Purchase to Pay project

About the project

Two recent internal audits have identified practices that did not comply with the University's financial regulations. Most of these practices formed part of the Purchase to Pay (P2P) processes. In some areas the auditors found that raising a purchase order was the exception rather than the rule.

The aim of the P2P project is for colleges and services to identify and fix any non-compliant Purchase to Pay practices. Procurement Services and Finance Services will lead the overall project and provide advice and support. Schools and colleges will implement the changes required to achieve compliance within their organisations. This joint approach will allow the problem to be targeted effectively.

Plese view our annual review of the P2P project.

Goods receipting

In conjunction with the Invoice Processing Automation project (IPA) all goods and services received on behalf of the University must now be receipted within Aptos. This applies to all purchase orders regardless of whether they have been raised in core Aptos or Aptos Web Requisitions (Parabilis) The receipt can either be processed by the person actually receiving the goods, or, passed on to the departmental administration team to process on their behalf.

If there is no official goods received note, confirmation should be sought from the recipient that the goods or service has been actually received. It is important that this process takes place before the invoice is received. Invoices will shortly be received centrally and the system must, therefore, show the PO as receipted if an invoice is to progress to payment.

Receipting purchase orders will allow us to complete three way matching and ensure we only process and pay valid supplier invoices. If purchase orders are raised and receipted properly they will automatically fulfil on the system, eliminating manual intervention.

In order for the IPA to work efficiently it is vital that detailed, accurate, purchase orders are raised for all purchases to eliminate as much manual intervention as possible. In addition the University will be moving towards a no purchase order no pay policy therefore NO goods or services should be purchased without a valid (Aptos or e-procurement) purchase order.

There will be areas where goods receipting will not be straightforward, such as blanket orders, these issues will be discussed by the project team and further guidance will be given. However, single line purchase orders with a description of goods purchased for May for example will no longer be acceptable.

All key users have now received guidance on goods receipting, however, if more assistance is required please contact the helpdesk

If you would like further information regarding the IPA project please contact the IPA Project Team.

Plans

Please view the:

• P2P compliance recovery plan
• Recovery plan powerpoint presentation

Reports and key performance indicators

Please ensure that you regularly check your college or services statistics as this will then allow the targeting of any non-compliant areas.

View the latest KPIs (April 2012 figures).

Dummy supplier codes

The sundry supplier process uses these dummy codes.

Help

View our current suppliers list.

Purchase orders

View an example of a purchase order raised against the sundry supplier process.

Blanket order process

Issue: Phone bills coming in with different VAT elements, for example if the user happened to make calls abroad during the last payment month.

Resolution: When you set up your initial blanket order, add the 12 lines (or four depending on your provider) for the standard VAT rated elements. If you then happen to receive an invoice with differing VAT elements, simply add another line to the blanket order to cover this. You can then amend the original month’s line to reflect the value (as you normally would) and then match the invoice.