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.
| PO module closes at 5pm on Monday 7 August |
Tasks required |
Final date for completion |
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Run and review the Excel version of the Open Purchase Order Report |
Mon 31 Jul |
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Run and review Purchasing Requisition Status report |
Mon 31 Jul |
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Action remaining items on the DTH (Deliver to Home) Order Report |
Mon 7 Aug |
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Action remaining items on the Open Purchase Orders Report |
Mon 7 Aug |
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Action all incomplete POs |
Mon 7 Aug |
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Action incomplete requisitions or those not converted into POs |
Mon 7 Aug |
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Finally close Call off orders for 2022/23 financial year (Refer to guidelines) |
Mon 7 Aug |
NB: These actions are not time dependant and can be completed well in advance of the module close.
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Finance Division key dates for information |
Key Date |
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Updated DTH report for year end final review run |
Tue 1 Aug |
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Jul-23 Purchasing Period closed |
Mon 7 Aug |
| In case of queries please contact the iProcurement Helpdesk Tel. 65101 or email UFS_PO@admin.cam.ac.uk |
On this page |
Run and review the Open Purchase Orders Report - Excel Version (UFS)
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@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).
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Open PO Report Actions |
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Select and open item from list |
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Check whether item(s) received. (If yes, receipt in CUFS.) |
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Review items with status Closed for Receiving |
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Review items with status Closed for Invoicing |
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Review items with status Open |
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No action required |
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Cancel PO or relevant PO lines, and let the supplier know. |
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If the goods/services are not going to be received, the unmatched lines must be finally closed. |
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Must be cleared
In order to cancel, first approve. Be careful if marketplace supplier site. Change to any other address for that supplier before approving, then cancel. Use Justification field to give reason, e.g. duplicate order |
| NB: Do not finally close any order awaiting an e-invoice. For a list of e-Invoicing suppliers, refer to the University Finance System website. |
Run and Review the Purchasing Requisition Status Report
Finally close call off orders against GL funds