1. How do I Start Buying / Purchasing 9 Steps
2. What are the current EU Thresholds for Tenders
3. We have some old equipment to get rid off, how do we go about selling it?
4. What is the University's Policy on Disposals.
5. What do I do with my used Toner Cartridge - can I recycle it?

1. When are orders sent through to Purchasing?
2. When do I need to obtain quotes?
3. Why do I need to obtain quotes?
4. I've asked for quotes and the Supplier has not replied/cannot supply.  What should I do?
5. What happens in an emergency?
6. I don't know where to get quotes from - what should I do?
7. How quickly will the Purchasing Department authorise an order?
8. The company will not invoice the University? They require payment at time of/before supply?
9. My Budget Holder is unavailable. What should I do? Can the Purchasing Department authorise on their behalf?

• Are there any forms that a new Purchasing Agent needs to complete?
• Is there any training for new Purchasing Agents?

1. What is a Desktop Agent?
2. How do I become a Desktop Agent?
3. The Desktop Agent details have changed. What should I do?
4. Is there any training for a Desktop Agent?
5. Are there any forms that a new Desktop Agent needs to complete?

To find out which Buyer is responsible for authorising a particular order, call up the order in e5 and then click on the Display menu and click Authorisors.

Furthermore, there is no need to obtain a quotation for orders with a Goods Value of less than £5000 (excluding VAT)

Otherwise
For Orders with a Goods Value of £5001 to £9,999 (excluding VAT) it is necessary to obtain THREE verbal or electronic quotes. In order to keep a proper auditable record of the quotes, a P2 Form should be completed. A written confirmation of the successful quotation must be obtained.  This can be received by fax.

For Orders with a Goods Value between £10,000 and £49,999 (excluding VAT) it is necessary to obtain THREE WRITTEN quotes. These can be received by fax.  Quotation information then needs to be put onto the e5 system either at requisition or order stage.

AND

For any goods and services with a value greater than £50,000 the Purchasing Department should ask for sealed bid tenders from suppliers.  If you have any such requirements please contact the relevant Buyer.

Help for Adding Quotations to Requisitions  and   Adding Quotations to Orders

It does not necessarily mean we accept the lowest quote. We need to be certain that the Supplier understands what we want and will provide the right quality goods or service on time. If one quote is considerably less than the other ones, their understanding should be confirmed.

Nor does it mean that we automatically reject the lowest quote either because "it's not the supplier we normally use".

Obtaining quotes is a method for testing the market. Advances in technology, improved production methods or competition in the market can affect prices. A Supplier who won a previous tender may now be using outdated methods or be requesting excessively high margins. They may be uncompetitive when compared to other suppliers. In certain tenders the Purchasing Department may request information regarding Supplier margins.

Best Value takes into account not just the price but the lifetime costs of an item including the cost of placing an extra order for a few pounds and managing any agreement in terms of time and aggravation. In some cases this is not an issue.

However, if a Supplier declines to quote/cannot supply, you can evaluate those you have. You do not have to find another to make up the three quotes.

If you are having difficulty in obtaining quotes or are not happy with the quotes received, the Purchasing Department can often suggest alternative suppliers

If the item is required urgently and there is no time to obtain quotes, you may add P3 text onto the e5 order.  This is also to be done when quotations cannot be obtained or for other exceptional reasons. You should also consider using your Purchase Card

Help for Adding P3 text to Requisitions     Adding P3 text to Orders

Please note that adding P3 text is not to be used to avoid the University's Purchasing Regulations.

The Purchasing Department appreciates that there will be occasions when emergencies occur and there will not be time to obtain alternative quotes. For example, a lightning strike knocked the fire alarm system out at one of the Halls of Residence. A local maintenance company, whom the University had used on other occasions, was called out due to the urgency of the matter.

However, Departments should try to plan their general purchasing activity in order to avoid running out of time and thereby creating an emergency situation.

Explain to the supplier that the University is a financially secure institution and that there is no risk of non-payment if goods or services are properly supplied. The University aims to pay invoices within 30 days.

If the supplier requires a credit application form completing it should be sent to Paddy Patel in Finance.

If the supplier insists on payment with the order, you can arrange for a cheque to be sent with it. Please note that this places additional work on the Finance Department. Do not assume that the cheque can be progressed immediately. If it is urgent it is advisable to check with Finance when it can be written.

Advance payments should be avoided if possible. If not,  particularly with a new supplier, ask them for the details about the company (length in existence) and for referees (depending on value). You should contact the referee to confirm that the supplier has a good performance record. 

For large amounts, you can check whether the supplier is a member of trade association with a scheme to protect pre-payments.

The Purchasing Department does not have the authority to spend money from another department's budget. We are only able to confirm that the purchasing procedures have been carried out. Therefore, we are NOT able to authorise on behalf of the budget holder. You will need to go up to the next level of authority to obtain authorisation for the order.

The Purchasing Department will inform all the companies that you have become a desktop agent. You will be allocated one delivery point number that will be effective for all the companies.