Requisition to Pay (R2P)

We have improved our purchasing and payments process by implementing an electronic procurement system, Requisition to Pay (R2P) powered by the IDeA marketplace.

R2P makes purchasing, invoicing and paying for goods and services more efficient for both the council and our suppliers.

R2P enables us to trade electronically. Suppliers are able to provide electronic catalogues, receive e-orders and send e-invoices (pdf, 26kb), all of which will contribute to reducing the time and cost involved in the processes of ordering, invoicing and payment. Suppliers that are registered with R2P have been emailed our Suppliers Guidance pack (pdf, 42 kb). This includes information on how to invoice us.

Supplier benefits

The main advantages of R2P for suppliers are:

Suppliers receive purchase orders quickly and securely by email. Text message alerts of requests for quotations and Purchase Orders are also possible.
Suppliers are able to electronically invoice us. E-invoices are delivered quickly, securely and to the correct destination. This should result in reduced costs and faster payment of invoices. Read our guide on e-invoicing (pfd, 483 kb) or watch a presentation on e-invoicing (Powerpoint, 1.5mb).
Suppliers are able to set up and maintain online price lists or catalogues with a shopping basket facility that can showcase products and services. Read our guide (pdf, 53 kb) to creating a price list or catalogue and view a catalogue template (Excel, 41 kb). If you already have an online catalogue or website we can link R2P to it.
Using the e-marketplace’s secure internet portal suppliers are able to track the progress of invoices.

Important advice to suppliers

Suppliers must not accept orders that do not quote a valid eight digit R2P purchase order number
Suppliers must submit invoices either electronically, using PO Flip or CXML/XML, or by post to the address on the order (this will be a PO Box in Sheffield)
Invoices must quote supplier entered R2P order numbers.

Invoices that are wrongly addressed or do not quote R2P order numbers will be returned to suppliers.

R2P registration

Over 3,000 of our suppliers are registered on R2P and the system must be used for the majority of purchasing. Successful tenderers will be added to R2P.

Business cases requesting additional suppliers will need to be completed by council buyers considering using suppliers not registered on R2P. All requests are reviewed by the Procurement Team. Suppliers and buyers must not assume that a request will be agreed.

Further information