Purchase to Pay
Order with purchase requisition
Wherever possible ensure that the cost of orders (e.g. postage and delivery charges) are included on the requisition so that Oracle Financials accurately records the full commitment charge.
Where goods/services are going to be delivered over a period of time, e.g. regular deliveries of a stock item, a Create and Receipt 'University Style' Blanket Purchase Orders 
(96kb) should be raised.
Requisition approval
When submitting a Purchase Requisition for approval, if there are insufficient funds, a warning will be shown but the Requisition will not be stopped. The budget holder should ensure that funds are available to meet the order and to be accountable for any over-expenditure.
When approving the Requisition, from a financial management perspective it is important to check:
- The correct cost centre/project codes have been used
- The VAT code is correct
- That funding is available (this is automatically done by the system)
For guidance on approving requisitions refer to Manage the Purchase Requisitions Approvals Process in the Notifications Screen (288kb).
Note: When approving a requisition it is important to consider whether the item(s) need to be added to the Departmental Equipment Listing (see Managing Assets: Equipment). Where this is the case you should inform the requisition preparer and relevant parties within your department (eg. goods inwards) of the purchase.
Additionally, for purchases over £25k, you should complete a Capital Addition Form 
(186kb). The completed form must be submitted to the Fixed Asset Accountant, accompanied by copies of any purchase documents.
If the Requisition is not approved by the Administrator or relevant approver, then amend or Delete Incomplete and Cancel Rejected Requisitions (122kb) as required.
Generate purchase order
Once a requisition has been approved, the Purchase Order will automatically be generated by the system. Purchase Order numbers are department specific, containing the same two character departmental identifier used in cost centre and project codes.
Print and send the Purchase Order to the supplier. For further details, refer to Print Purchase Orders (198kb).
There is a single, universal format of Purchase Order. No other type of printed purchase order will be deemed to be an official University Purchase Order.
Where relevant a VAT exemption certificate will also be generated for printing with the Purchase Order.
If, before the goods/service are delivered/invoiced by the supplier, it is decided that they are no longer required, it is important to Cancel a Purchase Order in Full or by Line (203kb). Confirmation of the cancellation should be sent to the supplier in the same format (where possible) as the original Purchase Order eg. e-mail, telephone, post, etc.
| Important note Should the supplier issue an order acknowledgement then this document, by its very nature, will reference that their terms and conditions will govern your order. It is therefore very important that you should reply to the supplier reminding them that the Purchase Order was placed on the University Terms & Conditions and these are the terms which will govern this purchase. This action could potentially save a lot of time in the future if there is ever a dispute with the supplier. |