Purchase to Pay

Purchase to Pay Process Map: Identify Need for Buying Goods Purchase to Pay introduction Identify need for Goods Identify potential suppliers Purchasing Equipment over £100k Check correct payment route Tenders and Quotations Order goods/services Order with requisition No purchase requisition Using Marketplace Payment Requests Receive or Reject goods/services Manage invoices Open PO's and Invoices on hold Key Financial Controls

Order via Marketplace

Introduced in June 2008, Marketplace is a web hosted electronic purchasing solution that is integrated with the University's Oracle Financials system. It is a portal in which selected University approved suppliers will be available for users to purchase goods and supplies at University-wide negotiated prices.

For non-Oracle users the site can be accessed (once appropriate set up has been arranged) at: https://solutions.sciquest.com/org/oxford

Marketplace Shoppers

For details on accessing Marketplace, how to select items, and how to submit your selections for processing etc refer to Marketplace Shopper 'how to' documents.

Note: Items subject to different VAT rates should be put in separate carts.

Marketplace Reviewers

Where required by a department, ‘reviewers’ may be allocated to review/authorise selections prior to processing. For details on doing this refer to Review a Shopping Cart (120kb).

Requisition Preparers (Oracle Financials)

1. Manage carts

Managing carts is an activity that requisition preparers need to undertake to bring Marketplace selections into Oracle for processing. The way you retrieve ‘shopping carts’ from Marketplace will depend on your departmental set up. Purchase Requisitions are then created in Oracle using iProcurement functionality.

Refer to Marketplace Preparer 'How To' documents for guidance.

2. Requisition Approval

Follow the guidelines for requisition approval as with standard Oracle Financials Purchase Requisitions.

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) form. The completed form must be submitted to the Fixed Asset Accountant, accompanied by copies of any purchase documents.

3. Generation of Purchase Orders

An increasing number of suppliers are being set up to receive electronic Purchase Orders via Marketplace. On the ‘Home’ tab in Marketplace, you can check, at any time, which suppliers are set up to receive their Purchase Orders electronically. Once a supplier is set up to have Purchase Orders sent electronically, they will be sent automatically to that supplier. This applies to all Purchase Orders generated from Marketplace carts only.

Non-electronic Purchase Orders should continue to be printed and sent to suppliers as per the standard Oracle Financials Purchase Requisitions.

Note: You should NOT print out and send copies of purchase orders to suppliers that were sent electronically. This could cause a duplicate delivery. You can still print a copy for your records if you wish to.

The OX PO Report by Department combines Marketplace and Oracle Financials data and is a useful report to inform 'goods in' of purchases.