On this page:
- Staff access to the supplier database
- Searching the supplier database
- High street suppliers
- New supplier requests
- Amendments to existing suppliers
- Duplicate and deactivated suppliers
- Inactive suppliers
- Factoring companies
Overview
The Supplier database enables staff to search for suppliers, request new ones or request amendments to suppliers on the database. Searches can be made for suppliers by name or by using key words or commodity descriptions to find suppliers who can provide certain goods or services. The Supplier database also prompts staff with the University preferred suppliers. Any requests for new suppliers or amendments to existing ones must be submitted via the Supplier database.
The Supplier database links to UFS and ensures accurate supplier records are maintained and the risk of duplicated records is reduced. Relevant checks are carried out by the Accounts Payable and Procurement teams before the supplier is set up on the Supplier database.
Any queries should be referred to the Supplier database team, Ext: 65097
Staff access to the supplier database
Each department should designate two individuals to be responsible for requesting new suppliers or amendments. However, many staff may simply require the Supplier database to view suppliers, and this is available to anyone with UFS access.
For access to the Supplier database for new requests and amendments, the department Key Contact should email the Supplier database Administrator and provide the following information:
- first name/surname
- University telephone number
- University e-mail address
- CRSID
- type of access required:
- View, Request New or Amendments to suppliers OR
- View, Request New or Amendments to Suppliers, Employees and Students
To access the Supplier database, users require a University log in. Once set up they can access the Supplier database from the Finance Division Supplier Set Up webpage.
University passwords are issued by the University Information Service : The University's authentication service (formerly Raven) | IT Help and Support (cam.ac.uk)
Searching the Supplier database
The search facility enables staff to find current suppliers. Staff can search the Supplier database by numerous methods for example; by a specific name of a supplier, VAT number/company registration number or by various keyword and commodity options where you are looking for a supplier of a particular type of goods or service.
In particular, the Supplier database prompts staff with Preferred Supplier details when they search, and these are highlighted in green. Generally, staff should use preferred suppliers whenever possible, and they should be considered before making a request for a new supplier.
High Street suppliers
High Street suppliers should not be used. In general, they do not provide the same credit facilities or preferential rates as larger companies offer. Warranties may not be valid in some instances where domestic goods are purchased that may be used in a commercial environment.
New supplier requests
Before completing a new supplier request, ensure that the supplier is not already on the Supplier database by using the search function.
If a new supplier is required, the following information should be provided:
- Full company name – not just a trading name;
- Company registration number if they are a limited company (this should be consistent with above);
- VAT number if VAT registered;
- Full postal address;
- Telephone and email details;
- Details of the type of purchase / supplier selection and quotation process;
- Signed Modern Slavery Supplier Compliance Statement (MSA);
- Bank details.
For specific requests, additional information is required:
- Request for Employee: Use Concur (Setup automatic for new staff)
- Request for Student: Use CamSIS student number
- Request for Individuals providing a service: Use Tax Clearance number NB: This clearance is only valid for the period stated. If the individual’s service is extended, contact the Employment Tax Team, Finance Division
Please refer to the Supplier Set Up webpage for the full list of requirements.
A purchase order should be raised for all purchases and no orders for goods or services should be made until the supplier has been approved.
If goods or services have been ordered and delivered without a purchase order, and an invoice has been received, a copy of this must be uploaded with the request for the new supplier. Failure to provide a copy of the invoice delays the request.
The time taken to load the supplier onto the Supplier database varies depending on the quality of information provided by the department and the relevant checks that need to be made.
Once the supplier has been authorised by Accounts Payable and Procurement Services, an automatic email is issued to advise the requester that their request has been uploaded to UFS. UFS is updated immediately once the supplier request has been finalised.
Guidance for Key Contacts needing to amend the Supplier database is available from the Training AP webpage.
Amendments to existing suppliers
Amendments to an existing supplier record are only acceptable if they are accompanied by official documentation regarding the relevant change. This may be in the form of a letter from the company stating the change or a copy of an invoice headed with the company's new name or address.
Approved users are able to request the above amendments by selecting Amendment Request from the supplier details page. After making the changes, Save and Authorise (For more guidance, refer to the training webpage.) The Supplier database is updated once all relevant checks have been made. Back-up documentation must be attached to your request.
Duplicate/deactivated suppliers
Suppliers that have been entered more than once onto the Supplier database are identified and deactivated by the Accounts Payable (AP) Team. Suppliers that the University does not wish to trade with in the future, for example, companies that have ceased trading or have been declared bankrupt, are also deactivated.
Before deactivating the supplier account, UFS is checked for outstanding invoices and purchase orders to reduce the possibility of deactivating a supplier that is still being used.
If duplicates that require deactivating have open purchase orders, AP will amend the supplier so that no further purchase orders can be raised. They will then contact the relevant department concerning the open purchase order and will agree the procedure so that the duplicate supplier can be deactivated.
The deactivated duplicate supplier's name will then have two asterisks added before the name so departments will know that they should no longer attempt to use this supplier e.g. Before = Lyreco, After = **Lyreco
When searching for suppliers the system will also indicate in a coloured box if it is deactivated. The deactivated duplicate supplier will also be cross-referenced to the correct supplier to be used by departments in the future.
Inactive suppliers
To maintain a level of timeliness and good housekeeping within the Supplier database, suppliers who have not been used for over 18 months, and have had no activity, are classed as Inactive. This applies only where there are no open Purchase Orders and no invoices pending payment or on hold.
Approved users may request reactivation of supplier accounts by selecting the Request for Reactivation button. Reactivation of suppliers is treated in a similar fashion to a new supplier request, due to the likelihood of details and/or circumstances changing after 18 months. All details are checked, and standard verification documentation is required. Original information is updated, if necessary.
After being inactive, the format of the supplier name will remain unaltered. The record history will still be available for both purchase orders and AP transactions.
Factoring companies
If you are aware of a new supplier with outsourced accounts i.e., using a factoring company, it is essential that the Site Name is entered as Factor when setting up the supplier.
If an existing supplier chooses to use a factoring company or informs you of any changes to their current address, please follow the standard amendment process. Advice on making payments to factoring companies needs to come from the supplier directly and not from the factoring company.
Latest version Jul 2024