This article explains how to accept a quote and start a project via the Punchout integration between Malt and your ERP/P2P system.
- Quotes must be transferred to your ERP/P2P to obtain an approved purchase request.
- Once the purchase order is generated, the quote is automatically accepted on Malt.
- Perform service receipt in your ERP after each invoice validation.
What does Punchout integration change for you?
Your Procurement team has partnered with Malt to integrate the platform directly into your existing ERP/P2P system. This ensures all purchasing processes are properly tracked.
From now on, all quotes must be transferred to your ERP/P2P system to submit the required purchase request (PR) before they can be accepted and the project can start.
The good news is that this simplifies the process: you do not need to accept the quote on Malt and then create a separate purchase request in your system. You can do everything in one continuous flow.
Once your purchase request is approved, the purchase order (PO) number is automatically generated and sent to Malt. The quote is then automatically accepted, eliminating a manual step for you. With the project status on Malt updated to "in progress", the freelancer can start working.
Punchout process step by step
You can use Malt as usual for the sourcing phase (search, invite freelancers, and manage applications) without needing to interact with your ERP/P2P system.
The change begins when you are ready to accept a quote. You will receive an email notification when a quote is sent to you. To continue, you must obtain an approved purchase request.
- Start from the email: The notification email will redirect you to your ERP/P2P system.
- Access the Malt catalog: Log in and find the Malt catalog to establish an active session between your system and Malt.
- Activate the session: Click to open the Malt catalog. You will be redirected to your Malt account, indicated by a green badge in your top navigation bar.
- Find the quote: Locate the quote you want to accept (via Manage projects > Applications > Open project > View quote).
- Transfer the quote: Open the quote. If you agree with the terms, click to transfer it to your system. You will be redirected to your system with the quote details now in your shopping cart.
Important: You must submit one request per quote. Do not return to Malt until your request is submitted, as this could interrupt the active session.
- Check the cart: Your cart will show two lines:
- One line for the freelancer's service (excluding tax).
- One line for the associated Malt service fees (including tax).
- Complete the form: Review the pre-filled information and complete any missing required details.
- Submit for approval: Submit your purchase request for final approval.
The quote on Malt is pending validation until the purchase request is approved on your side. Once the request is approved, the quote will be automatically accepted on Malt upon receipt of the purchase order number. You do not need to take any further action to accept the quote.
Actions after project or month end
Remember: service receipt
For each order created, you must perform a receipt (partial or full) to ensure there is no delay in invoice payments.
After approving an activity report or the end of a project on Malt, return to your ERP/P2P system. Find the corresponding order and complete the service receipt, matching the amounts shown on the invoice you just validated on Malt.
Troubleshooting
Issue: I am stuck despite following the steps.
Solution: Contact your account manager immediately for quick assistance.
Issue: The purchase order is created in my system, but the quote is still pending on Malt.
Solution: Contact your account manager with your order's PO number, and we will resolve the issue.