Order via Oracle Financials

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Having identified the goods or services required and the supplier, you will need to place an order. All orders (including advance payments) need to be raised in Oracle Financials, except those on the List of Purchase Order Exceptions to Requisitioning (81kb).

Within Oracle Financials (iProcurement module) you can shop from selected preferred supplier catalogues, and raise non-catalogue orders. Orders must be raised and appropriately authorised before making any commitment to a supplier.

Raising requisitions

Those with Shopper, Reviewer and Preparer access can all raise requisitions. For guidance on the role specific training requirements, please refer to the Guidance on Courses page. If you're unsure about which training you require, please contact the Training Team

Once your training has been completed, additional guidance on raising catalogue and non-catalogue requisitions (as well as other purchasing activities) is available in the How To portal under the iProcurement menu heading, with guidance specific to each role.

When raising a requisition, ensure that the total cost of the purchase (e.g. delivery charges) is included so that Oracle Financials accurately records the full commitment.

Reviewing & approving requisitions

When reviewing and approving requisitions it is important to check that:

  • correct cost centre / project codes have been used;
  • the correct purchasing category has been used (see also the Assets process pages); and
  • funding is available (this is automatically done by the system for projects).

For training on reviewing and approving requisitions, enrol on the Reviewers and Approvals online course respectively as required. Book and complete your online training in CoSy the course booking system.

Generating a purchase order

Where the supplier you intend to raise an order with is not on Oracle Financials, refer to the Supplier Set Up process.

Most suppliers are set up to receive electronic purchase orders. Non-electronic purchase orders should continue to be printed and sent to suppliers. For training, enrol on the iProcurement: Buyers online course. Further guidance is also available in the How To portal iProcurement menu, under the ‘buyer’ option.

Note: Do NOT print and send copies of purchase orders to suppliers that are sent electronically. This could cause a duplicate delivery.

If, before the goods or services are delivered, it is decided that they are no longer required, it is important to cancel the purchase order in full or by line. If the order was sent electronically, the cancellation will be sent electronically; if not, you should notify the supplier by email or telephone.

Important note: If the supplier issues an order acknowledgement referencing their terms and conditions, you should reply to the supplier reminding them that the purchase order was placed on the University standard terms & conditions and these terms will govern the purchase.

Non sterling payment

Where payment is non-sterling, exceeds £50,000 and will be made between the next three months to two years, a forward currency contract may be relevant. Refer to Foreign Currency Management for guidance.

UO Purchase Requisition Activity report

The Departmental Administrator or equivalent should run and review the UO Purchase Requisition Activity report on a regular basis (not less than quarterly); and investigate any unexpected or unusual purchases.