All purchases of goods and services, unless purchased using a departmental credit card, should be accompanied by a purchase order (PO). Please ensure that once quotes are received and/or, an order is placed, that you email the Finance team to request a purchase order. This is a University finance requirement and may result in invoices being rejected and returned in future, if no purchase order exists.
The details required by the Finance team, in order to raise the purchase order are:
Name & address of supplier
Description of goods and/or services being purchased
Value of goods and/or services being purchased (showing how this is broken down if there are a variety of items)
The work order that needs to be charged
Please ensure you provide as much information as possible to ensure that your request is processed as efficiently as possible. Please check if there is already an approved supplier available with Finance team as early in the process as possible. If you require a new supplier to be created it can take a week for a new supplier to be put on the University system.
Once a purchase order has been raised and authorised, you will be informed of the PO number which you will need to give to the supplier to ask that this is stated on their invoice/s.
For one-off purchases (eg. a single purchase per annum), paying suppliers can be made either via the usual purchase order/invoice process or, via the department GPC card (should the supplier have facilities by which to receive payment in this way).
If you require a new supplier to be created then please speak to your finance support as soon as possible, as it can take a week for a new supplier to be put on the University system (see the correct form to use on Here)