Today

Raise a Manual PO

Create a controlled PO for a request received by email or outside the normal flow. It still routes to the correct approver - nothing is sent to the supplier until it is approved.

Load a quote

Drop a supplier quote (or proforma / order confirmation) to extract it and pre-fill a PO - on demand only, no inbox is ever checked. You review every field before anything is created.

Expediting

Purchase orders sent but not yet acknowledged by the supplier - oldest first, your chase list. A supplier-promised delivery date that has passed is flagged overdue. Click a row for the full detail. Agreed a new date with the supplier? Open the order and use Change expected date - it leaves this list until that date.

Order book

Open purchase orders - value by expected delivery and by supplier. Click a bar to narrow the register below.

Purchase orders

Every PO raised. Click a row for the full request detail and audit trail.

My availability

Set cover when you're away - approvals route to your delegate (one hop; self-approval still blocked). Up to 30 days ahead; clear any time.

My approvals

Approve, reject or ask for more info right here - one click, with a confirmation step (single-use, exactly like the email links). Refresh to re-check what's waiting.

Needs procurement

Everything waiting on procurement, ranked: money and supplier-facing items first, then by value and age.

Recently decided

The latest requests that reached a decision in your scope - newest first.

Supplier Master

Core supplier details, status, compliance and current performance rating - click a supplier for the full record. Bank details are never shown here.

Supplier segmentation

Kraljic matrix from the last 12 months: spend impact (the suppliers that make up 80% of spend) against supply risk (single source, category dependence, no contract, compliance gaps, delivery, status). Click a quadrant to open those suppliers in the register.

Risk & compliance

Everything that needs a decision about a supplier, worst first. Each line has its action. Bank details are checked privately - only a yes / no ever reaches this page.

Supplier analytics

Net GBP, live orders only (rejected and cancelled excluded). 12-month figures are a rolling year to today.

Supplier reports

Ready-made reports from live orders (rejected and cancelled excluded). Pick a report, filter it, sort by any column, then print or export to CSV.

Live scorecard league

Every trading supplier scored from measured data - price, delivery (OTIF), quality and issues, compliance, responsiveness - beside the certified rating from the quarterly review.

Compare suppliers

Tick 2 to 4 suppliers in the register, then Compare.

Scorecard reviews - 13 KPIs scored 1-5, weighted by category type, out of 100. Every review is recorded on the Supplier Performance sheet (the audit record).

KPI Graphs

Performance trends from the scorecard data - average score over time and latest score by supplier. Click a supplier bar to drill in.

Onboarding

Suppliers moving through registration, by stage, with days in stage and the next action. Finished and dead rows sit under Older / closed - nothing is deleted. Bank details live in the restricted Pipeline and are never shown here.

Archive

Retired suppliers (with their KPI record) and rejected or cancelled onboarding - kept for the record, never deleted. Each carries the reason it was archived.

Contracts

Every contract in one register. What needs you is first; click any contract to open it. Value = Unit Cost × Quantity × Duration, or the entered value.

Overview

Contract AI, upload and Ask

RFx and RFQs

Every request for quotation in one list, whichever way it was sent: RFx events made here, Send for RFQ rounds on a request (Request RFQ) and older Quote tab RFQs. Click a row - an RFx event opens below, a Request RFQ opens the request at its Send for RFQ replies. RFx events go to each supplier individually (no supplier sees another) and get their own Drive folder.

Master item list - every item keeps its ID (ID00001…) forever. Feeds the Manual PO item picker and the request form; every price and VAT change is audit-logged. Click a row to edit every field in one go (with its price and order history); tick items in the Select column for Reorder, Set supplier and → Stock.

Ordered items - price intelligence

Every product actually ORDERED in the last 24 months, grouped across suppliers - latest vs best price paid, who is cheapest, where prices rose. Cancelled POs excluded. Click an item name for its full order history (which does show them, labelled); tick items to list them in the catalogue above; Export CSV downloads this view.

Stock categories

The category list every stock picker offers - a select, never free text. Removing one only takes it out of the pickers; items keep their label.

Stock balances

High-value items across the five entities. On hand comes from the movements ledger (receipts, transfers, count adjustments) — the ledger is the source of truth and balances can always be rebuilt from it.

Transfers between entities

Send stock from one entity to another. Sending posts the stock out immediately and shows it as in transit at the destination until it is received there.

Stock-take plan

Allocate counters per entity - several people per site is fine, comma-separate their work emails. Nothing sends automatically: press the button and every allocated entity's counters get ONE email together with one shared link to that entity's item list (whoever counts first submits), or use a row's Send now to send just that one site.

Stock takes

Blind counts: the manager sees photos and a count box, never the expected figure. Large differences are challenged for a recount before submission, and nothing changes the ledger until you accept the count here.

All counts

Every stock count, newest first — who counted, how complete it was and what the differences were worth. Click a finished count (or its Report link) for the full line-by-line results; rejected counts keep no figures.

Not counted lately

Stock that has been sitting uncounted — the longer since the last count, the less the book figure can be trusted. Value at risk is what the books say is sitting there, priced at baseline value.

Repeat offenders

Items whose count differed from expected — or was flagged — on 2 or more separate accepted counts in the window. Recurring differences are the shortlist for shrinkage, wrong pack sizes and sloppy counting.

Cost analytics

Where the money goes, how fast it is moving and where it can come back. The period and filters above apply.

Cost explorer

Spend broken down your way, against the same length of time just before it. Click a row to focus the whole dashboard on it.

Spend by site, month by month

Darker means more spend - the site or month that jumps out is the one to ask about. Click a site to focus on it.

Unit price watch

Every item bought more than once: the best price you have paid, the last price, and what the gap cost on the last order. Bought from more than one supplier? The cheapest is named.

Savings ledger

Every claimed line - supplier, item and method, with the PO it came from. Cancelled POs excluded; Export CSV downloads this view.

Settings

Everything that controls how the system behaves - approval rules and thresholds, who approves what, budgets, suppliers documents, users and access, and the system switches. Every change here is saved instantly and recorded in the audit log. Day-to-day work (raising POs, approving, receiving) happens on the other tabs.

Data pool

Where every piece of data is recorded and how to open it: every tab of the workbook, the Drive folders and files, the dashboards and pages. Read-only - built from the live workbook, refreshed every 10 minutes.

Automation and agents

AI agents

AI helpers that read what the dashboard already holds and propose - a draft request, a procurement-check checklist, ranked PO exceptions with drafted chases, answers to plain-English questions. Nothing is sent, approved or changed until a person clicks Apply, and every run is logged below and in the audit trail.

What can I change, and where?

A quick map of where each kind of setting lives. Most things are on this Settings tab; a few live on their own tab or are edited straight in the workbook.

Users & access

Everyone set up in the system, the role each one resolves to, and the approval slots they hold. Access Level is the person's PR grade; PR/PO routing slots are assigned in the routing table below.

Approval routing & thresholds - PR L0-L3 · PO L0-L3

Who approves at each level per format, and the value bands those levels cover (from the Category Matrix tabs for Restaurant and QSR). Pencil an approver to re-route future requests; thresholds themselves are edited on the matrix tabs.

Approval Control Centre

Approval levels, value thresholds, routing by entity and department, escalation, permissions and per-source rules - all editable here, every change audit-logged. While the switch is OFF the live engine keeps using the legacy routing, so rules below are safe drafts you can build and test with the simulator.

Routing map - value band, level, approver

The workflow as it runs today: for each department, entity and category group, the GBP value ranges from the live Category Matrix and exactly who approves each range - resolved through the real routing engine, most entity-specific approver first. Rebuild after changing the Category Matrix, PR Routing, Approved Users or Roles & Routing.

A requester graded PR L1 or above raises the floor - their requests skip levels at or below their own grade (the escalate-above-requester setting). Pick a grade above to see that view.

System settings

System switches and SLA knobs. Secrets/keys are never shown. Each row shows what it means, the values it accepts and who changed it last. Pencil a value to change it - TEST_MODE, APPROVAL_V2 and SUPPLIER_GATING ask for confirmation.

Delivery locations

The sites people choose on a request, and the address printed on the PO. Not the stock-count sites — those live on the Catalogue tab under “Physical locations”. A site needs a real delivery address or every request to it is refused; the entity code is optional (Head Office and third-party warehouses are legitimately blank). Deactivate rather than delete — history keeps the name.

Supplier KPI settings

The 13 scorecard KPIs and the category weighting model - shown here for reference; the workbook tabs “KPI Definitions” and “KPI Weightings” are the source of truth and are where you edit them. Weights are automatically normalised to 100% when scoring, so an edit that drifts off 1.00 can never skew a score. Rating bands: ≥85 Strategic · ≥70 Approved · ≥55 Watchlist · ≥40 High-Risk · <40 Exit Candidate.

Custom request fields

Extra fields shown on the request form and captured against each request. Active fields appear on the intake form automatically (data-driven); values are stored in the Field Values tab, separate from the Request Log, so they stay clean and reportable. With no active fields the form is unchanged. Deactivate to hide a field without losing captured history.

Finance & accounting

Export committed spend to your accounts system and send the month-end pack. Read-only - nothing here changes a PO, spend, routing or a GL code. Basis: committed (a PO has been issued), dated by the PO date (final approval). Values are net of VAT; the GBP column reconciles to exec spend.

Pleo purchases

Requests released to be bought on Pleo - by procurement or by the requester. Committed spend, never GRNI, no supplier invoice expected. Reconcile against the Pleo statement.

Categories

The two category lists the whole system runs on, side by side. Spend & approval categories drive request routing, GL codes, procurement ownership and analytics. Stock categories are a separate list that only groups items for counting. They are kept apart on purpose - editing one never touches the other. Every change here is recorded in the audit log.