The University’s Buying Team purchases on behalf of all of the Colleges, Professional Services, Estates and Campus Services.
From the 9th May 2023, all Procurement, Insurance and Buying Team queries should be submitted through our new Finance Services Portal at https://universityofbirmingham.service-now.com/finance/
This is a Ticket based system to ensure all requests get to the right staff quickly to deal with your query, therefore please note that new email inbox queries may not be actioned via this route.
All University staff should have access to the Oracle system and be able to raise Requisitions when they need to make a purchase.
The Buying Team will receive all non-catalogue requisitions and 'flip' these to create Purchase Orders.
Please refer to the core systems pages to learn more about the process, and our Raising Requisitions section, for training information and Frequently Asked Questions.
Buying Team Contact
The Buying Team is located in Rooms LG2B on the Lower Ground floor of Aston Webb B Block.
We run a Requisitioner User Group session every few months, please refer to our training page for the forthcoming dates and instructional information.
We hold these events regularly to assist end users in raising and receipting requisitions.
Bespoke training can be created if you feel your team would benefit from this.
Purchase to Pay Procurement Guide
List of catergory managers and areas they oversee. Procurement Category List
The Buying Team have a selection of criteria for which orders are reviewed and either ‘flipped’ (converted into an order) or returned. These are all included in the Buying Team Checklist. Below are the most prevalent issues to look out for.
Is the Delivery Address left as Default? ‘University of Birmingham’
These requisitions are returned with the following note - Your requisition has been raised using the default University of Birmingham delivery address. To ensure that your requisition is processed, please update your default delivery address, regardless of whether you are ordering goods or services, to your location on campus. Please amend and resubmit.
How to change your default delivery address
Is the Supplier Field or 'Supplier Site' left blank?
Some suppliers are set up so that a department needs to be selected also, once you have input the supplier. These requisitions are returned with the following note - Your requisition has been raised with the supplier field left blank. Please amend and resubmit.
Does the Requisition have multiple Suppliers?
These requisitions are returned with the following note - If you are required to use more than one supplier please ensure you use separate requisition forms for each supplier. When you have updated your requisition form please resubmit for approval.
New Supplier box has been selected
These requisitions are returned with the following note - Sorry we’re unable to accept new suppliers this way.
When creating your requisition, please do not click the “New Supplier” tick box. This will cause your requisition to be rejected.
Please arrange for the supplier to be set up in Core first before raising the requisition. Visit link below and complete the new supplier/reactivation request form.
Any queries on new suppliers please email email@example.com
If this is a ONE-OFF and the supplier takes credit card, please state reason for this purchase in the Justification box and edit your requisition to supplier name RBS, leave supplier site blank and untick new supplier box. The Justification box must also include the instructions for the card payment, your contact details, and you must attach the relevant URL link for online payment.
Where possible we should be using approved suppliers and purchasing orders online using the credit card should be for one-off low value items only.
THE BUYING TEAM ALSO FILTER ORDERS BY VALUE AS BELOW
£500 + these orders must have a quote or supporting document attached (these must be current).
£5,000 + these orders must have a quote or supporting document attached and a reason to validate the selected supplier in the Justification box.
£10,000 - £25,000 + these require three competitive quotes. (If an exemption applies please highlight this in the description. Criteria for these below.)
£25,000 + these orders will be forwarded onto the relevant category manager.
Below are the orders that are exempt to the some of the rules:
ORDER Criteria for Exemptions: Partnerships, Subscriptions, Memberships, Trusts, Collaboration Agreements, Office for Student Registration fees, Article processing fees, GP Student Placement Fees, UCAS Fees, Buying team manager approval.
Ensure that you express if a requisition is for one of the above in the justification/description.
OTHER COMMON ISSUES FOR REQUISITION RETURNS WITH THE RETURN NOTES
Is the requisition itemised to match the supporting document(s)?: For accuracy, please itemise on separate lines to match the quote. The quote reference needs to be included in the Item Description on the Line Description, within the requisition or Note to Supplier or both, otherwise the supplier will not see it, won’t be able to link it to the order and the discount (if applicable) may not be applied. Please amend and resubmit.
Is the delivery address a home address?: The University generally does not support deliveries going to home addresses. Any special Requisitions that need to be delivered to a home location, must be supported with an attached email confirmation from a line manager or Director, as approval.
Is a ‘Supplier Site’ selected?: Please select the correct supplier site from the drop down menu to enable the order to be raised correctly. Please amend and resubmit.
Has the Category Code been left as blank/default?: A Category name has not been selected and is showing as DEFAULT.
These should appear as numbers. Please amend and resubmit.
Only use INTERNAL CATEGORY codes for INTERNAL TRADE FORMS.
These must be EXTERNAL codes which can be located below: https://intranet.birmingham.ac.uk/finance/procurement/procedures/index.aspx
FOR MEDICAL RESEARCH ORDERS
Is a VAT exemption form attached, does it have a signature and a current date. Is it attached as ‘To Supplier’? If not: If this order is zero rated then please attach a valid VAT certificate and resubmit. When attaching a VAT certificate please change the Category from the default ‘Internal to Requisition’ to ‘To Supplier’, to enable the supplier to view the document. The Attachments can be located in the notes and attachments section on the requisition form. All requisitions with MEDICAL_RESEARCH as intended use should have a VAT certificate attached.
Is MEDICAL _RESEARCH chosen as the intended use?: For future reference, when zero rating orders you should select Medical Research for the Intended Use and you need to leave the Tax Classification BLANK.
Purchasing Card Guide (RBS ORDERS)
Please see the dropbox for a list of all active card holders. You should first determine if you have a cardholder in your area who should be able to process non-supplier payments i.e. Conferences or Subscriptions on your behalf.
List of Active Purchase Cardholders Outside the Buying Team
Please see below link of restricted items, where purchasing cards are not permitted to be used. We should have suppliers set up in the system, on core, to supply goods and services under these categories.
Does the requisition include the details required to process the order? To ensure you receive the correct product/service please provide the buying team with more information to include:
• To ensure that the goods are received correctly, double check your delivery location
• Supporting Document/Quote
• Product number / Confirmation Reference number
• Names i.e. conf. name and attendees
• Dates (eg. Conference dates)
• If you know your supplier account number include it in the note to supplier section, also please include login details if required and any payment links via a URL. (Step by step instructions should be included when required to complete the order/payment. This should include your contact details)
• Check with the supplier that they are able to accept card payment
Note that the University does not have a PayPal account so any payment links must allow the buyer to make payment as a guest.
Is the supplier set up on CORE? This RBS requisition has been requested for a supplier already set up on CORE. Please amend the supplier from RBS to the requested supplier and resubmit.
Please note: If the supplier is inactive in CORE complete the following link; https://intranet.birmingham.ac.uk/finance/procurement/procurement-and-suppliers/index.aspx
FOR VOUCHERS PURCHASED ON PURCHASING CARD
- Once the vouchers are purchased, how will codes be sent? This will be sent to you once available for us to upload.
- Whose responsibility is it to send these codes to participants and any templates of wording? You as the Requester.
- Can you find out if a code has been used? If you ring Love2Shop they’ll give you this information.
- What should I do if I don’t get sent any codes? You should receive a confirmation email with the details and a copy of the order which is sent from Core. If you need to chase us you can do this now via the Service Now Finance Portal by quoting the requisition or order number.
- Which section of the finance portal should I log a call under or which phone number choice should I choose?Procurement: Tendering and Buying Goods and Services, Requisition Enquiry form or by phoning : 0121 502 7662.
Please note: the importance of receipting Love2shop orders is to ensure the account doesn’t get put on hold. Receipting on Core when you receive the vouchers is key.
When ordering gift vouchers, please note the following key points to remember to include on the requisition:
- URL link to the site, where you would like the vouchers from
- Your telephone number in the requisition Justification box, this will be required to enable the Buyer to place the order for delivery and in case they need to liaise with you
- If you require e-vouchers, please supply your email address and phone number
- If you have a special message, please ensure this is put in the Justification box
Physical vouchers are not sent directly to the Requester and must be collected from the Procurement, Buying Team office. Some types of Gift Cards may need to be reactivated when you are ready to use them. You will receive the relevant instructions with the vouchers. Remember to receipt your Love2shop order promptly after collecting the vouchers.
For any enquiries please contact us Finance Home - Finance Service Portal (bham.ac.uk)