Setting up and placing orders with new and existing suppliers
The process to set up or amend a supplier changed in September 2021 - the existing web-app forms have been replaced with simplified versions housed within the improved T1 My Supplier Dashboard.
Please familiarise yourself with the FAQs below and remove any links or saved versions of the old web app forms.
Use the My Supplier Dashboard in T1 to check if your intended supplier is already registered with the University.
Dashboard traffic lights indicate if a supplier is available for use:
- green = supplier can be used for new requisitions
- red = supplier is inactive and requires banking/account details to be checked and/or an IR35 determination before being used for a new engagement
To add the dashboard icon to your My page for easy access:
- go to your 'My' page
- click the 'Reports' folder at the bottom of the page, in the centre
- when the 'Reports' folder opens, click on the 'My Supplier Dashboard' icon and drag it upwards onto the My page
Please consider if you could hire or borrow what you need instead of buying it new - refer to the responsible procurement guidance checklist.
One-off purchases where the cost is less than £1,000 do not require a supplier to be set up in T1 and may be made with a University purchase card or via payment forms.
Please note – purchase cards and payment forms must not be used for regular/repeat purchases.
If the supplier is providing a service, then follow the E-claims process ‘Engaging a Self-Employed Worker’ before placing an order even when paying with a purchase card or payment form.
If you do not have access to a purchase card in your College or Service, contact procurement-operations@exeter.ac.uk with the following information to make the purchase on your behalf:
- Details of the item to be purchased
- The invoice or a web-link to the item
- The total cost (<£1000)
- Any VAT and delivery/service charges
- The full budget or project code paying for this item
- If you are not the budget holder, please provide confirmation from the budget holder that you have permission to proceed with this purchase
- The delivery address for this item
- E-claims TR2 reference number for self-employed suppliers
See the Supplier Set-Up and Amendment Flowchart for details of the steps to take to request a new supplier is added to the University's finance system, T1.
Students wanting to set up a new supplier should ask a member of staff to submit the form on their behalf.
Once a 'Request New Supplier' form has been submitted via T1:
- First review by Finance Services who will advise the requester of the outcome by email within 5 working days.
- If rejected, requester will be advised of an alternative way to obtain these goods/services.
- If accepted, the supplier will be emailed a link by Finance Services to an online form to be completed with further information about their business (Example of New Supplier External Form.
- Once online form has been completed by supplier, second review is carried out by Finance Services.
- If accepted, supplier’s details are added to T1 and supplier now appears in dashboard with a green traffic light.
- Requester advised by Finance Services by email that supplier is now active in T1.
- Supplier is invited by Finance Services to use the T1 Supplier Portal from now on to keep their account details up to date and view their invoice and remittance information.
See the Supplier Set-Up and Amendment Flowchart for details of the steps to take to advise Finance Services that a supplier’s details have changed.
Students wanting to amend an existing supplier should ask a member of staff to submit the form on their behalf.
Once an 'Amend a Supplier' form has been submitted via T1:
- Finance Services review the request. If bank details are to be changed, the supplier is deactivated to ensure payments are not sent to the wrong bank account – dashboard traffic light turns red.
- Finance Services invite the supplier to use the T1 Supplier Portal to update their details.
- Once the supplier has updated their details, Finance Services review the information then update T1 and reactivate if needed.
- Requester is advised by email that supplier is now active in T1 and ready to use – dashboard traffic light is green.
- Supplier uses the T1 Supplier Portal from now on to keep their account details up to date and view their invoice and remittance information.
If a supplier’s dashboard traffic light is red, this means they have been deactivated. This may be for a number of reasons:
- Their banking details are incorrect.
- An IR35 determination is required before they can be used for a new engagement.
- The supplier is no longer approved for use.
To reactivate a supplier, see the Supplier Set-Up and Amendment Flowchart for details of the steps to take.
Students wanting to reactivate a supplier should ask a member of staff to submit the form on their behalf.
Once a 'Reactivate Supplier Account' form has been submitted via T1:
- Finance Services review the request.
- Finance Services invite the supplier to use the T1 Supplier Portal to update their details.
- Once the supplier has updated their details in the portal, Finance Services review the information then reactivate them.
- Requester is advised by email that supplier is now active in T1 and ready to use – dashboard traffic light is green.
- Supplier uses the T1 Supplier Portal from now on to keep their account details up to date and view their invoice and remittance information.
The University of Exeter Supplier Portal is a secure, web-based portal housed with the T1 finance system. It enables our suppliers to login and review their account details, check the status of invoices, download remittance advices and request updates to bank details.
This Supplier Portal Guide provides a high level explanation of the portal.
Step 1 – Create your requisition in T1, see Ad Hoc Requisitions Guide.
For services orders - if the supplier has been determined by the HMRC/TR2 process as self-employed for this contract of work:
- Enter the E-claims outcome TR2 reference number in the 'Reference 1' field in the 'Settings' tab of the requisition.
- Answer the question 'Have you attached a Self Employed Certificate?' as ‘Yes’.
- Use a VAT status of 'Outside Scope' (OS) if the supplier does not charge VAT.
Step 2 - Receipt your purchase order once the goods/services have been received, see Receipt a Purchase Order.
Step 3 - Ensure the supplier includes your purchase order number on their invoice and sends it as a pdf to invoices@exeter.ac.uk. For full details of acceptable invoice formats, see University of Exeter Supplier Invoicing Requirements.
Staff with queries about how to add or amend suppliers should contact the Finance Helpdesk on 01392 726981 (ext 6981) or email financehelpdesk@exeter.ac.uk.
Suppliers with any queries or making a complaint should contact Procurement Operations at procurement-operations@exeter.ac.uk who will guide you to the correct team/person.