When and How to Use Spot Buy Organisations

The Spot Buy function is designed for one-time suppliers or documents that you do not want to track long term.

It allows you to register an organisation or document without activating automatic compliance monitoring.

Organisations marked as Spot Buy:

• Do not trigger automatic document requests
• Are excluded from regular requirement rules
• Are only visible when filtering on Spot buy

When to use Spot Buy

Use Spot Buy when:

• You work with a supplier only once
• You need to store a document for reference
• You do not want ongoing compliance tracking

This keeps your main supplier list clean and focused on active partnerships.

What happens when you mark an organisation as Spot Buy?

If you convert an existing organisation to Spot Buy, the system will automatically:

1. Convert all related documents into Spot Buy documents
   • You will first see a confirmation pop-up listing the affected documents.
2. Remove all requirement rules for that organisation
   • Spot Buy organisations should not generate automatic requests.
3. Automatically label all future documents for this organisation as Spot Buy

Reviewing Spot Buy documents

When reviewing a Spot Buy request:

• The order reference is automatically added to the document.
• The “Spot Buy document” toggle is enabled by default.
• The “About” field is optional to simplify the process.

Important

Spot Buy organisations are hidden from your standard organisation view unless you apply the Spot Buy filter.

This ensures that temporary suppliers do not interfere with your regular compliance monitoring.