Purchasing

I need to buy something to do my work, what do I do?

It is important that purchase orders are raised and approved by an individual with delegated authority to do this for all goods and services that the University requires.  The reasons why the creation, approval and issue of a purchase order to a supplier is important are:

  • It ensures that prior to making a commitment to spend funds there is a review of available budget for the goods or service, the expenditure is assessed to ensure it is in line with Procurement and Financial Regulations and this expenditure is appropriately approved.
  • A legal commitment to paying for goods or service arises when we instruct a supplier to provide it and the goods or service are delivered, and not when we receive an invoice.  By raising a purchase order with the University’s standard terms and conditions we ensure that both we and the supplier understand the contractual relationship we are entering into.
  • Where a purchase order is raised, approved and sent to the supplier correctly it allows prompt payment of supplier invoices within our agreed payment terms.

Smarter Purchasing is the system for raising general purchase orders – this is an electronic ordering system with safety and financial approvals built into the system in line with Financial Regulations.  The system benefits from an online electronic supplier catalogue, full audit history of who requested and approved orders, and an electronic invoice management system which ensures that if we have received goods or service and been billed in line with the order, the invoice will be paid automatically.

Details on how to use the system can be found on the following webpages.

What are the Department's responsibilities?

  • To ensure that goods/services are purchased in line with University regulations and using correct VAT codes.
  • To ensure that goods/services are charged to appropriate accounts (ie, that the cost is allowable and funds are available).
  • To ensure that staff are provided with guidance and advice on purchasing matters, ensuring that quotations and the tendering process are followed where applicable.
  • To ensure that stores of goods are purchased in line with the business need across the Department.
  • To ensure that full records of purchasing are maintained and for the required length of time.

Who is my Departmental Contact for this process?

Please contact a member of the Departmental Finance Team or email mcborders@le.ac.uk for any advice on purchasing.

 What are the relevant University policies or guidance?

Procurement Office

University's financial regulations regarding purchasing

Tendering procedures

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E: MolCellBiol@le.ac.uk

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