Documents, forms and reports

Identified below are the key ‘how to’ guides, documents, forms and reports that support the Purchase to Pay process.

Support documents

Purchasing equipment over £100K

Project Expenditure Approval Form (PEA) - Equipment Projects (50kb)

Tenders and quotations (£25k - £100k)

Tender Documents Guide

Using Marketplace

Oracle Financials purchase requisitions

Raise a Requisition and Submit it for Approval (206kb)
Create and Receipt 'University Style' Blanket Purchase Orders (96kb)
Manage the Purchase Requisitions Approvals Process in the Notifications Screen (288kb)
Delete Incomplete and Cancel Rejected Requisitions (122kb)
Print Purchase Orders (198kb)
Cancel a Purchase Order in Full or by Line (203kb)

Receive/reject goods or services

Managing Receipts in iProcurement (141kb)
Receipt Goods or Services (122kb)

Manage invoices for payment

Match an Invoice to a Purchase Order (298kb)
Enter a Standard Invoice (223kb) where there is no PO to be matched
Enter a Quantity Credit Note (255kb)
Match a Credit Note with a Quantity Amendment to an Invoice Already Matched to a Purchase Order
Match a Credit Note with a Price Amendment to an Invoice Already Matched to a Purchase Order
Enter a Credit Note for an Invoice not Matched to a Purchase Order (240kb)

Other documents, policies, etc.

List of Exceptions to Purchase Order Requisitioning (67kb)
Payments Guidelines (41kb)

Forms

Supplier set-up form – online request form for a new supplier
AP Payment Request Form (238kb)
– where payments in advance are required
Regulations and application for a Departmental Credit Card (154kb)
Expenses Claim Form (385kb) Regulations and application for a Departmental Credit Card (154kb)
Capital Addition Form (186kb) – to be completed for all purchases over £25k

Reports

Purchasing: OX Purchasing Activity Register – run regularly (not less than quarterly)