Prerequisites
Before using Purchasing, ensure that:
Have access to the Marketplace Platform.
Have the appropriate Purchasing permissions assigned.
Buyers and Suppliers have been configured for the Project, where applicable.
What is Purchasing?
Purchasing helps Buyers and Suppliers manage the Procurement process from requesting goods or services through to payment.
Using Purchasing, Buyers can create Requisitions, Request Quotations, issue Purchase Orders, receive deliveries and manage Invoices.
Suppliers can respond to Quotation requests, review Purchase Orders, notify Buyers of shipments and submit Invoices.
How Do I Access the Purchasing Module?
Open Marketplace from the top navigation menu.
Select Purchasing.
The Purchasing page opens, displaying the options available for the project role.
Options Available for Buyer and Supplier in Asite Marketplace
Asite Marketplace provides a centralised platform for buyers and suppliers to manage procurement activities, exchange information, and track transactions throughout the purchasing lifecycle. The available options are organised by user role, allowing each party to perform the activities relevant to their responsibilities.
1. Buyer
The Buyer section enables users to manage purchasing requirements, track deliveries, and review supplier invoices.
Requisitions: Create and manage requests for goods or services required by the organisation.
Purchase Orders: Raise and manage purchase orders to communicate purchasing requirements to suppliers.
ASN (Advance Shipping Notice): View shipment details submitted by suppliers to prepare for incoming deliveries.
GRN (Goods Received Note): Record and manage the receipt of goods against relevant orders or deliveries.
Invoices: Access and review supplier invoice details to support verification and financial processing.
2. Supplier
The Supplier section enables users to respond to buyer requests, manage orders, communicate shipment details, and submit invoices.
Quotations: View Requests for Quotation (RFQs) from buyers and submit quotations for the required goods or services.
Purchase Orders: View purchase orders issued by buyers and review order details for fulfilment.
ASN (Advance Shipping Notice): Create and submit shipment details to inform buyers about upcoming deliveries.
GRN (Goods Received Note): View goods receipt details recorded by buyers to track the receipt of supplied goods.
Invoices: Raise and submit invoices for goods or services supplied to buyers.
Purchasing Process
Purchasing supports the complete procurement lifecycle.
Depending on your Purchasing requirements, users can either create a Purchase Order directly or request Quotations from Suppliers before placing an order.
Purchasing Forms
During the purchasing process, the following Forms are created.
Document | Description |
Requisition | Request to procure goods or services. |
Request for Quote (RFQ) | Sent to a Supplier to request pricing before creating a Purchase Order. |
Quotation | Supplier's response to an RFQ. |
Purchase Order (PO) | Official order issued to a Supplier. |
Advance Shipping Notice (ASN) | Confirms that goods have been dispatched. |
Goods Receipt Note (GRN) | Records that goods have been received. |
Invoice | Payment request raised by the supplier. |
Search and Filter Records
Each tab in Purchasing includes search and filter options to help you quickly locate Forms. For more information, see Filters in Purchasing.
NOTE: When a new document, such as a Purchase Order or Quote, is sent or received, a visual indicator displays the number of documents pending review next to the document in the listing. The corresponding listing also appears in bold to highlight documents that require attention.
