Indirect spend with guided buying

Bring catalog and free-text requests into one approval and ordering workflow.

The problem

Everyday purchases can start in different places. One employee has a supplier link, another uses an old spreadsheet, and another asks a buyer to find an item. The request may arrive without a category, a delivery date or an approver. The team then spends time collecting the same missing facts before it can place an order. Guided buying gives people a shared starting point and a clear next step.

The aim is to capture the need without asking every requester to become a procurement specialist. A curated catalog can make routine choices easier. Free-text lines cover needs that do not fit a catalog. Both should enter the same review process so an unusual request does not bypass the rules simply because it started outside a standard item list.

How the workflow runs

Start in the guided buying catalog. Select approved items or use a configured PunchOut connection to shop in an external supplier catalog and return the selected lines to the request. Add free-text items where needed. Review descriptions, quantities and units together before submitting. A mixed request still needs clear line data so the buyer can identify which supplier and category each item belongs to.

Next, submit the request for approval. Rules use amount and category to determine the required review. The approver should see the purpose, line items and the decision being asked for. If a buyer needs to edit the request, keep the change visible to reviewers. Resolve missing information before turning the request into an order. Do not treat a catalog item as permission to skip an approval required by policy.

Once approved, the request becomes a purchase order to the supplier. Keep the agreed lines and the order reference available. When delivery arrives, record the goods receipt against the order. A partial delivery needs a partial receipt. For a service, use the agreed acceptance step. This gives accounts payable a useful record when an invoice arrives and gives the requester a way to see what remains outstanding.

Modules and preparation

This workflow uses guided buying, catalog and PunchOut, approval rules, purchase orders and goods receipt. Configure only the supplier connections needed for the scope. Decide who maintains the catalog and who can request items outside it. An outdated catalog can create more corrections than it prevents, so assign ownership for descriptions, units and supplier references.

Before a pilot, choose a manageable category and collect real request examples. Agree the category mapping, approval thresholds and receiving responsibilities. Test a catalog request, a free-text request, a mixed request and a partial delivery. Ask requesters whether they can understand the next action without help. Use their feedback to adjust the configuration before expanding access.

Checklist

• Prepare catalog items with clear descriptions and units.
• Confirm PunchOut scope and supplier access.
• Set amount and category approval rules.
• Name buyers and receipt owners.
• Test mixed requests and partial receipts.