Your Purchasing department has partnered with Malt to integrate our platform directly into your existing ERP/P2P system. This ensures that all purchasing processes are correctly followed.
What does this mean for you?
Moving forward, all quotes must be "punched out" to your ERP/P2P system to submit the necessary purchase request (PR) before they can be accepted and the project can begin.
The good news is that this streamlines the process! There's no need to accept the quote on Malt and then create a separate purchase request in your system—you can do it all in a single, 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.
Step-by-Step Punchout Process
You can use Malt as usual for the sourcing phase (searching for, inviting freelancers, and managing 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 proceed, you must secure 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'll be redirected back to your Malt account, indicated by a green badge in your top navigation bar.
- Find the Quote: Locate the quote you wish to accept (via Manage projects > Applications > Open the project > View the quote).
- Forward the Quote: Open the quote. If you agree with the terms, click to forward it to your system. You will be redirected back 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 break the active session.
- Review the Cart: Your cart will show two line items:
- One line for the freelancer service (excluding taxes).
- One line for the associated Malt service fees (including taxes).
- Complete the Form: Review the pre-filled information and fill in any required missing details.
- Submit for Approval: Submit your purchase request for final approval.
Your quote on Malt is in a pending status until the purchase request is approved. Once approved, the quote will be automatically accepted on Malt upon receipt of the PO number. You do not need to take any further action to accept the quote.
Post-Project completion actions
Don't forget: Receiving the Service
For every order created, you must perform a receipt (either partial or total) to ensure there is no delay in invoice payments.
After approving a timesheet or the project's end on Malt, go back to your ERP/P2P system. Find the corresponding order and complete the service reception, matching the amounts displayed on the invoice you just validated on Malt.
Troubleshooting
What if I get stuck?
If you have followed the steps but are unable to proceed, please contact your Sales Manager right away for prompt support.
What if the PO is created in my system, but the quote is still pending on Malt?
If this synchronization issue occurs, regardless of the reason, contact your Sales Manager with the PO number for your order, and we will resolve the issue.
(FR) - Comment démarrer vos projets avec l'intégration Punchout de Malt