Purchase to Pay

As we have now implemented the new TechnologyOne system (CIA), please note that all orders will now be processed through the Purchasing Hub.

If a new creditor is required, your Purchasing Hub contact will send the trade creditor form link to the supplier for completion.

1. Upon receipt of your Servicenow requisition, your purchasing hub contact will assess the need for the supplier to be added to the current Creditor Chart. Proposed suppliers will not automatically be approved as a creditor of the University, for example, where a supplier operates in competition to an already approved contracted supplier. If the request is approved a Trade Creditor Form will be sent to the supplier for completion.

2. The supplier returns the completed form to Trade Creditors.

4. When the supplier is registered in our finance system, and you have met the requirements of our Procurement Policy, your purchasing hub contact will raise a purchase requisition on your behalf for the goods or services.

Please refer to our Sharepoint site for when a purchase order is required. Purchase orders are the University's formal agreement to purchase goods or services.

Purchase orders are created in TechnologyOne, Help guides can be found on our SharePoint site or in ServiceNOW.

Digital Technology Solutions ensure you have access to quality computing while working at the University. The Service Catalogue provides guidance on accessing and setting up laptops, desktops (including displays), mobile devices and landline extensions. You can also find out more about device repairs, accessories and peripherals through the Service Catalogue. If your issue remains unsolved, please report the issue to the Service Desk.

We have online tools to help you purchase common office items:

Computer items

Computers and accessories can be purchased by clicking on 'eRequisitions' in the main menu of TechnologyOne.

For a list of standard computers and accessories, including approximate pricing, please see ordering computer and IT equipment.

IT consumables can be purchased through the University's contracted office and kitchen supplier.

Resources

See the following guides and policies to help with your IT equipment and computer purchases or leases in TechnologyOne:

• Guide for purchase or lease of IT equipment and computers (PDF, 1.6MB)
• Quick guide and FAQs for purchase or lease of IT equipment and computers (PDF, 295KB)
• Equipment Leasing Policy

In 2020, a University Fleet Vehicle Strategy was approved and endorsed by the University Executive Committee.

The development of this new strategy focused on five key deliverables:

1. Ensure that all vehicles in the University Fleet are maintained to an acceptable safety standard;
2. Provide a fit-for-purpose vehicle in a timely manner to enable the efficient and effective delivery of the University’s strategic direction and operational requirements;
3. Consolidate and plan Fleet vehicle acquisition / replacements to maximise value for money;
4. Ensure optimal selection of vehicles that results in lowest total cost of ownership and minimises risk to drivers; and
5. Streamline administration associated with the purchase and management of vehicles across the University to realise productivity benefits.

More information, including information for vehicle custodians and how to access a pool vehicle, can be found at the UONFleet sharepoint site.

Staff purchasing cards can only be used to purchase items in line with University policies and procedures.

FlexiPurchase is used to monitor, approve card purchases; and to allocate the expenditure to the relevant cost collector/grants and account code.

The following resources are available for any further assistance with UON purchasing cards:

• Appling for a card
• Purchase to Pay Sharepoint
• FlexiPurchase Guides
• Search Serviceuon Knowledge based articles

If you require further assistance please log a request here.