Purchase Requisition
Requester · Department
Define what is required and select the relevant budget line.
Procurement & Payment Portal
P2P Overview
GIS Procurement & Payment
Procurement and payments, from request to closure
Submit requests, obtain approvals, process payments and confirm delivery through one controlled GIS workflow.
Quick tools
Check a budget line before you start, or pick up where you left off.
Searches the GIS budget master. Results are read-only.
The four-stage process
Each stage opens only after the required approval or completion at the previous stage.
General Expense
Requester · Finance
Record the supplier invoice and the final approved amount.
Payment
Finance
Process the approved payment and post it to the budget.
Receiving & Closure
Receiving Officer
Confirm delivery or service completion and close the transaction.
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Purchase Requisition
Requester · Department
Define what is required and select the relevant budget line.
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General Expense
Requester · Finance
Record the supplier invoice and the final approved amount.
-
Payment
Finance
Process the approved payment and post it to the budget.
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Receiving & Closure
Receiving Officer
Confirm delivery or service completion and close the transaction.
Controlled exception
Direct Expense Exception
For approved costs that do not require a Purchase Requisition. This route begins at Stage 2 after category validation and justification.
It is an exception route, not a shortcut around procurement.
Which route should I use?
Answer one question to identify the correct starting point.
Are you purchasing goods, services, equipment, materials, consultancy or event services?
- Yes — Purchase Requisition
- No — continue below
Is the cost an approved non-PR expense type?
- Yes — Direct Expense Exception
- No — contact Procurement before continuing
Purchase Requisition
Use for goods, equipment, materials, consultancy, events and procured services.
Stages 1 → 2 → 3 → 4
Direct Expense Exception
Use only for approved non-PR costs such as utilities, rent, statutory payments, staff costs and reimbursements.
Begins at Stage 2
Choosing Direct Expense simply to avoid a Purchase Requisition is not permitted.
Controls built into every transaction
Live budget control
The system reads the current available balance from the budget source.
Department-approved items
Users see catalogue items authorised for their department.
Stage protection
A stage opens only after the previous stage reaches the required outcome.
Payment protection
Duplicate payments and payments above the approved amount are blocked.
Fail-safe review
Unclear or conflicting financial records stop for Finance review instead of being guessed.
Every payment must be linked to an authorised transaction.
Training and guidance
Presentation decks used in the training sessions. Open one in a browser and use the arrow keys; press P to print a copy.
Staff guide
For anyone raising a request. The four stages, which route to use, what each refusal means, and one worked example end to end.
Manager guide
For budget holders and approvers. Reading My Department, what the figures do and do not include, and what the portal cannot yet do for you.
Finance & Accounts Payable New
For whoever processes payments and confirms delivery. The Payment Queue, part payments, what the refusals mean, and the two fields that close a transaction.
Tutorial videos
Recorded walkthroughs of the live portal. Press the full-screen control to watch large; each opens on Google Drive if your browser blocks the player.
Checking sign-in…
P2P System — the upgraded Jotform process, end to end
For everyone: what the portal is and how a request travels from requisition to payment.
General Expense — raising the bill against an approved requisition
For requesters and approvers: the General Expense stage, step by step.
Executive tutorial, part 1 — approving, and reading your department
For approvers, budget holders and executives.
Common questions
Stage 2 says “locked”. Did I do something wrong?
No. Stage 2 opens only once the Purchase Requisition has been approved. If your requisition is still with the department or Procurement, the stage stays locked until that approval is recorded.
How do I return to a request I started?
Use Start / continue request. If you were sent a continuation link by email, that link returns you to the exact stage with your details already filled in.
My budget line shows no balance. What does that mean?
It means the balance could not be read — not that the balance is zero. The system deliberately shows nothing rather than a figure it cannot verify. Contact Finance before committing spend against that line.
Why can I not enter the vendor’s bank details any more?
Because an invoice is a document the payee sends you. If the account number on it were wrong, or altered on the way, the school would pay the wrong account and every form would still look correct. Pick the vendor from the lookup instead — Finance fills the bank details in from the approved supplier register after you submit. If a supplier tells you their account has changed, send them to Procurement; never put it on an expense form.
Who approves each stage?
Stage 1 is approved by your department and Procurement. Stage 2 is approved by Finance. Stage 3 is processed by Finance only. Stage 4 is confirmed by the receiving officer or the service owner.