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 receipted, matched to an invoice and that invoice then paid this becomes an actual expense. It is therefore best practice to ensure orders are processed appropriately, and accounts are maintained and accurate.

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In case of queries please contact the Procurement Services Helpdesk
Tel. 65101 or email UFS_PO@admin.cam.ac.uk

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 where goods need to be receipted in the system, and where POs or order lines need to be cancelled or finally closed. It also provides useful information with regards to funds checking and commitments. After running the report, you need to review the outcome and identify the actions needed, as detailed below.

Action the Open Purchase Order Report

Ensure all receipts of goods and services are processed

• From the Open Purchase Orders Report- Excel Version (UFS) review outstanding receipts for purchase orders where the goods have not been received or services not performed.
• Complete receipts for all goods delivered (especially in respect of e-invoicing suppliers) and where services have been received.

Finally closing orders and requisitions
Review the Open Purchase Orders Report- Excel Version (UFS) report. Establish orders where the goods have been received on the system, and the invoice has been paid but not matched to the original purchase order, and finally close the PO. The related requisition will automatically be closed.

NB: Do not finally close any order awaiting an e-invoice. (see here for a list of e-Invoicing suppliers) 

Review purchase orders with a status of "Incomplete"

• From the Open Purchase Orders Report –Excel Version (UFS) review purchase orders that the department believes should be approved in order to record the commitment for the month, and complete.

• For any orders (and related requisitions) no longer needed or raised in error, with a status of incomplete, the department should complete and approve the order in order for it to be cancelled. Please ensure that any orders being approved, in order to be cancelled, do not have the Z Marketplace supplier site name otherwise the order will be automatically sent to the supplier. You will also have to re-enter the ship to and bill to locations before you can approve and then cancel the order.