Note: This process does not apply to vendors who require credit card payments before orders can be placed.

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1 Receipt Goods and Services Introduction With the introduction of within the University of Adelaide (UofA) there will be a reduction in the use of online ordering directly on a vendor s website. Online ordering reduces the University s ability to review the detail of the purchase made and was often previously used without a PeopleSoft purchase order, resulting in an inability to record the expected expenditure until the invoice was received and fully processed. There are very specific instances where online ordering will continue to be used at the UofA and this document will attempt to give clear guidance on when this process is applicable. Additionally, where online ordering remains, unless otherwise advised by the purchasing team, a PeopleSoft purchase order will be required prior to finalising the order. Determine if online ordering is applicable The UofA has a small number of vendors who provide specialised products to a unique section of the University. These are vendors with whom the UofA has established commercial arrangements and they can and will provide complete purchasing history on request. Use this link to check the current list of vendors. The other example of when online ordering will continue to be used is when the items are a custom item, requiring specialised and/or detailed information to be provided to the Vendor. The most common example of this at the UofA is custom DNA Oligos. These items are best ordered online as the requestor provided data is automatically populated in the vendor s supply system, reducing the chance of creating an error in re-entering data. The caveat to using online ordering is that the vendor online ordering application must provide the following functions: Ability to create an order and finalise the order at a later date Provide the expected cost of ordered Items Ability to record a purchase order number Note: This process does not apply to vendors who require credit card payments before orders can be placed. Online ordering and a draw-down purchase order option Depending on the frequency and value of individual orders in some instances it may be practical to request a draw-down purchase order, to enable multiple orders to be placed using a single purchase order. This option is only practical when all orders are completed for a single project code. The requestor can monitor the purchase Order following the process as described in the Track Requisition Life Span Quick Guide. Once funds for the purchase order are consumed, a new purchase order would be requested. Receipt Goods and Services Quick Reference Guide 1

2 Procedure This process consists of the following steps for the Requestor: 1. Create an online order on the vendor s website; save order for future updating 2. Create Requisition and Submit 3. Identify Purchase Order Number and record this on the Online Order 4. Recept Goods by value Step 1 Create Online Order on Vendor s Website Create your order. Once your order contains all required items and has an total order value, save the order only. Step 2 Create Requisition and Submit Select Special Request and record mandatory data. Use the Additional Information to record the details of the online order, including the Order Number. Select to Edit the Item line details. Receipt Goods and Services Quick Reference Guide 2

3 Set the requisition Item to be an Amount only. This will allow for receipting to be completed using the value of the goods, rather than the quantity of goods. This is used as the quantity details are only recorded in the vendor s online ordering system. Submit and Review as normal Step 3 - Identify Purchase Order Number Use the Manage Requisition page to obtain the Purchase Order Number. Note: There will be some delay between the submission of the requisition and the Purchase Order being created by the Purchasing team. Receipt Goods and Services Quick Reference Guide 3

4 Record this Purchase Order number on your Online Order and finalise the online order. Step 4 Receipt Goods From the Manage Requisitions page select the requisition and an action to receipt the goods. Alternatively, select the Manage Receipts hyperlink at the bottom of the page. Receipt Goods and Services Quick Reference Guide 4

5 The following page will be displayed if Manage Receipts was selected. Select Add New Receipt. Select the Item(s) that need to be receipted and then Receive Selected. There is an opportunity to adjust the Receipted Amount before selecting to Save Receipt. Receipt Goods and Services Quick Reference Guide 5

6 Contact Us For further support or questions, please contact Financial Services on or finsysad@adelaide.edu.au Receipt Goods and Services Quick Reference Guide 6