Purchasing (PO)

The Purchasing module (which includes iProcurement) is used to create purchase orders (POs) on UFS. This in turn creates a commitment. When the order is matched to an invoice, this becomes an actual expense.

NB: These actions are not time dependant and can be completed well in advance of the module close.

Run and review the Open Purchase Orders Report - Excel Version (UFS)

This report lists all the PO lines that have not been fully completed, received or fully matched to an invoice. It assists in identifying goods needing to be receipted in the system, and POs or order lines requiring to be cancelled or finally closed. It also provides useful information regarding funds checking and commitments. After running the report, review the outcome and identify the actions needed, as detailed below. Pay particular attention to older transactions and those coded against research grants.

Deliver to Home (DTH) orders

Any orders raised for home deliveries using the University-wide Deliver-to code DTH are excluded from Departments’ standard Open Purchase Order Reports. Instead, relevant departmental Key Contacts have been emailed a link to a summary of these orders for their department which is updated on a weekly basis. This summary needs to be checked and followed up regularly, particularly to ensure the open orders are receipted as soon as possible, as part of the year end essential tasks. If you require this link, please contact procurement.services.enquiries@admin.cam.ac.uk.

Open DTH orders should be actioned in same way as any other orders, see next section.

Action the Open Purchase Order Report/DTH Summary Report

This report lists orders not fully receipted or invoiced, and it can be scheduled. Use the Excel version, and filter on status. Although it is recommended that the report be run monthly, in the run up to the year end it is particularly important to establish whether orders need to be receipted so the invoice can be paid, or if applicable, the order finally closed. Finally closing a PO removes the fund commitment but should only be used after all other options exhausted. e-Invoiced orders should never be finally closed. As orders/order lines can only be cancelled if items have NOT been receipted, it is advisable to check the receipt status by using the View receipts function in the Buyers Work Centre (BWC).
 

Run and Review the Purchasing Requisition Status Report

Available in UFS from the Buyers Work Centre, the Purchasing Requisition Status Report lists requisitions that may require an action.

Any requisitions raised in error or no longer required must be cancelled. This must be done by the requisitioner who initiated it. If this person is no longer working in the department, contact the UFS Helpdesk. Incomplete requisitions include any that have not been converted into POs.

Finally close call off orders against GL funds

For purchases such as contracts, planned orders and scheduled releases, the department may have raised what are termed as Call Off orders. These need to be finally closed, and a new order raised for the next financial year. Notify the supplier of the new order number when you action the first call off of the current financial year