Request a Supplier

Caroline Buckland Updated by Caroline Buckland

BPM Start Process Overview

Login to MyWorkplace and navigate to your desk. 

Locate the Finance requests applet, this will give you a summary on any previous requests, click arrow and select My Process to view more details.  

A summary of your processes is listed with the process name, description, Status and date. The filter can also be used to search against any of the fields. Use the X to close the window.

Create a Supplier

Locate the Finance Request applet and click on the New button. 

The following screen will be displayed – select Request a Supplier.

The following screen is displayed, this will open in a separate web browser. Read the info tab before moving to the next step.

Click on the Next button or the Supplier Details tab. Enter all fields marked with a red Asterix.

  • Supplier Name
  • Short Name
  • Currency
  • Category Code

The currency code and category code can be selected from a drop-down menu, type the name or code to filter the list. 

Access the next tab - Addresses.

The first address represents the Payment Address where the remittance advice will be emailed.

Contact Name and Phone number are optional.

The second address represents the Order to which the purchase order will be emailed. 

Post Codes are mandatory for both address lines. 

Access the Payment Details tab and add in the Payment details, if you select BACS the sort code and Account will be mandatory, sort code is a predefined list to select from.  The Payee name will default from the Name entered on the first tab if this is different enter the details here. 

VAT Registration number is optional. 

Settlement terms relates to when transactions will be calculated as due to be paid, a drop down of predefined codes will be displayed, type the name or code to filter the list. 

Select Discount terms form the drop-down menu. 

If the outstanding debt is collected by another company they must exist as a factor Supplier in Financials first, enter the code and from and to dates to when the agency is collecting the debt on behalf of the Supplier. 

CIS - Optional

If the Supplier relates to the Construction Industry scheme, flag the field. 

The CIS Details tab can the be entered.

The following fields require an entry.

  • Sub-Contractor Name
  • Sub-Contractor Type
  • Unique Tax Reference

A file can be attached to support your request, click the Choose a file.. button.  Locate your file and click on open to attach the document. 

Once complete click on the Finish button.  The supplier request will then be sent for approval. 

A message will be displayed.

The window can now be closed. 

The approver will receive an email. 

 

Save as Draft

The form can be saved as Draft at any point during the creation, the form will not be submitted for approval.

Enter a name and click on the Save button.

A message is received to indicate the draft is saved. 

To access the drafts, from the applet select the New Button, followed by the Request a Supplier.

You then select the Load from draft button.

Select from the dropdown menu the correct draft to load.

Then select the Load button.

Complete all fields as explained above and click on the Finish button.

A message will be displayed to indicate the request has gone for approval.

Approval

Approval of the request can be via the email by clicking the link.

Email link – click on the link to view the approval task.

Click on Claim to allow the approval. Tasks can always be unclaimed if claimed incorrectly.

A message is displayed to say the task has been claimed.

Check all the tabs and the details are valid, make an entry in any remaining fields, for example a supplier code may need to be added (depending on how suppliers are numbered on your organisation) 

Select the correct Vat code and Handling code. 

Once complete the supplier can be approved. Enter a comment in the Happy to Approve box on the Info tab and enter Yes in the Happy to Approve box, then click on the APPROVE button. 

A message will display to say the approval was successful.

An email is sent to the requester to confirm the approval.    

Reject a Request

To reject a Supplier, enter the rejection comments then click on Reject, and enter No in the Happy to Approve box.

A message is displayed to say the task is complete.

An email will be sent to the requester.

Either click the email link or locate the task in task manager.

Make any requested changes and you can then Re-submit, or select Cancel to cancel the request.

The customer request will go back through the approval route.

Clicking on the Cancel button will end the process and the form will no longer be in use, the following message will be displayed.

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