Contents

Request a Supplier

Caroline Buckland Updated by Caroline Buckland

Start Process Overview

Login to MyWorkplace and navigate to your desk. 

Locate the Flow requests applet, depending on your access the App will look similar to the below.

This will give you a summary on any previous requests, select each option in turn to review 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.

Create a Supplier

Select the View Processes option.

Locate the Request a Supplier select the Start Process button.

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 (Additional Address) represents the Order to which the purchase order will be emailed. 

Post Codes are mandatory for both address lines. 

Enter Purchasing Contact Details.

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
  • Attachments can be added if required.

File Attachments

Click the Choose a file.. button.  Locate your file and click on open to attach the document. 

Locate your file and select open, the file will then be attached.

Once complete, select the Finish button to send the new supplier form for approval.

The supplier request will then be sent for approval.

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, select the Drafts menu option.

All draft forms will be displayed.

Select the link hyperlink to load the draft. You also have a delete icon in the Actions menu to delete the draft.

After selecting the hyperlink, 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.

The approver will receive an email.

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 information is correct.  You will need to enter the code that will be used in Financials.  Make sure this is within you coding policy for your organisation.

Once complete the supplier can be approved. Access the Info tab and enter a comment in the Happy to Approve box on the info tab and 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 the Reject button becomes available and 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 supplier 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.

Was this article useful?

Create a Pay Request

Contact