Purchasing (PO)

PO Module closes at 5pm on Tuesday 11 August

Contents

1. Tasks Required
2. For information - key dates
3. Running, reviewing and actioning the Open PO Report
4. Run and review the Purchasing Requisition Report
5. Finally close Call Off Orders against GL Funds

Summary of tasks and key dates

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

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

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Running, reviewing and actioning the Open Purchase Orders Report (using the Dashboard or Excel version [CUFS])

The dashboard (and report) lists all the PO lines that have not been fully completed, received or matched to an invoice. It assists in identifying goods needing to be receipted in the system, and POs or order lines where there are outstanding commitments requiring cancellation or closure. 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.

Establish if an invoice has been received

• if not, follow up with suppliers, unless the order is recent. Ideally the items should be invoiced before AP closes or they will need to be manually accrued
• has the invoice been paid separately, for example, not matched to the order? If so, Close the order. The related requisition will automatically be closed. Do not close purchase orders from e-invoice Suppliers
• has the invoice been matched to the correct PO but there is a small price difference (for example due to roundings) that has left the PO and a commitment open, if so close the order

Establish if items were delivered but not receipted

• if yes, complete receipting process, especially in respect of e-invoices.
• where it cannot be determined that items were received, for example the requester has left the organisation and the supplier cannot confirm delivery, the order should be closed.  Do not close purchase orders from e-invoice suppliers if there are still order lines to be delivered or if the invoice is still outstanding

NB: Do not close any order awaiting an e-invoice. Refer to the Finance website for a list of e-Invoicing suppliers

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A review is underway with Institutions to close long-standing open purchase orders. The Accounts Payable (AP) dashboard identifies open purchase orders that have been flagged for closure. Financial Systems Group (FSG) are working to close flagged purchase orders centrally. As a result, the AP dashboard will accurately reflect current open PO’s position. 

Closing a PO removes any outstanding fund commitment but must only be used after all other options have been exhausted. Do not close any orders awaiting an e-Invoice.

As orders and 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

Finally close Call Off orders against GL funds

For purchases such as contracts, planned orders and scheduled releases, the Institution 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 the first Call Off of the current financial year is actioned.

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