Procure to Pay
Step One
Determine Contracts.
With the support of MADIBA Administration, members will develop and define the business needs as the first stage in the procure-to-pay process. Procurement teams draw out high-level specifications for goods/products, Service Level Agreement (SLA) for services, and statements of work (SOW) after a legitimate requirement is recognized.
Step 2
Approval of the Purchase
MADIAB Guarantors and Department heads or procurement officials evaluate purchase requisitions that have been submitted. After reviewing the requirement, checking the available budget, and authenticating the buy request form, approvers can either approve or reject the requisition. Purchase requisitions with missing information are returned to the originator for rectification and resubmission.
Step 3
Performance of the supplier.
The supplier’s performance is assessed using the information gathered in the previous stage. Quality, on-time delivery, service, contract compliance, responsiveness, and Total Cost of Ownership are all issues to consider (TCO). For future reference, non-performance is reported in existing rosters and information systems
Step 4
Receiving Goods or Service
The buyer inspects the supplied goods or services to confirm that they comply with the contract requirements after the provider delivers the promised goods or services. The goods receipt is then authorized or denied depending on the purchasing contract or purchase order’s specifications.
Step 5
Approval of the invoice
A three-way match between the purchase order, the vendor invoice, and the receipt of the goods is done after a goods receipt is accepted. The invoice is authorized and sent to the HSC finance team for payment distribution if no problems are discovered. In the event of errors, the invoice is denied and returned to the seller with an explanation.
Step 6
Make a payment to the vendor.
The finance team will execute payments by the contract conditions after an invoice has been accepted. Any contract revisions or financial security liquidation evaluations will be considered. Advance, partial, progress or installment, final, and holdback/retention payments are the five types of payments made to a supplier. In the procure-to-pay process, there are several best practices to follow.