Order Via R12 Marketplace

Purchase to Pay Introduction Identify Need for Goods or Services Purchasing Equipment over £100k Identify Potential Suppliers Check Correct Payment Route Tenders and Quotations Establish Purchasing Route No Purchase Requisition Order via Marketplace Payment Requests Receive (or Reject) Goods or Services Manage Invoices for Payment Open POs/Invoices on Hold Process Controls

R12 Marketplace is an electronic purchasing solution that is part of the University's Oracle Financials system and the iProcurement module. Selected University approved suppliers have catalogues which are available for users to purchase goods and supplies at University-wide negotiated prices.

R12 Marketplace Shoppers

For details on accessing R12 Marketplace, how to select items, and how to submit your selections for processing etc book your place on the R12 iProcurement roadshow.

R12 Marketplace Reviewers

Where required by a department, ‘reviewers’ may be allocated to review/authorise selections prior to processing.

Requisitioners

1.  Submit a purchase requisition for approval

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 University blanket purchase order should be raised.

2.  Requisition approval

When submitting a requisition for approval, if there are insufficient project funds, a warning will be shown and the requisition will be rejected.  The budget holder should ensure that funds are available to meet the order.

When approving the requisition, from a financial management perspective it is important to check:

  • The correct cost centre/project codes have been used
  • The correct purchasing category has 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 "Approve a requisition" online training.

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. 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/cancel the rejected requisition as required.

3.  Generation of purchase orders

Most suppliers are set up to receive electronic Purchase Orders. On the ‘Shop’ tab in R12 Marketplace, you can check at any time which suppliers are set up to receive their Purchase Orders electronically.

Non-electronic Purchase Orders should continue to be printed and sent to suppliers. For further details, refer to Print POs online training.

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 R12 Marketplace and Oracle Financials data and is a useful report to inform your 'Goods inwards' of purchases.

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.  Refer to Cancel Requisition/PO in full or Cancel Requisition/PO line online training.  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.  This will happen automatically if the original order was sent electronically to the supplier.

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.