Finance Forms – Purchasing Services Finance Forms can be found via the AskOtago login at https://otago.custhelp.com/app/forms/finance. This factsheet takes you through submitting a Purchase Form for standard purchases for Services. Complete as required and submit using the “Submit Request" button at the end of the form Your Details: These sections auto-populate when you login

Your Request:

1. Form type - select "Purchase Services” Standing Orders - you should also use this form when requesting a purchase order for and Annual service

contract and ongoing maintenance. Once completed the Supplier should be informed this is to see all services for the current calendar year and quote this PO number on their invoices. This is also true for Subcontracts for academic areas that will cover several semester’s

2. Send purchase order– are you liaising with the supplier directly or do you want the Purchasing Team to on your behalf

3. Order on behalf of – if this is for another person, or you can use your own details, a mandatory field

4. Supplier – start typing name or number and if it’s already in the system it will appear in a dropdown

box automatically. You can also manually enter the supplier (free type). 5. Delivery Address – start typing department name or cost code and select from dropdown box. If

you cannot find the Delivery Point (DP) you need, click on link to see Delivery Point spreadsheet, you can search this for your required DP

6. Currency – this will auto populate from the supplier details (can be overwritten)

7. Description of service – description of the work, this field is limited to 40 Characters, if you required

more, use ‘Additional text’ link below There are 2 add row buttons on the left of the form, 1 under description of services and 1 under the number of the last description field. To remove a row, click the black cross next to the item number to remove the row

Clicking on Analysis code or Additional text opens up new fields 8. Analysis code – if you use Analysis Codes, enter here for the Purchasing Team to enter into Finance

One 9. Additional text – Use this field if additional information specific to individual item/row is required

ie: further data to be communicated on the Purchase Order, that did not fit in Description Or Narration2 data required within Finance One, you should also use this field but preface your data with ‘Nar2:’

Hover over these info buttons for descriptions

Start typing your cost centre code or address to choose a delivery point. If not shown, see attached for more info (link)

Add: Analysis Code | Additional text

10. GST – select if the cost is Exclusive/Inclusive of GST or NA 11. Price – the cost, if you’re unsure of the cost, use your best guess and use ‘Notes to Purchasing

Team’ indicating it’s an estimate 12. GL / PL – add the account code to be charged – this is a mandatory field and changes format

depending which account type you choose. Type your Cost Centre and Activity Centre. Start typing a number in the dissection filed and a picklist will appear to choose from

13. Total – automatically calculates from information provided in the price fields 14. Receipt immediately – If you are requesting a retrospective Purchase order you can click this button,

you are confirming the service has been completed and the invoice will match the details you have entered above. If you have an invoice, you should attach this below.

NOTE it is expected that, when possible, purchase orders are to be created prior to orders being placed with a supplier. This is to ensure the authorisation process is undertaken at the most appropriate time (i.e. before an order has been placed or fulfilled) and so suppliers can note the PO number on their invoice to us (and thus speed up the payment process).

15. Notes for Purchasing Team – special notes to the Purchasing Team; supplier contact details, sales

rep, etc. 16. Notes for Supplier – special notes you want communicated to the supplier

17. Authority – choose how this purchase order has been approved. If you select “Approval attached” or

Budget holder approval via workflow” a field will appear to select the Budget Holders name. Each selection will provide a separate Information box providing details

18. Attach documents – attach any relevant documents here, they can be any format 19. Submit request – click to submit to the Purchasing Team to process the order. You will receive

confirmation that it has been submitted

Once the Finance One order is completed you will receive an email with the Purchase Order attached and confirmation that it has been sent to the supplier if that was what you requested

Upon receiving the invoice the Purchasing Team will seek confirmation the service has been delivered and the invoice is as expected

Following receipting in Finance One, the Purchasing Team will close this Incident.

*Please do not close the request yourself it will affect further processes and checks Supply Chain complete

service has