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Changes to iProcurement/Purchasing

This document describes:

 the changes to the iProcurement screens and some of the purchasing functionality
which is required to facilitate to automatic creation and approval of orders process.

 whether the new field in iProcurment is available for use by all users or just for users
whose department has been set up for automatic creation and approval of orders.

The automatic creation and approval of orders is being rolled out to departments over the
coming months and your department will be contacted by the FIS team to arrange this.
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The first department to go live on 5 October 2010 with the automatic creation and approval
of orders is Infection and Immunity.

Checkout Requisition Information screen


Users with the iProcurement responsibility to create requisitions will now see additional fields
in the “Checkout: Requisition Information” screen (see screenshot below); the purpose of
these fields is explained below:

NEW FIELD: This is a retrospective purchase:


Available for use by all iProcurement users.

UCL financial regulations require that there is an official UCL order for the purchase of ALL
goods and services.
As well the centralisation of Accounts Payable will require a valid approved purchase order
raised in FIS to process the invoice.

In very exceptional circumstances an order may not have been created prior to receipt of the
invoice and this field facilitates this process.

Marking a requisition as a retrospective purchase means the order will not get sent to the
supplier electronically, or printed (where the person named in the PO administrator field has
default printer set up) as it has been raised after the event.
When this option is chosen the fact that it is a retrospective purchase is recorded on the
requisition.

Requisition approvers will be able to see in the approval notification whether the requisitioner
has marked the requisition as a retrospective purchase.

The person named in the PO administrator field will be notified by email that the order is
retrospective and has not been sent to the supplier (see example of this email in appendix A).

The use of this option will be monitored as it is intended for exceptional circumstances and
not general use.

New Field: Bill to Location:


Only for use by departments set up for automatic creation and approval of orders.

For departments who are not set up for automatic creation and approval of orders the Bill to
field will displayed the value of LD – Postal (Do Not Change On The Requisition).

For these departments PO Buyers will still need to manually change this on the order (to their
departmental bill to location) as currently, once the requisition has been converted to an order
via the UCL autocreate function.

New Field: PO Administrator:


Used by all iProcurement users.

We are introducing automatic printing of the order/vat zero rating certificate (if appropriate).
Automatic printing occurs for orders where the supplier/supplier site are not set up for
electronic ordering and where the person named in the PO Administrator field has a default
printer set up in FIS.

The person named in the PO administration field will also receive an email advising them
whether the order/vat zero rating certificate has been sent electronically, printed or requires
printing (where no default printer is set up). Attached to this email will be a PDF copy of the
order and vat zero rating certificate (if appropriate). See examples of these emails in
Appendix A.

Note: the vat zero rating certificate is for purchases that are zero rated for vat under the
medical exemption criteria and will only be included in the email attachment if you used the
correct tax code which is M, on your requisition/order.

The default for PO Administrator field is the person who creates the requisition. For some
departments the creator of the requisition is not the appropriate person to receive these
emails and departments have given us the name of the appropriate whose name appears in
the PO Administration field.

CAUTION: If you are creating a requisition and there a name in this field other than yours
please DO NOT change this as this means your department has requested that the person
named in this field is the appropriate person to receive these emails.

CAUTION:
If you receive an email indicating that the order needs to be printed and sent (see example in
Appendix A) and you are not normally responsible for sending orders out to suppliers please
check with the person responsible for converting your requisitions into orders before
forwarding the order to the supplier to avoid the risk of duplication of orders.

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Requisition Information; Edit Lines - Delivery tab
The tab has moved so it now appears after the Accounts and Project tabs.

There are two new fields “Inspection Required” and “Track as Asset” (see screenshot).

New Field: Inspection Required:


Only to be used by departments set up for automatic creation and approval of orders.

This checkbox is used to indicate that the goods are to be inspected as well as receipted in
FIS before invoice is paid.

For departments who are not set up for automatic creation and approval of orders the
Inspection indicator is done at the order stage (instructions on how to do this at the order
stage are shown in the FIS on-line help (UPK).

New Field: Track as Asset:


Available to all iProcurement users

Some departments have a Discoverer report which picks up invoices they have marked as
track as an asset when they process an invoice for payment. Following the centralisation of
Accounts Payable, departments will no longer be processing their invoices and hence there
needs to be a way of indentifying the transactions that are to be tracked as an asset at an
earlier stage i.e. at the requisition stage.
Ticking this box will provide a solution to this for the departments who have this facility.

If you do not currently have the track as asset facility (i.e. you do not have access to the
Discoverer report) please contact the FIS helpdesk (newfis@ucl.ac.uk) to arrange this.

SENDING THE ORDER TO THE SUPPLIER


Applicable to all iProcurement/purchasing users

We are introducing some new functionality relating to the transmission and printing of the
orders and vat zero rated certificates.

Remember:
Do not create multi line requisitions with different tax codes.
Do not create orders with multiple delivery addresses

Once the order is created and approved the following will apply:

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Suppliers Enabled For Electronic Ordering
If the supplier and supplier site is set up for electronic ordering the order will be transmitted
electronically as currently.
Suppliers whose orders are sent electronically are those where items have been selected
from the UCL e-market place only.

Emailing the Order to the Supplier


We will be introducing the ability to email the order and VAT zero rating certificate to the
supplier at a later stage and users will be notified when this becomes available.

For departments who are not set up for automatic creation and approval of orders, the staff
responsible for converting requisitions to orders should NOT use the email check box in the
Approve document window (see screenshot below). If it is checked please uncheck it before
approving the order, if it contains an email address delete the email address and uncheck the
Email checkbox.

Faxing orders
Please do not use the fax option on the above screen as we are not using this functionality
and it does not work at present.

Printing Orders
If the person named in the PO Administrator field has a default printer set up in FIS and the
supplier is not enabled for electronic ordering, then the order and VAT zero rating certificate(if
applicable) will be printed out automatically to the default printer.

If the person named in the PO administrator field does not have default printer set up in FIS
and the order is not being sent electronically, an email will be sent to the person named in
the PO administrator field advising that the order and Vat certificate(if applicable) needs to be
printed.

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Note:
The Print PO field in the approve documents window will no longer be used to request orders
to be printed once the order has been approved (as this is now handled through the PO
administrator functionality). See screenshot above to see the changes to the approve
documents window

How will I know which of the above methods has been used
An email will be sent to the person named in the PO administrator field in iProcurement
advising which of the above methods has been used. The email will include a PDF
attachment of the order and Vat Zero Rating Certificate (if applicable) for reference. Hence
the PO administrator can print the PO and Vat certificate (if applicable) from the email
notification if required.

For requisitions which are marked as retrospective there is no PDF attachment of the order.

Examples of these email notifications can be found in Appendix A

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Printing orders using the new concurrent request Option – Available to all Buyers:
If you need to print additional copies of the order, please note that there is a new concurrent
request with a new format for printing POs and/or vat certificates, it is called “PO Output for
Communication”; you use the same request to print either the PO or Vat certificate. The old
concurrent request will no longer be available.

The main changes are that the need for a signature on the order has been removed as the
order has been approved on line.

The automatically generated VAT certificate will no longer need to be signed and the person
who is the buyer on the order will be referenced on the VAT certificate.

To access the concurrent request:

 Use your PO Buyer responsibility.


 Select Reports and then run.
 Select Single request option and the following screen is displayed.

 Type “PO for Output for Communication” in the name field and press the Tab key and
the following screen appears

Complete the fields in the parameters window:

Print Selection: All

Buyer Name. Employee Number: This field can be left blank

Purchase Order Numbers From: Enter first number of the PO you wish to print

To field: This field will default the PO number from the field above, if you are printing a range
of orders then enter the PO number of the last order you wish to print

Sort By: If you are printing a range of orders for different buyers you can get them sorted by
buyer name, if the field is left blank it sorts by PO number

Purchase Order Layout: Although there are several options we recommend that you use the
RTF1 - UCL Show Price, Hide Delivery (this is the default format if you do select one in the
Purchase Order Layout field).
This is also the version which is attached to the emails sent to the PO Administrator.

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An explanation of the other options is given below:

RTF 2 - UCL Show Price, Show Delivery


This option will print out the name of the requestor for each item on the order.

RTF 3 - UCL Hide Price, Hide Delivery:


Use this option used to hid the unit price on the order which also results in no total cost being
shown on the printed output.

RTF4 - UCL Hide Price Show Delivery


This is the same as RTF 3 but will additional show the requestor for each line on the order.

UCL VAT Cert, Show Price Hide Delivery;


There is only one version of the Vat zero rating certificate

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APPENDIX A – EMAIL NOTIFICATIONS RE ORDER OUTPUT

Example of the email advising that the order was a retrospective purchase
Note this email will not include a PDF attachment of the order/vat certificate as it is a
retrospective order.

Example of email advising that order has been sent electronically

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Example of the email advising that the order has been printed to default printer

Example of the email notification advising order needs to be printed.