Purchase to Pay
Identify Potential Supplier(s)
1. Investigate availability internally (within the University)
Where appropriate you should first consider if the goods/services are available within your department, e.g. from an inventory store.
Alternatively, another department may be able to supply the goods/services through Internal trade.
2. Consider existing external suppliers
University agreements have been set with a range of suppliers, offering highly discounted prices. It is recommended that these are considered first. Refer to the Preferred Suppliers and Contracts listing for details. Alternatively, if you are a Marketplace user, suppliers are listed there. The Purchasing website also provides details of approved suppliers for consideration.
If you cannot identify a suitable supplier from these lists an appropriate supplier may already be setup on Oracle Financials.
3. Consider need for new supplier
Where no existing supplier is relevant for your needs, consideration should be given to:
- The validity of the new supplier
- Whether they meet the University's minimum requirements
- Value for money offered by the supplier
Where a new supplier is needed you will need to complete and submit a Supplier Set-up form.
For new suppliers, forward to Purchasing (and retain), evidence to support the decision that explains why:
- The requirement cannot be fulfilled by Internal Trade, stores, or by using an existing supplier on the supplier database
- The new supplier offers the University value for money
4. Further Considerations
Further requirements must be satisfied for purchases of equipment over £100k otherwise, check the correct payment route for all other types of purchase.