Order with a Purchase Order

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.

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.

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.

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. 

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.

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.

Reporting

• UO Open POs report should be run manage open purchase orders. For example, it will enable you to check purchases that have been received but not yet invoiced; purchases that are expected but have not yet been received; or orders that have been part received and part invoiced.
   
• UO Purchase Requisition Activity Report should be run and reviewed on a regular basis (not less than quarterly) and any unexpected or unusual purchases investigated.
   
• UO P2P Audit Report – if there are users in the department with the ability to raise, approve and receipt transactions, this report should be run at the end of every month and each transaction checked.