Proactis Purchase-to-Pay System User Training Course

Course overview

Purchase-to-pay performance depends on more than policy: users must raise accurate requisitions, select compliant suppliers and catalogues, route approvals correctly, receive goods and services promptly, and resolve invoice exceptions before they delay payment. In Proactis, weak process knowledge can create duplicate requests, uncontrolled non-catalogue spend, stalled approval queues, poor three-way-match results, and limited audit evidence. This course equips procurement and finance professionals to use Proactis consistently across the full requisition-to-payment workflow while retaining the controls required by their organisation.

Participants work through the practical Proactis processes that govern requisitions, catalogue and free-text purchasing, supplier selection, approval workflows, purchase order management, goods receipting, service confirmation, invoice matching, exception handling, and reporting. They learn how to interpret requisition and order statuses, maintain clear transaction records, identify the source of matching failures, use search and worklists efficiently, and apply spend and compliance reports to operational decisions. Attention is given to the hand-offs between requestors, buyers, approvers, receivers, accounts payable teams, and suppliers.

Delivery combines instructor-led demonstrations with guided exercises in a Proactis training environment and realistic procurement scenarios. Participants create and process a complete purchase-to-pay transaction, including a requisition, approval route, purchase order, receipt, invoice exception, and corrective action. They leave with a completed P2P process map, an exception-resolution checklist, and a role-based action plan that can be used to improve adoption and transaction quality in their own Proactis environment.

The course is suited to experienced procurement, purchasing, finance, and operational users who already work with purchasing controls and need greater confidence handling complex or non-routine Proactis transactions.

Course objectives

By the end of this course, participants will be able to:

• Create compliant Proactis requisitions using catalogue, free-text, contract, coding, and delivery information
• Apply supplier, catalogue, and preferred-item selection methods to reduce off-contract purchasing
• Route purchase requests through Proactis approval workflows and diagnose stalled or rejected approvals
• Manage purchase orders, amendments, cancellations, and status changes while preserving an audit trail
• Record goods receipts and service confirmations that support accurate three-way invoice matching
• Resolve invoice matching exceptions using PO, receipt, supplier invoice, and workflow evidence
• Produce Proactis spend, requisition, order, and exception reports for operational follow-up
• Develop a role-based P2P control checklist and improvement action plan for workplace use

Benefits of attending

Target competencies

Who should attend

• Procurement Officers — who create, review, and manage requisitions and purchase orders in Proactis
• Purchasing Managers — who need reliable approval, order, and compliance controls across buying teams
• Accounts Payable Analysts — who investigate invoice matching failures and payment-blocking exceptions
• Budget Holders and Approvers — who must make defensible purchasing decisions within delegated authority
• Supply Chain Coordinators — who need accurate order, receipt, and supplier-status information
• Procurement Systems Super Users — who support colleagues and troubleshoot day-to-day Proactis workflow issues

Requirements and prerequisites

Participants should have practical experience of a purchasing or accounts-payable process and understand the basic purpose of requisitions, purchase orders, approval limits, goods receipts, invoices, cost centres, and supplier records. Prior use of Proactis is helpful, particularly navigating menus, searching records, and reviewing transaction status, but it is not essential. Attendees should be comfortable working in a web-based business application and using Microsoft Excel to inspect exported data. This is not Proactis technical administration training: no coding, integration design, database access, or system-configuration experience is required.

Training methodology

The instructor uses a Proactis training environment to demonstrate each stage of the purchase-to-pay cycle, then participants complete the same transactions individually and in small groups. Exercises use realistic scenarios including an urgent non-catalogue request, a split-delivery receipt, an approval escalation, and an invoice held for a quantity or price variance. Facilitated reviews compare process choices against policy, control, and audit requirements. On day five, participants convert learning into a role-specific action plan, exception checklist, and reporting routine for their own workplace.

Course outline

Day 1: Proactis P2P foundations and requisition control

• Proactis navigation, dashboards, worklists, and saved searches
• Purchase-to-pay roles, segregation of duties, and transaction ownership
• Requisition lifecycle statuses and document audit history
• Catalogue requisitions and preferred supplier purchasing
• Free-text requisitions and specification-quality requirements
• Cost centre, account code, project, and delivery data entry
• Requisition validation checks and submission controls

Workshop: Participants create a catalogue and a free-text requisition, apply coding and delivery details, and produce a requisition-quality review checklist.

Day 2: Approvals, sourcing decisions, and purchase order management

• Approval chains, delegated authority, and escalation rules
• Approval worklists, reminders, rejections, and resubmissions
• Supplier selection using contracts, catalogues, and approved supplier records
• Purchase order creation from approved requisitions
• Purchase order dispatch, acknowledgement, and supplier communication records
• Order amendments, cancellations, and change-control evidence
• Monitoring open commitments and outstanding purchase orders

Workshop: Participants process a requisition through a simulated approval delay, create the resulting purchase order, and document a controlled order amendment.

Day 3: Receiving and invoice matching operations

• Goods receipt and service confirmation principles
• Partial receipts, split deliveries, and returned goods processing
• Three-way matching between purchase order, receipt, and invoice
• Two-way matching scenarios and tolerance concepts
• Invoice capture, coding, and workflow status review
• Quantity, price, tax, and duplicate-invoice exception types
• Exception ownership, supplier queries, and corrective actions

Workshop: Participants receive a split delivery and investigate a held supplier invoice, producing an evidence-based resolution record.

Day 4: Reporting, compliance, and operational control

• Proactis search filters, saved views, and worklist prioritisation
• Requisition ageing and approval bottleneck reporting
• Purchase order, commitment, and unspent balance analysis
• Invoice exception and blocked-payment reporting
• Off-contract spend and non-catalogue purchasing analysis
• Audit trails, document attachments, and transaction notes
• Microsoft Excel export, filtering, and exception-tracker preparation

Workshop: Participants build an exception-prioritisation report from Proactis data and create an Excel action tracker for overdue approvals and invoices.

Day 5: Integrated P2P scenarios and workplace application

• End-to-end requisition-to-payment scenario management
• Role-based hand-offs between requestor, buyer, approver, receiver, and accounts payable
• Root-cause analysis for recurring matching and approval failures
• Control points for maverick spend and unauthorised order changes
• Supplier communication protocols for order and invoice queries
• Personal worklist routines and service-level monitoring
• P2P improvement planning and adoption measures

Workshop: Participants complete an integrated Proactis case and produce a role-based process map, exception checklist, and 30-day workplace action plan.

Tools & standards covered

Proactis Purchase-to-Pay, Proactis Supplier Network, Microsoft Excel, PEPPOL BIS Billing 3.0

A typical training day

Live online deliveries follow the same structure in the East Africa Time zone, with shorter screen blocks and longer breaks.

What the fee includes

How you can take this course

Certification

Participants who complete the full five days receive the Skillset Development Certificate of Completion, stating the course title, course code, dates and delivery format — suitable for professional-development records and employer reimbursement.

Frequently asked questions