The ‘How To’ Handbook
P2P – The Key to Easier Ordering
Contents
TABLE OF CONTENTS
PART 1 – ABOUT THE PURCHASE TO PAY ( P2P) PROCESS
1 Welcome to the P2P Handbook! ................................................................................ 4
Introduction ........................................................................................................................ 5
1.1 About this Handbook ............................................................................................. 5
2 Purchasing Using e-BIS ............................................................................................. 5
2.1 What is e-BIS?....................................................................................................... 5
2.2 Who can use it? ..................................................................................................... 5
2.3 Who does what? .................................................................................................... 5
3 Using The Learning Trust Purchasing Card ............................................................. 6
3.1 What type of card is it? .......................................................................................... 6
3.2 How does it work? ................................................................................................. 6
3.3 How do I record payments I have made using the card? ....................................... 6
3.4 What are the benefits of using a p-card? ............................................................... 6
3.5 Keeping your card secure ...................................................................................... 7
3.6 Controls ................................................................................................................. 7
3.7 If your details change ............................................................................................ 8
3.8 Fighting Fraud ....................................................................................................... 8
3.9 How does VAT work with Purchasing Cards? ....................................................... 8
4 Any Problems? ........................................................................................................... 9
4.1 Who to Contact ...................................................................................................... 9
PART 2 – E-BIS REQUISITIONING PROCESSES
1. Getting Started with e-BIS
2. Create a Purchase Order
3. Despatch Purchase Orders
4. Amend or Delete Purchase Orders
5. Receive Goods/Services
6. Reverse Goods Receipt
PART 3 – E-BIS APPROVAL PROCESSES
1. Approve/Reject Purchase Orders
2. Approve Invoices with no Purchase Order
3. Take Invoices Out of Dispute
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Contents
PART 4 – PURCHASING CARD PROCESSES
1. Buy Goods/Services Using a Purchasing Card
2. Maintain the Purchasing Card Transaction Log
3. Receive Goods/Services Purchased Using a Purchasing Card
4. Reconcile Purchasing Card Transactions
PART 5 – SAMPLE E-BIS AND P-CARD FORMS & DOCUMENTS
1. Purchasing Process Flow
2. Sample e-BIS Purchase Order
3. Sample Purchasing Card Transaction Log
4. Sample Purchasing Card Monthly Statement
5. Process Feedback Form
6. Purchasing Card User Agreement
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PART 1 - ABOUT THE PURCHASE TO PAY (P2P) PROCESS
1 Welcome to the P2P Handbook!
Welcome to the P2P ‘How To’ Handbook. This Handbook will guide you through the P2P
system.
P2P has a critical role in ensuring that we purchase goods and services in a cost efficient
and auditable manner. It will ensure that budgets correctly reflect committed spend,
providing budget managers with up-to-date information to enable them to manage their
budgets more effectively and, through the Purchasing Card (p-card), it will make buying
lower value items simpler and quicker.
The P2P process has been designed with the user in mind. Representatives from different
parts of The Learning Trust have been involved at every stage of the process design.
However, we recognise that no process is perfect. If you have comments or
recommendations regarding how it could be improved, please do not hesitate to contact
the P2P Project Officer in Finance (see Who to Contact, later in this section of the
Handbook).
Janet Pressland
Director of Finance and Resources
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PART 1 - ABOUT THE PURCHASE TO PAY (P2P) PROCESS
Introduction
1.1 About this Handbook
This document is made up of the following elements:
Introductory and background information to tell you about e-BIS and the Purchasing
Card (p-card) system
A full set of user procedures explaining how to acquire and approve goods/services
using each procurement method
Samples of the forms and paper documents that you will use or produce during each
of the procurement processes
A glossary of terms.
2 Purchasing Using e-BIS
2.1 What is e-BIS?
e-BIS is a web-based finance module that has been added to The Learning Trust’s
existing Open Accounts financial system. With the exception of items purchased using the
p-card and a small number of exempt items, all goods and services must be ordered using
the system. Where an invoice is received for an exempt item, you will be able to approve
the invoice online.
e-BIS is easy to use. The menu options are streamlined, so that you only see those
options you are set up to use. Data entry is straightforward, and most of the input fields
have lookup tables behind them, to help you enter the correct data.
Everything is done electronically. e-BIS sends automatic emails telling users when orders
have been created or despatched, and when orders and invoices are ready for approval.
2.2 Who can use it?
e-BIS is available to Requisitioners, authorised Approvers, and Substitute Approvers.
Substitute Approvers authorise purchase orders/invoices in the absence of the main
Approver.
If you want to request or change a Substitute Approver, ask your Assistant Director (or
above) to complete a form FIN002 – Authorised Signatory Request and send it to the
Financial Controller. All Finance Forms are available on The Learning Trust intranet.
2.3 Who does what?
Requisitioners use e-BIS to enter order details, despatch orders, and to record goods
receipts.
Approvers use e-BIS to approve orders and invoices. These processes are carried out
electronically.
Approvers are notified by automatic email when a document needs their approval. They
must respond within a set number of days (see later in this Handbook) otherwise the
notification is automatically passed on to the Substitute Approver.
If an order/invoice needs more than one level of approval, e-BIS automatically notifies the
next level Approver as each level is approved.
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Note: Please note that, whilst it may be useful for you to be familiar with the tasks that
other users do, you are bound by The Trust’s segregation of duties policy and therefore
must not try to perform tasks for which you are not authorised.
3 Using The Learning Trust Purchasing Card
3.1 What type of card is it?
The Learning Trust Purchasing Card (p-card) is a charge card, provided by Barclays Bank.
It is not a credit card, so the full balance must be paid in full each month.
The p-card is used for ad-hoc purchases under £1k (or a lower limit if the Cost Centre
Manager has set the limit lower).
Do not use it for routine, low value orders made with suppliers we use regularly (e.g. GLS,
Banner, agency staff etc.) unless this has been specifically approved by the Solution
Administrator.
Any organisation displaying the VISA symbol will accept your Purchasing Card.
3.2 How does it work?
You use your Purchasing Card in the same way as any other credit or debit card. To
purchase items:
Over the phone – have your card at hand. You will have to quote your card number,
expiry date, cardholder information and possibly some security details.
Over the Internet – as an extra security feature, Barclaycard guarantee Internet
transactions. This means that The Learning Trust is not liable for any Internet
transactions you can prove that you did not make.
By fax – be ready to quote your card number.
3.3 How do I record payments I have made using the card?
You need to maintain a log of each transaction you make on the card using the transaction
log template. Towards the end of each month, the bank will send you a statement. You
need to reconcile the statement and transaction log, and send details to the Treasury &
Tax Manager. See the Reconcile Purchasing Card Transactions process instructions
later in this Handbook for details.
If you leave The Learning Trust, ensure that the Transaction Log is up-to-date and
approved by your Line Manager before you go. You must return your card to the Card
Approver and get the Solution Administrator to cancel the card.
3.4 What are the benefits of using a p-card?
Using a p-card provides the following benefits:
To The Learning Trust:
Comprehensive management information
Helps to identify key spend/suppliers
Streamlines the purchasing process for low value items
Empowers staff
Is settled with one monthly payment
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To the Cardholder:
Reduces administration
You know through the purchase of goods process who, when, what you have
ordered and more importantly when your goods will arrive
Direct contact with your suppliers
To Suppliers:
Paid within three to four working days
Improved cash flow
Reduction in bad debt/late payments
3.5 Keeping your card secure
Before you receive your card, you will be asked to sign The Learning Trust Purchasing
Card User Agreement. A copy of the Agreement for you to read and sign is included in
Part 5 of this Handbook.
Once you have done this and you receive your card, sign it immediately and ensure that
your card is kept in a secure place. If the office has a safe, we recommend that your
Purchasing Card be kept there when not in use.
If your card is lost or stolen, contact Barclaycard Lost & Stolen, then inform your Solution
Administrator, who will liaise with Barclaycard Business. (See Who to Contact, below.)
If you find your Purchasing Card after you have notified Barclaycard and your Solution
Administrator, do not use it. Cut it in half and send it immediately to your Solution
Administrator, as a new card will already be on its way to you.
3.6 Controls
Each card has a maximum monthly expenditure limit and individual transaction limit. Both
these limits are inclusive of VAT and any carriage charges, and are set by the Solution
Administrator, who bases them on each cardholder’s current purchasing requirements.
Cardholders can make transactions only against those cost centre codes approved on the
Purchasing Card User Agreement.
Each supplier capable of accepting your VISA Purchasing Card is classified by a certain
Merchant Category Group code (of which there are 34).
To ensure compliance with organisational policies and to mirror each cardholder’s buying
profile, any code can be blocked. For example, the Bars and Restaurants and Cash group
codes are barred on all Learning Trust p-cards.
The process of checking p-card spend is as robust as that for approving invoices, but is
carried out retrospectively, in four stages:
Cardholder checks (initial purchase, and transaction log against statement)
Approver (transaction log and statement)
Finance check purchases against the approved cost centres (nature of spend, as
when processing invoices)
Supplier Relations check the nature of spend, value, which suppliers have been
used etc. The aim of these checks is to identify possibilities for deals and improved
pricing.
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Finance and Supplier Relations also carry out random checks against all p-cards.
N.B. P-cards must be used for business purposes only. Any cardholder who
misuses their card will be subject to disciplinary action.
3.7 If your details change
If your details change – for example, you move to different role, department or location, or
you change your name - contact the Solution Administrator immediately.
If you are going to leave The Learning Trust, it is your responsibility to inform the Solution
Administrator that you have given notice, and to return your Purchasing Card to them
immediately upon notice of resignation. The Solution Administrator will then arrange for
your card to be cancelled.
3.8 Fighting Fraud
If you suspect that your card has been used fraudulently, contact Barclaycard Lost &
Stolen, then inform your Solution Administrator (see Who to Contact, below).
The Solution Administrator will contact International SOS who deal with the Corporate
Waiver Insurance and ask for a claim form.
To help prevent card fraud:
Never leave your Purchasing Card unattended – for example, in a car or your office
where thieves can easily find it;
Try not to let your Purchasing Card out of your sight when paying for goods/services,
and ensure that your card is returned to you;
Never discard transaction slips that display the card number;
Never write down your Purchasing Card number;
Check your monthly card statement as soon as it arrives and query any unknown
purchases immediately;
If you suspect your card has been lost or stolen, always report it.
3.9 How does VAT work with Purchasing Cards?
There are two types of supplier that you will use:
VISA Capable - those who accept VISA
VISA VAT Capable - those who accept VISA and can also supply electronic VAT
invoice Summary VAT or Line Item Detail data.
Visa Capable Suppliers:
VISA capable means that the supplier will accept your Purchasing Card. However, they do
not have the facility to transmit VAT data electronically. If you use this type of supplier,
you must obtain a VAT invoice or receipt from them. Failure to do so will result in The
Learning Trust being unable to claim VAT back from HM Revenue & Customs (HMRC).
VISA VAT Capable Suppliers:
Suppliers who are able to transmit electronic VAT data do not need to produce additional
hardcopy VAT invoices. Instead, this data is captured by Barclaycard Business and
produced in an “Evidence for VAT” report, which is accepted by HMRC as sufficient
evidence for VAT re-claim.
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Suppliers who are VISA VAT capable will not supply you with a VAT invoice even if you
ask for it. However, they should still provide you with a priced Delivery Note or an itemised
receipt, which will help you to reconcile your Transaction Log.
If you are in any doubt as to whether a supplier is VISA VAT Capable, always ask for
a VAT invoice or receipt.
4 Any Problems?
4.1 Who to Contact
Finance are here to help you. If you have any of the following difficulties with any of the
P2P processes, e-BIS or your Purchasing Card, contact the relevant team member.
P2P or e-BIS Problem Contact:
The P2P process could be Charis Thomas 020 8820 7027 Open Accounts@learningtrust.co.uk
improved P2P Project Officer
Error/omission/don’t Charis Thomas 020 8820 7027 Open Accounts@learningtrust.co.uk
understand information in the
Handbook
I’d like some additional e-BIS Charis Thomas 020 8820 7027 Open Accounts@learningtrust.co.uk
training/support
P-Card Problem Contact:
I need a duplicate copy of my Tasha Slaise 0208 820 7316 tasha.slaise@learningtrust.co.uk
Purchasing Card monthly Solution
statement (see Note 1) Administrator
I need my Purchasing Card Tasha Slaise 0208 820 7316 tasha.slaise@learningtrust.co.uk
transaction limit/code
restrictions changing
Damaged Purchasing Card Tasha Slaise 0208 820 7316 tasha.slaise@learningtrust.co.uk
My role within TLT/personal Tasha Slaise 0208 820 7316 tasha.slaise@learningtrust.co.uk
details have changed/I am
leaving TLT
I can’t submit my p-card Najma Kadir 0208 820 7467 Najma.kadir@learningtrust.co.uk
reconciliation details in time Treasury & Tax
Manager
Lost/stolen Purchasing Card Barclaycard Lost & 01604 230230 n/a
(see Note 2) Stolen
I have a disputed transaction Barclaycard 0845 700 1001 Cbc.customer@barclaycard.co.uk
that I cannot resolve with the Business Customer
supplier Services
Notes:
1. There is a charge for duplicate statements.
2. Barclaycard Lost & Stolen are open 24 hours a day, 7 days a week.
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