Placing an Order

Purchase orders should be raised either via SciQuest or eFinancials.There is on-line training for both systems which must be completed before full access is given. For eFinancials access please contact the School Finance Officer who will provide the necessary details. SciQuest training is available via Learn.

All orders must be approved by the Portfolio Manager or the approved signatory who provided the budget codes. When PO is generated, an email must be sent to both Approver and Finance Administrator with a requisition No (SciQuest) or PO number (eFinancial).

If a purchase order is raised using a supplier's quotation, the quotation number should be clearly stated to avoid any implications. In the case of an off-contract order, all necessary quotes provided by suppliers should be attached to the RT ticket along with the justification as to why a supplier was chosen.

All purchase orders should be attached to the relevant RT ticket and the PO field completed.

SciQuest: Once a requisition has been approved,the PO is created and sent to supplier automatically. If VAT exception applies, the certificate is being sent automatically as well.

eFinancials: Once PO has been approved, a digital copy (.pdf) should be saved and sent to supplier manually. If VAT exception applies a certificate should be completed and manually sent to supplier as well.

RT ticket's status and purchase date fields should be updated accordingly.

An order confirmation from the supplier must be checked that matches the purchase order.

Any updates from supplier that might influence delivery date and/or quantity of items, should be stated at the RT ticket and requestor should be informed.

In case of split costs: Until there is a way to split costs against different cost centres in SciQuest, core School G40588 budget should be charged and then journal the top-up back from the research grant.

-- AlisonDownie - 29 Nov 2019

Topic revision: r4 - 15 Jan 2020 - 09:45:45 - NikolaosDandoulakis
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