Students Staff

4 October 2013

Are you using the correct purchase order procedures?

Filed under: Latest news — Tags: , — Communications, CER @ 3:06 pm
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Make sure you know the correct purchase order procedures

The financial integrity of our University is everyone’s responsibility and this is never more important than when raising purchase orders.
It is essential that all staff with purchasing responsibilities are aware of the importance of following the correct procedures when making purchases on behalf of the University.

It is vital that purchase orders are used to protect the University concerning the supply of all commodities and to give clear instructions to suppliers.
The use of purchase orders also ensures the University is able to meet its responsibility to provide a clear audit trail for all expenditure.

When making purchases please follow these instructions as a matter of priority:

  • Formal University purchase orders must be raised for every order placed – with the exception only of instances where an instant transaction is made using a purchasing card at the point of ordering, for items such as stationery and authorised commodities
  • Staff wishing to place orders for commodities, are required to ensure that the relevant suppliers are on Agresso prior to commencing a purchasing process.
  • A formal purchase order must be raised on Agresso and should only be provided to suppliers on formal documentation, either in hard copy, or as an e-mail attachment.

For queries or refresher training please contact the Agresso systems team in Finance by email to fms@essex.ac.uk

 

 

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