Purchase to Pay: Process Summary

Identify Need for Goods/Services

Ensure the need is genuine.
Identify the need for pre-purchase authorisation (eg equipment over £100k).

Identify Potential Suppliers

Investigate availability internally (within the University) via Internal trade.
Consider existing external suppliers – those with University agreements offer highly discounted rates.
If there is a genuine need for a new supplier, complete the Supplier set-up form.

Purchasing Equipment over £100k

Refer to the Purchasing Team.
Identify the costs to ensure the full financial impact is understood.
Complete business case.
Seek appropriate purchase approval.
Seek project expenditure approval (where relevant).

Check Correct Payment Route

Additional process steps may be required where:

Supplier is an individual.
Payment will be non-sterling.

Tenders and Quotations

Depending on the purchase value, initiate tenders or request quotations as required.

Establish Purchasing Route

Identify the appropriate purchasing route/channel – depending on the value, method of payment required and purchasing channels used within your department:

Marketplace Users – select items via the online store.
Raise a purchase requisition and issue a purchase order, unless the purchase is on the List of Exceptions to Purchase Order Requisitioning (67kb) or under £100.
Using a departmental credit card.
Where appropriate, make payment in advance.

Receive or reject Goods/Services

On receipt, check that the goods/service are as required and log and/or receipt on Oracle
Unacceptable goods must be segregated and rejected

Manage Invoices for Payment

Check Invoices (and Credit Notes) on receipt to ensure they are correct
Ensure that Invoices/ Credit Notes are processed on Oracle as soon as possible (locally or centrally)
Liaise with the supplier over incorrect Invoices
File original Invoices

Open POs and Invoices on Hold

Invoices on hold and open purchase orders must be managed on a regular basis