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How to code your PO Requisition

Once you have created and filled your shopping basket and hit the Checkout button you will arrive at the screen below, which is where you will need to code up your order to the Grant or GL Account you wish to pay for it from.

From here you can also select a delivery address and add comments or attachments to the order to be seen by either NDCN Orders, the Supplier, or both.

 An example of the main R12 iProcurement coding screen

Requisition Description

An example of the Requisition Description box in the R12 iProcurement coding screen

This is how the requisition will appear in your list on R12, so it is up to you how you use this. It defaults to the description on the first line on your request so you can leave it as it is or, if you prefer, change it to something meaningful to you so that you can distinguish this order from others in future.

Delivery Information

An example of the delivery information boxes in the R12 iProcurement coding screen

This populates automatically. By default the Need-By Date is two days from the raising of the requisition and the Requester's name is your own. Please check the Deliver-To Location is correct for where you want the goods sent and if not please change it, but only to another HM location code.

Billing information

This is where you enter the payment information for your order.

An example of completed billing information boxes in the R12 iProcurement coding screen

Project: This is your Grant number, 8 characters usually (but not always) beginning "HM"

Task: This is the Task on the grant, always beginning "HM"

Expenditure Type: Usually "Consumables", "Travel Expenses", "Non Capital Equipment" or "Animals Costs". (If you are using an Outside Costs Task Code (e.g. HM0A, HM0B, etc) then your Expenditure Type must begin "Non-Oxford")

Expenditure Item Date: Today's date, selected by clicking on the calendar button.

Expenditure Organisation: This is always "Clinical Neurosciences"

 

An example of blank billing information boxes in the R12 iProcurement coding screen

If you wish to order from a General Ledger (GL) Charge Account rather than a Grant/Project then please leave this section blank. You can then request the Charge Account coding string be changed by a member of the NDCN Orders Team to the GL Code of your choice (see Notes).

 

Once you've completed the Requisition Description, Delivery and Billing sections you then need to click the "Next" button to progress to the Approvals and Notes Screen. (Or, if you're not ready to place the order just yet you can click "Save" to save the basket for later.

 Image of the Next buttons in the R12 iProcurement coding screen

Approvals and notes

An example of the approvals and notes screen in the R12 iProcurement coding screen

Aprovals 

An example of the approvals chain in the R12 iProcurement coding screen

Check the Approval chain to make sure it has generated and only has NDCN members in it. If there is no approvals chain or an incorrect department, please contact NDCN Orders for more advice.

NOTES 

An example of the notes to Dept Finance/Supplier boxes in the R12 iProcurement coding screen

This is where you would add any notes that you want seen by the NDCN Orders Team (in Notes to Dept Finance) or the Supplier. This could be asking us to use a GL Account (see Billing section), or any other information or justifications needed to help us process the order correctly. In the notes to Supplier, this would most usually be quote information.

Attachments

An example of the attachments screen in the R12 iProcurement coding screen

This is where you can attach any relevant files and supporting documents to your requisition, such as quotes. Again, you can select them to go to the Supplier or just to the NDCN Orders Team.

 

Once you're happy that you've completed all the necessary sections and added any relevant notes and/or attachments then you press the "Submit" to send the requisition to NDCN Orders for checking and approval.

An example of the submit buttons in the R12 iProcurement coding screen

You can also download this guide as a PDF copy