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

Decisions open in a new tab with a confirmation step (links are single-use, exactly like the email ones). Come back here and hit refresh to see the updated numbers.

Recently decided

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

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.

Purchase orders

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

Supplier Master

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

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 pipeline

Suppliers moving through onboarding — counts by stage and names only. 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

Live contract register — committed value, remaining commitment and renewal status. Contracted Total Value = Unit Cost × Quantity × Duration (falls back to the entered Annual/Total Value). Renewals sorted most-urgent first.

RFx events

Structured RFQ / RFP events — create, send individually to each supplier (no supplier sees another), and track receipt per recipient. Replies land in the procurement mailbox. Every event gets its own Drive folder.

Catalogue items

Master item list — every item keeps its ID (ID00001…) forever. Feeds the Manual PO item picker; every price and VAT change is audit-logged. Tick items and hit Reorder to raise one PO with all of them.

Catalogue & price intelligence

Every product ordered in the last 24 months, grouped across suppliers. Latest vs best price paid, who is cheapest, and where prices have risen. Reorder pre-fills the request form with the best supplier.

Savings ledger

Every claimed line — supplier, item and method, with the PO it came from.

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.

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.

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.

System settings

System switches and SLA knobs. Secrets/keys are never shown. Pencil a value to change it — TEST_MODE, APPROVAL_V2 and SUPPLIER_GATING ask for confirmation.

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.

Categories

Each supplier type and the spend categories it covers. The workbook tab “Reference_Categories” is the source of truth — edit the mapping there and the app reads it live. Read-only here. (Run BVC Procurement → Set up / seed Category Reference once to create it.)

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.