance to complete pre-payment (if required)

Purchase Order (PO), Invoicing and Goods Receipting (GR) completed through P2P system by requester

Responsibility for raising request- Business
  • Used for complex purchases and/or over $150k purchases
  • Pre-Payment of Assets

SAP Purchase Order Used until functionality comes available in P2P system (currently estimated to be available by end of Q2)

Process

The University invests a significant amount annually on the purchase of goods and services.

  1. Complete paper purchase order and obtain appropriate approvals (including Contractor / Consultant engagement form where required)
  2. Send to purchasing team for creation in SAP and to be sent to supplier
  3. Sign off on payment of invoice received and submit to Accounts Payable for processing
Responsibility for raising request- Business
  • Engagement of Contractors and Consultants
Responsibility for raising request- Finance
  • Blanket Purchase Orders, for example Legal Fees
  • Items where spend amount is not known at ordering stage, for example Gas Bottle Rentals or service of equipment

SAP Payment from Invoice (no PO required)

Process
  1. Obtain goods / service quote offline
  2. Obtain appropriate approval and request goods / services from supplier
  3. Sign off on payment of invoice received and submit to Accounts Payable for processing.
Responsibility for raising request- Business
  • Used when it is for a one off supplier (up to max $5k) who can’t take a credit card
  • Pre-Payment subscription (under $5k)
  • Purchases made using research funding where the supplier is a one off
  • Purchases made using research funding where the supplier is a one off international supplier (max $5k)
  • One off International Suppliers (including Teachers, Researchers, Agents)
  • Payment of customs and clearance fees
Responsibility for raising request- Finance
  • Research Funding Transfer Agreements payment to other Universities
  • Placements of students

Other Purchasing Systems

Process
  1. Utilise appropriate system to complete transaction
Responsibility for raising request- Business
  • Library Materials – Alma
  • Travel – Trobexis
  • Bookshop Stock – Booknet
  • Technology sale and Acquisition Agreements – SAP Debtors
  • Property Services – Property Central
  • Staff Reimbursements - Form
Responsibility for raising request- Finance
  • Student application commissions – iapply
  • Taxi fares – Cab Charge
  • Utilities – Direct Debit.

Credit Card

Process
  1. Complete purchase on credit card
  2. Complete reconciliation in ICMS
Responsibility for raising request- Business
  • The item being purchased is not available on a hosted catalogue in the P2P system
  • The purchase is a one off or low frequency (max twice per year)
  • The value of the purchase is less than $5,000 and NOT an asset (single item value of $2,000 or more)
  • Catering, if the supplier is from the catering Panel
  • Conferences
  • The purchase is not included in a University Supply Agreement, such as but not limited to Travel, Marketing, IT Hardware and Software, Printing, Office Supplies and Recruitment
  • E-Freezer purchases
  • Pre-Payment subscriptions (under $5k).

Procure to Pay (P2P)

Process
  1. Requester raises catalogue or RFQ purchase through P2P System
  2. Where RFQ value is over $100k, RFQ is work flowed to SS&P for assistance and SS&P raise Purchase Request (PR) on behalf of purchaser
  3. PO, Invoicing and GR completed through P2P system by requester
Responsibility for raising request- Business
  • Catalogue purchases
  • All items not in scope utilising other channels or on catalogue by utilising Request For Quote (RFQ) functionality
  • RFQs from $0-100k are managed by requester, RFQs $100k+ are managed by SS&P in collaboration with requester