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FAQs

What is the PurchasePlus? A complete rebuild of our procure-to-pay platform on modern technology. Same purpose, same team, and a dramatically better experience: faster screens, smarter workflows and a foundation that lets us deliver new features far more quickly.

Why not just keep improving the current platform? The legacy platform is built on older technology that makes every change slow and risky. Rebuilding lets us deliver the features you've been asking for, keep pace with modern security and performance standards, and improve the product continuously for years to come.

Is PurchasePlus ready for a business like ours? Yes. This isn't a beta or a first release. The PurchasePlus has been live in production for over two years, already processes around half of all purchasing activity across our network, and handles hundreds of thousands of orders for customers ranging from single properties to large hotel groups. It's built on modern, globally deployed cloud infrastructure, rigorously tested with every release, and engineered for the full scale of our worldwide customer base. You'll be joining a platform that's already proven at scale.

Is the upgrade optional? No. Every customer moves to PurchasePlus during 2027, and Legacy PurchasePlus is then decommissioned. What you can influence is timing: we'll schedule your upgrade with you, around your business calendar wherever possible.

Can we delay our upgrade or stay on Legacy PurchasePlus longer? We'll work with you on timing within 2027, including rescheduling around peak trading, stocktakes, audits and budget season. What we can't do is extend beyond it: Legacy PurchasePlus shuts down permanently in December 2027, and no customer access is possible after that. The earlier you engage with your wave planning, the more say you have over your date.

Will the way we work change? Your existing setup comes across as it is: your workflows, approval structures, locations and configuration all carry over. You're stepping into a familiar setup on a much better platform, not relearning your own process. If you want changes made, raise them with your local PurchasePlus contact and we'll pick them up once you're live and settled (see section 4).

What happens to Legacy PurchasePlus? It will be progressively decommissioned during 2027 as customers move across, with final shutdown in December 2027. After your upgrade, you'll no longer have access to Legacy PurchasePlus.

Is this a new company or a different product? No. Same company, same product, same people. The PurchasePlus is simply the next generation of the platform you already use.

Timing

When will my organisation move? Upgrades run in scheduled waves from February 2027, completing by August 2027. We'll confirm your wave and your date at least 90 days before your upgrade, in close consultation with your property, through the PurchasePlus contact your team already deals with.

How is my wave decided? Wave planning considers the modules you use, your integrations and your platform usage patterns. Multi-property groups are sequenced together and coordinated at group level, so properties under the same corporate parent move in a planned order rather than one at a time in isolation.

Do our corporate or head office teams hear about this first? Yes. For multi-property groups we brief head office, operations and procurement leaders ahead of property-level notifications, so no one first learns about the upgrade from a message aimed at their own properties.

Can I choose or change my upgrade date? Within reason, yes. If your proposed window clashes with peak trading, a stocktake, an audit or your budget season, tell your local contact and we'll reschedule within your wave or the next available one.

Do you take local calendars into account? Yes. Before any date is locked in we check it with your local team, including regional holidays, peak season and local budget cycles.

Can we move early? Possibly. We're running an early adopter programme with limited places for customers who want to go ahead of their wave. Register your interest with your account manager or local implementation contact implementations@purchaseplus.com.

How long does it take? For most customers, cutover happens over a month-end period, with your team live on PurchasePlus the next business day. Properties using inventory and recipes need a little more coordination, which we plan with you (see section 3).

Will there be downtime? No. We've invested heavily in the technology behind this so your cutover happens without taking the platform offline. As an added precaution, we'll still schedule your cutover outside your busiest periods and confirm exact timing in your upgrade plan.

What does the process look like?

1. You receive your wave notification and your proposed date.
2. We run a readiness review with you covering users, data, integrations and the modules you use.
3. You get preview access to PurchasePlus, plus role-based training. The training calendar comes with your notification so your team can book the sessions that suit them.
4. Cutover: we move and verify your data over the agreed window.
5. You go live, with hypercare support for the first two weeks and your local contact as first point of call.

What happens if something isn't right after we go live? Every cutover includes data verification before your team starts work, and every customer gets two weeks of hypercare with priority response times. If an issue does surface, your local contact triages it immediately, with a direct escalation path to the upgrade team. Cutovers are scheduled over month-end and outside your peak periods precisely so there's room to resolve anything before it affects trading.

Your data

Will my data come across? Yes. Suppliers, catalogues and pricing, users and permissions, approval rules, locations and departments, and budgets all move as part of your cutover.

What about historical orders, invoices and receipts? Yes. Purchase orders, invoices and receipts, and your full purchasing transaction history all come with you, so your procurement records and reporting carry straight over. Historical inventory records are handled differently (see "What about recipes and inventory data?" below).

What about recipes and inventory data? This is the main way the upgrade differs by property. If you use purchasing only, your upgrade is effectively a front-end change: same data, much better experience. If you use inventory or recipes, there's more to coordinate, so we plan that work with you around a stocktake or a quieter operational period rather than dropping it in mid-service.

Inventory and recipe data is cut over on an agreed date. On that date, your full inventory position and value is moved across, so you start in PurchasePlus with accurate stock on hand from day one. Inventory is set up and confirmed first, then recipes, because recipes depend on inventory being right.

It's worth being clear that this is effectively a new system rather than a copy of the old one. Your current position and value come across, but historical transactions such as past transfers won't be visible in PurchasePlus. That's also part of the opportunity: the new modules are significantly more capable, and starting from a clean, confirmed position means your recipes, costings and stock records are accurate from the outset. Your implementation contact will walk you through the sequence as part of your upgrade plan.

Can we still access our historical inventory records after we upgrade? Yes. Historical inventory records, including stock movements, stocktakes, transfers, adjustments and valuation history, remain accessible in Legacy PurchasePlus until its final shutdown at the end of 2027. After shutdown, they're retained securely in line with the statutory retention requirements of your jurisdiction and available by request through your local contact. If your finance team relies on specific inventory reports for audit or statutory purposes, we recommend exporting them before your cutover; your readiness review will confirm which reports are worth capturing.

Do I need to clean anything up first? Mostly no. We'll do the heavy lifting, including a major uplift in product data quality as part of the programme. The one exception is recipes and inventory: if you use these modules, we'll ask you to review your data beforehand and confirm it's accurate and duplicate-free, so everything you set up in PurchasePlus is right from the start. Your readiness review will also flag anything else we need from you, such as confirming active users or archiving unused suppliers.

Is my data secure during the upgrade? Yes. Your data is encrypted in transit, verified after load, and never leaves the secure PurchasePlus environment. The whole process sits under the same independently audited controls behind our SOC 2 (security and compliance), ISO 27001 (information security management) and ISO 42001 (artificial intelligence management) certifications.

What happens to our data on Legacy PurchasePlus after it shuts down? Your purchasing data, including purchase orders, invoices and your full transaction history, comes across in your upgrade, so for day-to-day work you won't need Legacy PurchasePlus. Historical inventory records are the exception: they don't migrate, and remain accessible in Legacy PurchasePlus until final shutdown in December 2027 (see "Can we still access our historical inventory records?" above). After shutdown, legacy data is retained securely in line with the statutory retention requirements that apply in your jurisdiction, then permanently deleted. Records can be requested through your local contact during the retention period. If your finance or compliance team needs a full export of your legacy data, request it through your local contact ahead of your upgrade date.

Features

Will PurchasePlus do everything the current one does? Yes, and here's the important bit: it does much more. Every workflow you rely on today is covered: requisitions, purchase orders, receiving, invoicing, inventory, recipes and reporting. But we didn't spend three years rebuilding just to match the old platform. The PurchasePlus goes well beyond it, with capabilities legacy technology could never support: smarter approvals, automated statement reconciliation, real-time budgets, self-serve analytics, AI-assisted product data and plenty more (see What's new? below). Some familiar features work differently (better, we think), and a small number of rarely used legacy features are being retired.

What's new? Highlights include AI Invoicing and automated supplier statement reconciliation, real-time budgets, self-serve analytics dashboards, a redesigned recipes and menus module with sub-recipes and menu engineering, AI-assisted product data, multi-jurisdiction tax support, and an AI assistant built into the platform, so you can ask for what you need in plain language: "Create a purchase order for a case of vodka" or "How much have we spent on F&B this quarter?" And the pace of new releases will be much faster than you're used to.

Will my approval workflows carry over? Yes. Your current approval rules are mapped to the new role-based approval engine as part of your upgrade, and you verify them during your preview period before go-live. If you have an unusually large or complex approver structure, we'll work through it with you individually rather than as part of a standard wave.

Can we change our workflows or request customisation as part of the upgrade? Not during the upgrade itself. Your existing configuration comes across as it is, which is what keeps your cutover predictable and low-risk, so we hold change requests until after you're live. Raise anything you want during your readiness review and it gets logged and considered post go-live. That isn't a brush-off: it protects your go-live date, and it means changes are decided with real experience of PurchasePlus rather than assumptions about it.

Will the mobile experience change? Yes, for the better. The new platform is fully responsive and works properly on phones and tablets, which is especially handy for receiving and approvals on the go.

Release cadence

How often is PurchasePlus updated? Continuously. Our product and engineering teams work in fortnightly sprints, with improvements shipping every week rather than in big, infrequent upgrades. Every release is rigorously tested, and updates happen seamlessly in the background: no downtime, nothing to install and no action needed from your team.

Will different regions or customers be on different versions? No. The PurchasePlus is a single global platform, so every customer in every region is always on the same, latest version. New features reach everyone at the same time, with no regional rollouts or version gaps to manage.

How will we hear about what's new? Through monthly release communications covering new features, improvements and anything worth actioning. These go to your nominated contacts and are always available in the help centre. Bigger features arrive with how-to videos, in-app guidance and in-app notices so your team sees what's changed where they're working.

Is the pace of improvement really faster? Much faster. The legacy platform's technology made every change slow and risky to deliver. The new platform is built for rapid, safe delivery, so the features you've been asking for arrive sooner and the product keeps getting better month after month.

Training and support

What training is included? Live webinars for each role (purchasing, receiving, accounts payable, administrators), short how-to videos, a searchable help centre, in-app guidance and in-app notices. All included at no extra cost.

How much training will my team need? Less than you might expect. The new platform is significantly more intuitive than Legacy PurchasePlus, so training time depends on the modules each person uses:

• Purchasing and approvals: 1 online session ~1 hour
• Receiving: 1 online session ~45 mins
• Invoicing: 1 online session ~1 hour
• Budgets: 1 online session ~45 mins
• Inventory: 3 online sessions ~1.5 hours
• Recipes: 3 online sessions ~1 hour

Most users only need one or two sessions; allow up to 3 hours for anyone working across inventory or recipes. There's no need to take anyone off the floor for full days. Sessions are short, free, interactive with time for questions, and run weekly online, and your team can book the times that suit them and repeat any session until they feel comfortable (see below).

How does my team book training? A training calendar is published monthly and linked in your wave notification, so your team can register for the sessions that suit them rather than being assigned a single time. The calendar stays available in the help centre throughout the programme.

Will training run in my region and time zone? Yes. Sessions run across APAC, UK and Europe, and North American time zones, and every session is recorded.

Will materials be available in our language? Where your market needs it, yes. We produce localised material and translated versions rather than assuming English works everywhere. Confirm what your team needs with your local contact and we'll build it into your plan.

What support is available when we go live? Every customer gets hypercare for the first two weeks after go-live, with priority response times. Your local implementation contact is your first point of call, with a clear escalation path if something needs to go higher.

Can we have in-person training? Yes. The included training programme (live webinars, how-to videos and in-app guidance) is designed to get every team confident on PurchasePlus without anyone needing to be on site. If you'd like face-to-face sessions as well, we're happy to arrange them as a premium service, billed to cover trainer time and travel. The Implementation Team can put together a quote.

Who do I contact with questions? Your local PurchasePlus implementation or account contact is your first port of call, because they're closest to your property and your market. Behind them sit your Customer Support Team.

Access and integrations

Will my login change? No. All your existing access credentials will work natively on PurchasePlus: same username, same password, and single sign-on carries over if your organisation uses it. From your upgrade date you'll simply sign in at app.purchaseplus.com.

Are there any technical requirements? Just a modern web browser and reliable internet connectivity. There's nothing to install.

Will my finance system integration keep working? Yes. Integrations are a core part of upgrade planning. Your readiness review will confirm the approach for your specific finance system, and if any changes are needed we'll manage them with you and your provider before cutover.

Can we test our integration before the cutover? Yes. Customers with finance system integrations or API connections get access to a test environment as part of the readiness review, so your team and your provider can validate everything before your go-live date.

What about punchout catalogues and supplier connections? These continue working. Where a supplier connection needs updating, we'll handle it directly with the supplier ahead of your upgrade.

What about e-invoicing (including Peppol)? E-invoicing continues without interruption, and PurchasePlus is built for it. Where you subscribe to the invoicing module and your region supports Peppol, the PurchasePlus handles Peppol e-invoices natively, and your readiness review will confirm any registration details specific to your organisation.

We use the PurchasePlus API. What changes? The Purchaseplus API’s remain in place.

For suppliers

I'm a supplier. What does this mean for me? You'll keep receiving orders and sending invoices without interruption as your buyers move across. Because buyers upgrade in waves during 2027, you may have customers on both platforms for a period, and orders and invoices keep flowing on both. The main change is where you sign in: PurchasePlus has a new web address, which we'll share with you before your first buyer moves across.

Will my catalogues and pricing carry over? Yes. Your catalogues, pricing and trading relationships carry over exactly as they are. The upgrade doesn't change them at all.

Pricing and contracts

Does my pricing change because of the upgrade? No. Your current agreement and pricing carry straight over, and everything you use today remains available under your existing pricing. Additional modules and advanced functionality are available if you'd like them, but there is no cost to move to PurchasePlus.

Is there a cost to upgrade? No. The upgrade, training and go-live support are all included.

Does this affect my contract? No. Your agreement continues as normal on PurchasePlus.

Getting ready

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What should we do now?

• Share the announcement with everyone in your organisation who uses PurchasePlus, including your finance and IT teams.
• Confirm your key contacts with the Customer Support Team so wave notifications reach the right people.
• If you use recipes or inventory, start reviewing that data now so it's accurate and duplicate-free before your readiness review.
• Watch for your wave notification from October 2026.
• If your finance team needs historical inventory reports for audit or statutory purposes, plan to export them before your cutover. Your readiness review will confirm which ones.

Who should be involved from our side? Typically your purchasing lead, accounts payable, whoever owns your finance system integration, and your kitchen or operations leads if you use recipes and inventory. If you're part of a multi-property group, your corporate procurement or operations lead should be in the loop from the start.

Key dates at a glance

Legacy PurchasePlus final shutdown

90-day shutdown window, October to December 2027